In this Productivity like a Proolid and Paco Cantero explore the evolving landscape of productivity tools, diving deep into new releases and major updates from platforms like Lazy and Heptabase. The timing of these developments couldn’t be more striking—with both apps rolling out significant changes in the same week, including the long-requested inbox feature in Heptabase. The duo discusses how these updates impact their Personal Knowledge Management and Task Management workflows, reflecting on what it means to build a frictionless, tool-agnostic productivity system.
Heptabase’s New Inbox: A Game Changer
Tom and Paco both highlight the importance of having an effective inbox to streamline information capture and processing. The new inbox in Heptabase delivers just that. Designed with thoughtful triage capabilities—like reminders, tagging, and seamless integration with whiteboards—it transforms Heptabase into a serious contender for comprehensive Personal Knowledge Management. It even captures tasks from notes with checkboxes, routing them directly into a dedicated action triage space. This update eliminates a major friction point for many busy professionals.
Why Tool Choice Must Align with Workflow
While Tom revisits tools like Lazy and Raycast Notes, he acknowledges their limitations, particularly when it comes to shallow thinking capture and formatting consistency. Paco emphasizes that the ideal tool should consolidate both shallow and deep thinking processes without adding friction. For him, Tana continues to meet that need, while tools like Lazy and Craft—though beautifully designed—don’t offer enough additional value to warrant a switch.
Inbox Philosophy and the ICOR® Framework
Paco and Tom underline that any serious productivity system must start with an inbox. Whether it’s capturing internal thoughts or external content, having a reliable, centralized entry point is crucial. They connect this philosophy to the ICOR® Framework, which powers the Paperless Movement®’s methodology. They also hint at their upcoming proprietary tool—an app built around ICOR®—that will include a powerful inbox to help users inventory and triage their digital tool stack.
Visual vs. Outline Thinking: Two Roads to Productivity
Tom and Paco reveal their different cognitive approaches: Tom thrives with visual thinking tools like Heptabase whiteboards, while Paco prefers structured outlines. This contrast shows how productivity systems must be personalized. Heptabase’s ability to accommodate both approaches makes it an exceptionally flexible tool for a wide range of busy professionals.
The Role of AI and Apple’s Missed Opportunities
The episode wraps with reflections on AI innovations, particularly chatGPT’s voice capabilities, and a shared frustration with Apple’s stagnant progress in this area. Tom and Paco imagine a world where Apple integrates natural language AI deeply into its ecosystem—a move that could revolutionize productivity.
Build Your System, Not Just a Stack
If you’re tired of switching between tools that don’t quite fit together, the Paperless Movement® can help you build a fully integrated productivity system. Inside the Paperless Movement® Membership, you’ll learn how to master Note-Taking, Personal Knowledge Management, Task Management, and Project Management through our ICOR®-based approach and comprehensive courses like the Email Management Course.
Ready to stop juggling tools and start building a system that works? Join the Paperless Movement® Membership today.
