Does your brain ever feel like it has too many browser tabs open? You’re not the only one. Procrastination sneaks in when we’re juggling tasks, holding onto ideas, and trying to manage it all in our heads. That’s where building a “Second Brain” comes in, a reliable system that captures, organises, and prioritises what matters.
With the right system, attention management becomes simpler and procrastination loses its grip. Building a Second Brain doesn’t have to be complicated. Here’s how to begin.
Step 1: Organise Your Tasks and Ideas
Pick a system.
This could be digital tools like MS To Do, One Note, Todoist or Evernote, or simple pen and paper.
The important thing is to have one dedicated place to capture everything. Getting tasks and ideas out of your head reduces mental clutter and makes space for clearer thinking.
If you would like to dig deeper into these tools, check out our Microsoft For Productivity Ninjas workshop. Also, our You Tube channel has some great videos to help.
Step 2: Prioritise and Track Progress
A long to-do list can feel paralysing.
Instead, use your Second Brain to highlight what matters most today.
Break big projects into smaller, specific actions and tick them off as you go. Seeing progress builds momentum and makes starting easier.
Step 3: Set Up Systems and Tools You’ll Actually Use
It doesn’t matter if you prefer an app or a notebook.
The best system is the one you’ll stick with. Create simple routines, like writing down tasks at the end of each day or capturing new ideas as they come. Consistency is what keeps your Second Brain working for you.
Step 4: Reflect Regularly
Take time each week to review your Second Brain.
Ask yourself: what’s most important now?
Are there tasks I’ve been putting off because they feel too Difficult, Undefined, Scary, or Tedious (the DUST model Think Productive uses to explain procrastination)?
Reflection helps you reset and prevents overwhelm from building up.
Step 5: Use Your Second Brain as Motivation
Your Second Brain isn’t just about storing information, it can also inspire you.
Record your wins, track your progress, and keep reminders of why tasks matter. Having everything laid out in front of you can make it easier to stay focused and accountable.
✅ Your 5 Steps to Start Building a Second Brain
- Capture all your tasks and ideas in one trusted place
- Break big tasks into smaller, clear actions
- Pick tools and routines you’ll actually use every day
- Do a weekly reflection to reset priorities and spot procrastination triggers (DUST)
- Track progress and wins to stay motivated and accountable
Why this works
By getting thoughts, tasks, and projects out of your head and into a trusted system, you reduce decision fatigue and free up headspace. That mental clarity makes it much easier to focus on the work that matters and to stop procrastinating.
Want to go deeper?
If you’d like hands-on practice with building reliable systems and overcoming procrastination, check out one of our Productivity Ninja workshops. You’ll walk away with practical tools to help you manage your attention, energy, and focus… and yes, finally get things done.
