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In this Productivity like a Pro co-founder Paco Cantero dive into the complexities of using tools like Obsidian for Personal Knowledge Management (PKM). The discussion touches on the struggles that busy professionals face when using feature-rich but overwhelming tools to manage their productivity systems.
The Overwhelm of Obsidian for Busy Professionals
Tom begins by addressing a controversial video he published, titled Why I Ditched Obsidian, where he expressed concerns about Obsidian’s feature-rich but complex setup. While some people argued that the tool’s versatility is an advantage, Tom highlights the common issue among busy professionals: they get lost in the endless tinkering and plugin installations instead of focusing on their actual work.
Paco, sharing his own experiences, explains that he initially found Obsidian’s flexibility appealing, especially its ability to connect ideas through a graph. However, after dedicating months to customizing his setup, he realized that the tool wasn’t suitable for his needs as a professional. It’s easy to spend too much time configuring the system instead of using it productively.
The Challenge of One Tool for Everything
Both Tom and Paco agree that using one tool to handle everything from PKM to Task Management is not always the best approach. Obsidian may be excellent for note-taking and connecting ideas, but when it comes to handling tasks, managing projects, or scaling for Business Knowledge Management (BKM), it falls short compared to specialized tools.
Paco points out that forcing one tool to manage everything—especially one designed with programmers in mind—often leads to inefficiencies. The idea of local-first storage also raises concerns, as professionals should prioritize tools that provide reliable cloud backups to avoid data loss and improve collaboration.
Paid Tools vs. Free Tools: Why It Matters
A significant part of the conversation centers on the importance of paying for productivity tools. Both Tom and Paco emphasize that free tools often lack sustainability, citing examples like Omnivore, which went out of business because it was a free service. They stress that paying for tools ensures ongoing updates, security, and reliability—crucial elements for any professional productivity system.
Paco adds that professionals should see software as an investment, not an expense. Tools like Superhuman, although costing $30 a month, offer tremendous value by saving time and improving efficiency—making the cost worthwhile.
The Trap of Plugins and Customization
Obsidian’s plugin ecosystem is one of its most praised features, but Tom and Paco caution against relying too heavily on third-party plugins. While plugins can enhance the tool, they are often developed by hobbyists who may not maintain them over time. If a plugin breaks after an update, it could disrupt your entire setup, leaving you with a system that no longer functions as needed.
For busy professionals, simplicity and reliability should be prioritized over endless customization options.
Finding the Right Tools for Your Needs
Tom and Paco conclude by advocating for a tool-agnostic approach to productivity. Instead of chasing the latest trends or trying to make one tool fit every need, professionals should focus on building a system that works across multiple tools, integrating each for its strengths. Tools like Heptabase, which offer a balance between flexibility and structure, are often better suited for professionals than highly customizable but overwhelming platforms like Obsidian.
If you’re struggling with your current setup, consider joining the Paperless Movement® Membership to learn how to build a tool-agnostic system that works for you, with in-depth courses on Note-Taking, PKM, Task Management, and more.
