In this Productivity like a Pro Podcast Episode by the Paperless Movement®, Tom Solid and Paco Cantero tackle the growing hype around AI in productivity. With decades of experience building productivity systems, they discuss why AI alone won’t fix broken workflows—especially for Busy Professionals looking to truly work more efficiently. The key? Structure, understanding, and intentionality.
The Myth of Effortless Productivity with AI
Tom and Paco dismantle the widespread belief that AI can magically take over complex work. Drawing parallels to past tech hypes like blockchain and the dot-com boom, they highlight how AI is following a similar trajectory—initial excitement followed by disappointment when expectations aren’t met. Paco stresses that the desire to avoid complexity leads people to chase tools like AI, believing they’ll simplify everything. In reality, complexity needs to be managed, not ignored.
Productivity Requires Structure—AI Is No Different
Tom reflects on early AI note-taking tools like Mem and the lessons learned: without structured systems, even the smartest AI cannot resurface information effectively. Just like a personal assistant needs clear instructions, so does AI. Without context, automation becomes more of a burden than a benefit. This underscores why systems like the ICOR® framework are essential—they provide the structure AI needs to actually be helpful.
You Can’t Automate What You Don’t Understand
One of the most powerful insights in the episode is that most professionals don’t fully understand their own workflows. Tom shares stories from corporate settings where automation efforts failed because people didn’t know what processes they were trying to improve. AI doesn’t eliminate the need to understand your work—it amplifies it. Before automating or delegating, map your workflows in a tool-agnostic way, then optimize step-by-step.
The Danger of Over-Relying on AI Tools
The duo dives into examples like Motion (the AI project and task manager), highlighting how AI-driven scheduling without human context can create more stress than it removes. They also point to the MIT study showing that 98% of AI initiatives fail due to a lack of foundational understanding in the business. The successful 2%? They were already clear on their workflows before introducing AI.
The Real Role of AI in Productivity
Rather than replacing human expertise, AI should enhance it. Paco explains that many professionals are wasting time learning complex prompts instead of focusing on their actual responsibilities. The future lies in invisible AI—tools that improve productivity behind the scenes without requiring users to become AI experts. It’s not about becoming a prompt engineer; it’s about choosing the right tools that support your work.
Focus on Fundamentals, Not Fads
Tom and Paco emphasize that foundational skills—like structuring information, effective communication, and using tools with purpose—are timeless. Technology will evolve, but these fundamentals remain constant. Using tools like Heptabase or building a solid Personal Knowledge Management system still requires human thought, intentional setup, and ongoing refinement.
AI in the Paperless Movement® Workflow
At the Paperless Movement®, AI is used—but only where it adds value. Whether it’s improving course scripting or enhancing backend workflows, AI plays a supporting role, not a leading one. For Busy Professionals inside the Paperless Movement® Membership, the focus is on mastering productivity systems—like Note-Taking, Personal Knowledge Management, Task Management, and Project Management—before jumping into automation.
Want to master productivity with or without AI? Join the Paperless Movement® Membership to access end-to-end productivity training and courses like the Email Management Course, Task Management Course, Note-Taking Course, and more.
