I recently watched a fascinating video by Jeff Su, a former Google employee who taught productivity systems to over 6,600 Googlers. His “Core Workflow” approach has completely changed how I think about managing information at work. As someone who’s spent years helping organizations build loyal fans, I know that personal productivity is the foundation of professional success.
What struck me most about Jeff’s system is how it addresses a universal problem we all face: our brains are designed for having ideas, not holding them. This simple truth explains why so many of us struggle with forgotten tasks, lost files, and missed opportunities.
The Four Types of Workplace Information
Jeff’s system is built around managing four types of information we encounter daily:
- Tasks – Things we need to do
- Ideas – Thoughts and inspirations that come to us
- Notes – Information from meetings or external sources
- Media – Digital files and documents
What makes this framework so powerful is its simplicity. Rather than creating separate systems for each information type, the Core Workflow provides a single approach that works across all categories.
The Four-Step Core Workflow
The beauty of Jeff’s system lies in its four straightforward steps:
- Capture – Get information out of your head quickly
- Organize – Sort information for easy processing
- Review – Regularly process your information inboxes
- Engage – Execute and do the actual work
I’ve implemented this workflow in my own life, and the results have been remarkable. When a client emails me about a potential speaking engagement, I immediately capture the task, organize it with a due date, review it during my scheduled processing time, and then engage by blocking time to prepare a proposal.
Why Systems Matter More Than Willpower
Many people resist productivity systems because they seem like “extra work.” I used to feel the same way. But as James Clear says in Atomic Habits, “We do not rise to the level of our goals. We fall to the level of our systems.”
This insight changed everything for me. I realized that relying on motivation and willpower is a losing strategy. The purpose of a system isn’t to make us feel organized—it’s to help us perform even on our worst days.
The short-term discomfort of adopting a new routine will always be less than the ongoing stress and disappointment of not making progress on my most important goals.
This quote from Jeff’s video resonated deeply with me. The initial effort of setting up a system pays dividends through reduced stress and increased accomplishment.
Making It Work in Real Life
Let me share how I’ve adapted Jeff’s system to my own work:
For capturing, I keep a notes app widget on my phone’s home screen for quick idea entry. I’ve learned that the moment of inspiration is fleeting—if I don’t capture it immediately, it’s gone forever.
For organizing, I use simple tags like “content ideas,” “client follow-ups,” or “personal projects.” Nothing fancy, just enough structure to find things later.
The review step has been my game-changer. I now have three 20-minute blocks on my calendar each day dedicated to processing my inboxes. This regular rhythm ensures nothing slips through the cracks.
Finally, for engaging, I’ve become religious about calendar blocking. If a task matters, it deserves dedicated time on my schedule.
Tools Don’t Matter, Systems Do
One of the most liberating aspects of Jeff’s approach is that it works with any tools. While he demonstrates using Google Workspace, the same principles apply whether you use Microsoft Office, Apple apps, or specialized productivity tools like Notion or Todoist.
This platform-agnostic approach means you don’t need to upend your entire digital life to get started. Begin with what you have, focus on the workflow, and refine as you go.
After implementing this system for several months, I’ve noticed I’m completing more meaningful work with less stress. The mental energy I used to spend trying to remember things is now directed toward creative thinking and problem-solving.
If you’re tired of dropping balls and missing deadlines, I encourage you to give the Core Workflow a try. The initial investment in setting up your system will pay off in ways you can’t imagine. Your future self will thank you.
