In a recent Podcast episode by the Paperless Movement®, Tom Solid and Paco Cantero address an important question from Mary, a member struggling with integrating new productivity tools. Mary shares her challenge of learning and effectively utilizing new tools amidst a busy workflow, leading to frustration and frequent tool-hopping. She seeks advice on how to properly learn and implement tools to improve her productivity.
The Importance of Sticking with One Tool
Tom Solid reassures Mary that she is not alone in her struggle. He emphasizes the importance of reducing the number of tools and focusing on mastering a single tool before considering others. By doing so, users can minimize friction and anxiety associated with switching between tools and ensure a more seamless integration into their workflows.
Tom advises members to start with the tools they already have in place, reducing the tool stack to the bare minimum. He suggests consolidating tasks into one tool whenever possible and thoroughly understanding its features before seeking alternatives. This approach helps in identifying the real friction points and allows for a more informed decision when exploring new tools.
Learning and Implementing New Tools
Tom acknowledges that learning new tools can be challenging, especially for those who are not digital natives or productivity enthusiasts. He compares it to any other skill that requires training and emphasizes the importance of feeling comfortable with the tool’s user interface (UI). He encourages users to invest time in understanding the tool’s basic functionalities and gradually expand their knowledge.
He introduces the ICOR® Framework, which helps users map out their tools and workflows. By laying out tools on the ICOR® Framework, users can better assess which tool suits their needs and understand the underlying workflows that drive their productivity. Tom suggests leveraging existing tools provided by one’s company, such as Google Workspace, and integrating ICOR® principles into these tools to optimize workflows without the need for additional tools.
The Role of Workflows in Tool Selection
Paco Cantero highlights the significance of identifying friction points in one’s current productivity system. He advises users to focus on solving these friction points when considering new tools. Paco shares his experience of testing various tools and emphasizes the value of deeply understanding and integrating a tool into daily routines.
Paco and Tom both stress the importance of recognizing that workflows are often more critical than the tools themselves. They caution against being swayed by online reviews and demos that showcase specific tools, as these may reflect the reviewer’s unique use case rather than a universal solution. Instead, they recommend using these as sources of inspiration and adapting workflows to suit individual needs.
Leveraging Existing Tools and Continuous Improvement
Mary’s new job and the accompanying new workflows present an opportunity for her to apply the ICOR® Framework repeatedly for continuous improvement. Tom advises her to focus on maximizing efficiency with her company’s existing tools, like Google Workspace, before considering additional tools. He highlights the benefits of integrating Google Workspace with tools like ClickUp for project management, demonstrating how these tools can complement each other.
Tom and Paco conclude by encouraging members to view their productivity journey as a continuous process of learning and optimization. They emphasize the value of well-defined workflows and the importance of choosing tools that align with these workflows to ensure long-term productivity and efficiency.
For those looking to master productivity tools and workflows, the Paperless Movement® Membership offers comprehensive courses on Note-Taking, Personal Knowledge Management, Task Management, and Project Management. Join the Paperless Movement® Membership to transform your productivity and become a highly effective digital professional here.
