In this Productivity like a Pro Podcast Episode by the Paperless Movement®, Tom Solid and Paco Cantero explore the parallels between Personal Project Management (PPM) and Business Project Management (BPM), emphasizing how scattered action—just like scattered information—can cripple productivity. Through their ICOR® framework, they break down how to align strategy with execution and regain control of your time, tasks, and tools.
The Bridge Between Personal and Business Action
Tom and Paco emphasize that the link between personal and business execution is found in the ICOR® methodology, which connects information with action. While Personal Knowledge Management and Business Knowledge Management focus on structuring thoughts and insights, the move into PPM and BPM is all about aligning those insights with real action—goals, projects, and daily tasks.
They explain that many busy professionals fall into the trap of collecting tasks from meetings, emails, and random thoughts, often stuffing them into tools like Todoist or TickTick without a clear structure. The result? A chaotic list of thousands of tasks that lead to anxiety and decision fatigue.
From Scattered Action to Structured Execution
Paco breaks down a practical strategy: differentiate between deep work (tasks that take up to 3 hours and require focus) and shallow work (speedy tasks under 15 minutes). By planning each week with these two types of tasks in mind and using dedicated deep and shallow work blocks, you can achieve real structure and reduce overwhelm.
Tom offers a quick fix for those already buried under a mountain of tasks: identify and separate the shallow and deep work tasks, eliminate or archive the rest, and start fresh. This brings breathing room and enables a better system to emerge using ICOR® principles.
The Role of the Planner
One of the core themes of this episode is the importance of having a dedicated planner tool—not to be confused with a calendar or task manager. Tools like Sunsama and eFlow are mentioned as examples of true planners that allow you to manage your time consciously by blocking out work according to energy levels and task complexity.
Paco stresses that planning is not a time-consuming task when you have the right structure. With the ICOR® approach, he manages more than 150 tasks weekly and still plans his week in under five minutes—because the system is clear.
Avoiding the AI Planning Trap
Tom and Paco share their skepticism about using AI tools like Motion to automate task scheduling. They argue that AI often creates more chaos by making assumptions without understanding the real context behind priorities and energy levels. Instead, they advocate for manual, intentional planning—guided by ICOR®—that keeps you in control.
One Week, One Goal at a Time
The duo recommends focusing on weekly planning with one “highlight” or deep work task per day. This method helps create a clear roadmap for achievement, making your progress measurable and tangible—unlike a cluttered to-do list that’s rolled over endlessly.
They also emphasize the importance of a weekly agenda meeting to align teams and ensure everyone knows what needs to be done, freeing each member to plan their execution individually.
Focused Tools, Not Feature Creep
Towards the end of the episode, Tom and Paco discuss how many productivity tools lose focus by adding unnecessary features based on user feedback rather than core needs. They point to Heptabase and ClickUp as examples of tools drifting away from their original intent, and advocate for selecting tools that do one thing well.
If you’re overwhelmed by task chaos or scattered productivity tools, the ICOR® framework provides a structured, reliable path to take back control.
Ready to stop drowning in tasks and start executing with clarity? Join the Paperless Movement® Membership and get full access to expert-led courses on Note-Taking, Personal Knowledge Management, Task Management, Project Management, and more. Transform your productivity—end-to-end.
