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I’m approaching one month in my new role as a Customer Training Specialist at EBSCO. At every meet-and-greet, my new colleagues ask how I’m settling in, and I can honestly say that I’ve never felt this comfortable so quickly in a new job.

Besides meeting new people and earning a regular paycheck, my favorite part of starting a new role is setting up my personal workflows and project management tools. Gretchen Rubin coined the phrase “Outer order, inner calm”, and that perfectly encapsulates how I feel when my digital ducks are in a row.

Why Defined Systems Matter

Having a system isn’t just about being organized – it’s about making space for clarity, focus, and resilience. When you build routines that support your work, you free up mental energy for creativity, problem-solving, and meaningful connection.

A well-defined system can help you:

• Boost productivity by reducing decision fatigue and improving task prioritization
• Minimize stress by offering structure during busy or chaotic times
• Create consistency in how you approach new projects and repeatable tasks
• Adapt more easily to changing priorities without losing your footing

Especially when starting a new role, having trusted systems in place can provide a sense of control and stability. For me, it’s not about perfection; it’s about building tools that work with me, not against me.

Personalizing My Productivity Stack

The exact system I use always depends on the demands of the role, and this time around is no different. However, one principle I always return to is simplicity. If a system is too complicated, it becomes a barrier instead of a support.

Here’s what my current tech stack looks like:

• Todoist – My central task manager for both work and personal to-dos. I use it to break down projects, set due dates, and keep everything in one place.
• OneNote – My go-to for capturing notes during training, documenting new processes, and collecting ideas for future improvements.
• OneDrive – Where I organize my training slides, speaking notes, and shared resources.
• Outlook – Not much choice here, but I genuinely appreciate how email and calendar features are integrated.
• Calendly – Essential for scheduling planning calls and consultations with customers without the endless back-and-forth.

Final Thoughts

I know that my systems will continue to evolve as I learn the nuances of this role, but I feel confident knowing I’ve built a solid foundation. Having a reliable workflow helps me stay focused, present, and ready to grow – and that’s the kind of support everyone deserves.

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