how to set up a distraction‑free creative workflow using only three apps

I used to have a sprawling toolset: one app for notes, another for tasks, three different design tools, a browser full of tabs, and a dozen habit apps buzzing at once. It felt productive—until it didn't. I realised the real problem wasn't the work itself but the friction between tools and the constant invitation to switch contexts. Over the past few years I've intentionally pared down to a strict rule: do creative work using only three apps. The goal isn’t austerity for its own sake; it’s about building a tight ecosystem that minimizes context switching, supports deep focus, and still lets me ship work—writing, design, research—without hunting for the right window.

Why three apps?

Three feels like a sweet spot. It's small enough to keep things simple and large enough to cover distinct needs: planning & knowledge, the creative canvas, and attention management. Each app plays a clearly defined role, and together they form a workflow that supports deep work, iteration, and output. Here are the roles I assign:

• Workspace & knowledge hub: where projects live, decisions are recorded, and research is stored.
• Creative canvas: where the actual making happens—designs, prototypes, drafts, or art pieces.
• Focus manager: a small app that enforces uninterrupted time and tracks sessions.

The three apps I use (and why)

I choose apps that are flexible and cross-platform. Here's the combo I return to again and again:

• Notion — my workspace & knowledge hub. It holds briefs, task boards, design decisions, and the reference library. Notion's databases let me view the same items as a Kanban, calendar, or simple list.
• Figma — my creative canvas. For UI, visual experiments, moodboards, and even layout-first writing. Figma's multiplayer features make it easy to iterate without exporting files back and forth.
• Forest (or any pomodoro-based focus app) — my focus manager. It blocks distraction in a gentle, ritualised way and gives me an immediate visual reward for sustained sessions.

You can swap these for equivalents—Obsidian instead of Notion, Sketch or Procreate instead of Figma, Freedom or Pomofocus instead of Forest—but the mental model remains the same: one place for context, one place for making, one place for attention.

How I set it up (step by step)

Below is the exact setup I keep in Notion and Figma, plus how I use Forest to make the system actually work.

• Notion: Project spine

  Create a single top-level page called "Projects." Inside, each project is a database item with properties: status (idea, backlog, active, paused), priority, estimated time, links (to Figma files), and a brief. Use templates for common project types: client site, case study, article, experiment.

• Notion: Reference & decisions

  Make a "Reference" page with a simple table for assets, brand tokens, links, and research snippets. Create a "Decisions" page where any design or product decision is logged with context and date—this saves so much duplicate work later.

• Figma: One file per project

  Keep one Figma file per project. Use pages within the file: 1) moodboard & inspiration, 2) sketches & wireframes, 3) iterations, 4) final screens or assets. Avoid creating dozens of files—one file means fewer tabs and clearer versioning.

• Figma: Naming & versions

  Adopt a simple naming convention for frames and components (Project — Screen — Iteration). When I hit a milestone, I duplicate the page and append a date. That lightweight versioning is better than long export histories.

• Forest: Ritualise focus

  Before I open Figma to design or Notion to write, I start a Forest session (25–50 minutes depending on task). Closing Slack and muting notifications is non-negotiable. Forest gives me a mini-reward and the visual cue that I’m in a focused session.

Daily routine that uses the three apps

My day usually looks like this:

• Morning planning (Notion, 15–20m): review "Active" projects, update one task list, and set a single "Make" goal for the day (e.g., "Prototype hero interaction" or "Draft 1,000 words of case study").
• Focus block (Forest, 25–50m): start Forest, then jump into Figma or writing. No tabs except necessary references in Notion.
• Review & capture (Notion, 10–15m): after the session, quickly capture decisions, export an asset if needed, and move tasks forward.
• Repeat 2–3 cycles, with a long break after a few sessions.

Templates and structures I rely on

Below are small templates I keep in Notion to speed decisions and avoid context shifts. You can recreate these quickly.

Tips to keep the system working

• Limit open tabs and windows: Only Notion, Figma, and your focus app are allowed during deep work. If you need a reference, save it to Notion first.
• Use links, not copies: Link from Notion to specific Figma frames instead of pasting images or files. That reduces duplication and ensures you're always working on the source.
• Automate trivial updates: Use Notion templates for recurring project types and set simple automations (Zapier or Make) to create follow-ups after a status change.
• Keep the focus ritual sacred: Start Forest, close mail and chat, put your phone face down. The ritual primes you mentally for deep work.
• Be ruthless about scope: With only three apps, you’ll be forced to choose focus. Define tiny, testable goals for each session.

When to expand beyond three apps

Three apps won't solve every edge case—sometimes you need a dedicated prototyping tool, a client feedback platform, or a deeper code editor. The rule isn't eternal: only add an app when it removes more friction than it introduces. When I do add something temporarily (like VS Code for production fixes), I treat it as experimental and remove it once the work is done.

This three-app workflow has helped me move from distraction to disciplined making. It keeps the noise down and the creative work front and centre—so I can spend more time iterating and less time searching for the right file.