At what point do you simplify a task system that's taking too much time?

Spent days making what I thought was the ultimate organization system with subfolders tags and daily reviews.

It worked fine for a bit but then keeping it updated started feeling like a second job.

I stayed with it for way too long just because I spent so much time making it even though a simple notebook was doing a better job.

How do you guys keep your daily tracking simple without overcomplicating things?