In 2025, the best productivity system isn't the one with the most apps—it's the one where everything syncs seamlessly without you thinking about it.

After years of trying complex setups (Notion databases, paid task managers, multiple calendars), I stripped everything down to a minimalist, completely free stack that works perfectly on Windows, Mac, Linux, iOS, and Android.

Here’s exactly what I use and why it works.

Core Principles of My Setup

• Zero paid subscriptions (at least for the essentials)
• Real-time sync across every device I own
• Minimal cognitive load – open one app per need
• Future-proof – open formats and easy export

1. Notes & Knowledge Base: Obsidian (with Syncthing)

Instead of Notion or Evernote, I use Obsidian – a free, local-first Markdown app.

Why it wins:

• Works completely offline
• Files are plain Markdown (future-proof)
• Beautiful linking and graph view
• Thousands of free community plugins

Sync method: I use Syncthing (free, open-source, peer-to-peer) to sync my Obsidian vault across all devices in real-time. No cloud dependency, no limits, end-to-end encrypted.

Alternative: Obsidian Sync ($5/month) if you want official cloud sync.

2. Tasks & To-Do: TickTick (Free Tier)

After testing Todoist, Microsoft To Do, and others, TickTick free plan gives me everything I need:

• Natural language input
• Recurring tasks
• Subtasks and priorities
• Calendar view
• Instant sync across web, desktop, and mobile

The free tier has no major limitations for personal use.

3. Calendar: Google Calendar

Simple, reliable, and syncs everywhere. I only use it for time-blocking and appointments.

4. Quick Launch & Automation: Raycast (Mac) / PowerToys (Windows)

• Mac: Raycast (free) – clipboard history, window management, snippets, calculators
• Windows: PowerToys Run – similar functionality

Both give me lightning-fast access to everything without leaving the keyboard.

5. Browser Sync: Firefox with Firefox Sync

I use Firefox because its sync is encrypted and includes tabs, history, passwords, and extensions.

Daily Workflow Example

1. Morning: Open Obsidian → review daily note
2. Add tasks → instantly appear on phone via TickTick
3. Block focused work time in Google Calendar
4. Research → save highlights back to Obsidian
5. End of day: Quick review in Obsidian

Everything just works. No “which app did I put that in?” moments.

Why This Beats Paid All-in-One Solutions

• No vendor lock-in
• No feature bloat
• Costs $0/month
• Full control over data

If you're tired of juggling apps and subscriptions, try this setup for a week. The sync alone will change how you work.

What’s your go-to productivity tool in 2025? Share in the comments!