In this Productivity like a Pro Podcast Episode by the Paperless Movement®, Tom Solid and Paco Cantero continue their deep dive into the ICOR® Framework—this time focusing on the critical domain of Personal Project Management. Often overlapping with Task and Time Management, this session uncovers how busy professionals can structure their action systems to avoid chaos and regain clarity in their workflows.
Gmail: The Double-Edged Sword of Productivity
A surprising takeaway from this episode is the role of Gmail—not just as an email client, but as a tool that intersects multiple areas of the ICOR® Framework: Personal Knowledge Management, Task Management, Business Knowledge Management, and Business Project Management. While Gmail often serves as the default “all-in-one” hub in many organizations, the hosts argue that this approach breeds friction, especially when trying to manage tasks from fragmented emails.
Instead, they recommend viewing email purely as an Information Management tool, unless structured routines and systems convert it into a temporary Task Management platform. Tools like Superhuman, a satellite app that extends Gmail’s features, help clarify this distinction by enabling faster triage and delegation of tasks.
Task Management: The Role of Specialized Tools
The hosts emphasize the importance of using purpose-built tools rather than all-in-one platforms. For Task Management, Paco relies on ToDoist, which he praises for its simplicity and power—especially in handling what he calls “Speedies” (tasks under 15 minutes). He also uses Linear for more complex personal tasks, showcasing how multiple tools can serve specific functions within the same productivity ecosystem—as long as each has a clearly defined role.
The podcast highlights the dangers of overlapping tools for the same purpose without clarity, which often leads to missed tasks and workflow breakdowns. For Paco, ClickUp handles Business Project Management, while Linear and ToDoist support his personal action systems.
Time Management: Why Calendars Aren’t Enough
Another key insight is the distinction between Task Management and Time Management—two concepts often confused. The calendar, while useful for fixed events, isn’t designed to manage the nuances of daily planning. This is where planners come in.
Enter Sunsama—a daily planner tool both hosts consider essential. It bridges the gap between task and time, helping users plan their week, consolidate tasks from various sources, and make realistic daily schedules. By integrating with ToDoist, Google Calendar, and even Gmail, Sunsama becomes a central hub for planning without overwhelming the system.
Avoiding the One-Tool-Fits-All Trap
A recurring theme is the danger of relying on one tool for everything. Tools like Notion or Tana, while flexible, often fall short in specialized use cases like Task Management or Time Management when compared to focused solutions like ToDoist or Sunsama.
The ICOR® Framework offers a visual way to identify gaps, redundancies, and misaligned tool use in your productivity system. The goal is clarity—knowing what each tool does and why you use it.
Building Your Own Productivity Ecosystem
The episode wraps with a reminder that each productivity system should reflect your actual workflows and scale of responsibility. For professionals managing multiple businesses or projects, it’s crucial to create separate ICOR® Frameworks for each. Your Personal Productivity System remains constant across these, ensuring consistency and control.
Ready to master your productivity system and build clarity into your digital workflows? Join the Paperless Movement® Membership to get access to comprehensive courses on Note-Taking, Personal Knowledge Management, Task Management, and Project Management.
Explore the Email Management Course, Task Management Course, or the Project Management Course to start building your own pro-level productivity system.
