Editor’s Note: The IPO Framework in 2026
Last updated: February 2026
I wrote this article years ago, and the IPO framework (Input, Process, Output) is still the foundation of how I think about every system I build. Whether it’s my morning routine, my email workflow, or the AI automations I’ve been building recently, the structure is always the same: what goes in, what happens to it, and what comes out.
The biggest insight I’ve had since writing this is about the Input variable. I mentioned in the original article that the Input is the tricky part of personal systems — and that’s even more true now. With AI tools, the Process step has gotten incredibly fast. I can process emails, summarize documents, and organize notes in a fraction of the time it used to take. But if my Input is garbage — if I slept poorly, if I’m distracted, if I haven’t done my weekly review — the Output still suffers no matter how efficient the Process is.
That’s the thing most people miss about productivity. They obsess over tools and processes (the P in IPO) but ignore the Input. Your energy, sleep quality, focus, and clarity are all Inputs. Optimize those first, then build efficient Processes around them.
If this is your first time reading about the IPO framework, the article below explains the full concept with examples. If you want to go deeper into systems thinking, check out our article on how to simplify your life with systems.
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[Original article starts: “A couple days ago I wrote about a mind shift you needed to think in systems…” and continues]
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EXISTING FAQ AND META (Already updated in top 10 batch)
Note: This post was already refreshed as part of the top 10 content update (Feb 15, 2026). Meta title and description have already been updated. FAQ schema has already been added. This Editor’s Note is the additional freshness update for the batch 28-36 processing.
Current meta title: What Is a System? The 3 Parts Every System Needs (IPO Framework) Current meta description: Learn the 3 essential parts of every system: Input, Process, and Output. Master this simple IPO framework to build better habits, workflows, and routines that actually work.
No additional FAQ needed — existing 3-parts-to-every-system-faq.md covers this post.
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Implementation Notes
What to Update in WordPress
1. Add Editor’s Note from Thanh at the top (new content) 2. Meta title/description — already updated from top 10 batch, no change needed 3. FAQ schema — already added from top 10 batch, no change neededWhat NOT to Change
What Is a System? The 3 Parts Every System Needs (IPO Framework)
A couple days ago I wrote about a mind shift you needed to think in systems.
The idea was simple: everything is a system.
I want to elaborate on that a little more and show you what systems are really about (it’s not what you think it is).
Every System has an IPO: Input, Process, Output
When you look at any system, in its simplest form, it has 3 components. It’s what I’ll call IPO: Input, Process, Output.
Input – anything you do to activate the system or give the system to use.
Process – the actual steps and function the system will perform.
Output – the result after doing all the steps.
That’s really what a system is. Think of it as a factory. You give it raw materials, it goes through several steps on the conveyor belt and at the end it spits out a product. That could be an iPhone, a pair of jeans or a bottle of water.
The beauty of systems is that the Process gives you the same, consistent results that you’re looking for. It’s a repeatable process that allows you to scale and it outputs things with the same quality every time the system runs.
In the real world – especially when it comes to “personal systems” such as habits and rituals – it’s a little trickier. The above scenario assumes 100% ideal circumstances but that’s rarely the case.
The Process and Output are usually consistent and that can be repeated. The tricky variable here is the Input – this can vary sometimes (a lot).
Take for example your morning ritual:
Input – when you wake up
Process – steps in your morning ritual
Output – feeling ready and focused
The Input here can vary a lot. Maybe you woke up late and now you only have 20 minutes for your morning ritual. That affects the whole system (your morning ritual).
Or maybe you went out the night before and you still have traces of alcohol in your body. No matter how awesome your morning ritual is, you won’t get the same quality Output that you normally desire.
Or let’s say you slept only 3 hours. Same deal – no morning ritual can save your life here.
So here’s the interesting thing about personal systems: we are usually pretty good at wanting the “Output” but we are terrible at finding the right Process.
Productivity, or time management, is really about optimizing the Input (you) and finding the right Process to get to your desirable Output the quickest with the least amount of effort.
(Let this statement sink in. If you get this, you’re ahead of 99% of people.)
If you want to dive right into more advanced and practical examples of systems we use – we have a free online seminar where we go deeper on this topic.
This training is completely free. Join us for some fun and get to see which systems we use on a day-to-day basis to stay productive.
Every effective system has three parts: **Input** (what goes in), **Process** (what happens to it), and **Output** (what comes out). This is also called the IPO framework. For example, in a morning routine: Input = waking up, Process = shower + breakfast + review goals, Output = starting work energized and focused.
IPO stands for Input-Process-Output, a universal framework for building any system. Input is the starting point or trigger, Process is the series of steps or actions taken, and Output is the desired result or outcome. Every system—from business workflows to personal habits—can be broken down using these three components.
Start by identifying a repetitive task, then map out its IPO components: What triggers it (Input)? What steps do you take (Process)? What’s the end result (Output)? Write down each step in the Process, remove unnecessary steps, and look for opportunities to automate or template. Test your system 3-5 times and refine based on what works.
A **process** is the middle part (the “P” in IPO)—the specific steps you follow. A **system** is the complete framework including inputs, the process itself, and outputs. For example, “check email → draft response → send” is a process, but the full system includes when to check email (input), the drafting steps (process), and inbox zero (output).
Absolutely! IPO works for any goal. For fitness: Input = alarm goes off, Process = workout routine, Output = completed exercise. For learning: Input = daily learning time block, Process = read + take notes + practice, Output = new skill mastered. Breaking goals into Input-Process-Output makes them more actionable and measurable.
I am working in a small volunteer organization that has systemic deficits and am researching ways to address them. Since your webinar is no long available, would you provide a link to the material it is based on, especially the lists of characteristics and cogs.
Thank you for considering this request. Your response might enhance our ability to help people adjust their codependent behaviors.
So simple and yet so beautiful!
I really enjoy your engineering mindset to life. It is really interesting to see how you deconstruct things like routines,