Stop Making Things Harder Than They Need to Be: Creating Personal Systems That Actually Work
I start off every run uphill.
I didn't plan it this way—I just wanted to go up into the park where the views are beautiful and everything feels quiet and peaceful. But recently, as I was huffing and puffing up that first steep incline, it hit me: this is a perfect metaphor for how I approach almost everything in my life.
I consistently make things harder than they have to be.
This pattern has been emerging in my awareness over the past few years, but I'm still surprised by how many areas of my life it touches. Whether it's my art practice, business planning, or even simple daily routines—somehow, I always seem to choose the uphill battle.
Does it have to be such a struggle?
How can thoughtful planning breathe some ease and lightness into our days?
The Uphill Pattern
Are there payoffs to doing things the hard way? Maybe. There's a certain pride in conquering difficulty, in knowing you've overcome resistance.
But are there costs? Definitely.
Unnecessary struggle leads to burnout. It creates friction where flow could exist. It drains energy that could be channeled into creativity and joy. And honestly, it's exhausting.
We all have natural ways we move through the world, patterns that may have served us at one point. Maybe tackling challenges head-on helped you prove something to yourself or others. Maybe the struggle itself became a badge of honor.
But what if there's another way?
Reimagining Our Systems
What if I created a system that made things lighter and breezier, rather than literally fighting an uphill battle? Could I exhale and breathe easy, rather than huff and puff through my days?
I've been obsessed with finding the perfect system for years. My bookshelf overflows with the evidence:
- *Atomic Habits* by James Clear
- *The Power of Habit* by Charles Duhigg
- *Art, Inc.* by Lisa Congdon
- *The Creative Habit* by Twyla Tharp
- *The 12-Week Year* by Brian Moran and Michael Lennington
- *Finish* by Jon Acuff
- *Getting Things Done* by David Allen
I could DEFinitely go on. I used to consume these books voraciously, taking detailed notes and assuming that if I followed them to the letter, I would magically transform into the productive, creative powerhouse described on their covers.
Now that I'm older (and maybe a tiny bit wiser), I've learned something crucial: **the magic is in creating your OWN system**. One that suits YOU.
All of these books have taught me that some strategies work well for me, and others don't. I've noticed recently that as things change in my life—as they always do—I need to redesign the systems I use to structure my days in order to achieve my goals.
James Clear, author of Atomic Habits, said it perfectly:
“You don’t rise to the level of your goals. You fall to the level of your systems.”
How to Design Your Own System
So how exactly do you go about designing a personal system that works? And by system, I mean a simple set of guidelines for one of life's processes - like a recurring time block on your calendar, signing up for a service or class, how frequently you want to complete a certain habit, task, or activity. It's the framework that helps you consistently do the things that matter without having to reinvent the wheel each time.
Let's get into it.
1. Get Into the Mind of Your Future Self
Take some time to really write out, sketch out, talk out what you picture your dream life to be in 5, 10, even 20 years.
- Who is that person?
- What makes her smile?
- How does she spend her days?
- What needs to be true for her to live that way?
Get specific in your vision. What is she wearing? Where does she live? And then think bigger—what difference has she made in the world? What does she continue to do? What lights her up? What does she believe?
Connecting with this future self isn't just a pleasant daydream—it's the compass that will guide your system creation.
2. List Your Life Pillars
These are the fundamental areas that make up a balanced life for you. Mine are:
- Health
- Family
- Friends
- Home Life
- Community
- Learning & Personal Growth
- Art Practice
- Art Business
Your pillars might look different, and that's perfectly fine. The key is identifying what truly matters to you.
3. Break Down Each Pillar Into Actionable Areas
Now, take each pillar and list subcategories where you could create a system to move you closer to your goals or ideal future self.
For example, under "Health" I might have:
- Running schedule
- Yoga practice
- Strength training
- Nutrition and meal planning
- Sleep routine
- Mindfulness practice
- Journaling
- Life coaching
It can feel overwhelming to aspire to improve in all these areas simultaneously without a reasonable plan. I start with health because I've found that I can't make progress on any goals unless I'm taking care of myself first.
4. Design One System at a Time
Pick one area and begin designing your personalized approach. List what you'd like to do in this area and why.
Let's say meal planning, which is currently sporadic for me. I would like to meal plan once a week and shop basically once a week, getting away from wasting time running out each day for something to add to the dinner plan.
The purpose behind this is being financially responsible, using time efficiently, reducing stress, and improving nutrition.
Now for the crucial step: double-check your system for feasibility. Are you being so aspirational that it won't fit within your current life phase? Pare down until it represents an improvement but not an impossible stretch.
You can always update these systems later—and you should! Systems are meant to evolve as you do.
5. Start Small to Avoid Overwhelm
To prevent system-building burnout, just pick one sub-area in each life pillar to get started on.
Choose one that:
- Stands out as a current area of weakness
- Would create a positive ripple effect in other areas of life
- Feels energizing rather than depleting to work on
6. Map the Big Picture
Create a visual mind map to understand the context and keep it all straight. Whether you prefer a hand-drawn diagram, a digital mind mapping tool, or a spreadsheet—find what works for you.
I need to literally SEE the big picture, and getting all these thoughts out of my head can be extraordinarily beneficial. As one system starts gelling, you can glance at your map to see what area you'd like to address next.
Mind Map Your Systems:
Even just 1-2 “rules” or guidelines under each area can make a big difference in getting it all to work together realistically.
The Freedom of Personal Systems
The beauty of creating systems tailored specifically to you is that they work with your natural tendencies rather than against them. Maybe you don't need to stop running uphill entirely—perhaps just choose one run a week that starts on level ground.
Let me share a real example: My ceramics production flow. After much trial and error, I created a weekly rhythm that works with both my energy levels and the practical realities of ceramics:
Mondays: Throwing day – I create new pieces on the wheel all day. Doing this messy work in batches means I only need one major cleanup.
Tuesdays: Painting studio day – While the ceramic pieces dry to leather-hard, I switch to my painting studio, work with students, and add detailed glazes to previous pieces.
Wednesdays: Trimming day – The pieces are now ready to trim, plus I have open time for meetings in the afternoons.
Thursdays: Business day – Focused time for website updates, blog writing, and other art business tasks.
Fridays: Finishing day – Back to the ceramics studio to finish open projects and apply glazes.
This system respects the natural drying time of clay while aligning with my energy for different types of creative work. It's not rigid—it flexes when needed—but having this framework eliminates the daily decision fatigue of "what should I work on today?"
Systems aren't about perfection. They're about progress. They're about making life easier, not harder.
And here's the surprising truth I've discovered along the way: sometimes the most effective system is the one that removes obstacles rather than adding new tasks. It's about finding the path of least resistance that still leads to growth.
What's one area where you might be making things unnecessarily difficult? Where could you design a gentler system that honors who you are while helping you become who you want to be?
A little planning now can lighten things up later.
Your own perfectly imperfect system is waiting to be created. I know I’ll be checking in on my own life pillars and creating new systems this weekend - and I can’t wait to hear all about yours!
With Enthusiasm for Art & Life,
Heidi
Are you working on developing systems for your creative practice? Download my free PDF workbook guide for setting up your own home art studio—a perfect first step toward building sustainable creative habits.