In this Productivity like a Pro Podcast Episode by the Paperless Movement®, Tom Solid and Paco Cantero dive deep into what it truly takes to master focus and productivity at work—especially when managing fast-moving teams and evolving ideas. Reflecting on their latest quarterly review, they uncover how effective systems, a solid task management workflow, and a structured idea-handling routine keep distractions at bay and ensure forward momentum.
The Power of the Idea Incubator
One of the standout themes in this episode is the importance of the Idea Incubator—a systemized space to offload spontaneous ideas without derailing focused work. Tom and Paco explain how their Idea Incubator allowed them to capture over 30 ideas within a single quarter—of which 20 were eventually discarded. This practice ensures that energy and time are spent only on ideas that truly align with business goals. It’s a deliberate method to avoid knee-jerk pivots that can cost precious time and resources.
Productivity Systems: More Than Just Tools
While it might be tempting to rely on a single tool for all productivity needs, Tom and Paco emphasize the power of using the right tool for the right job. From their experience with systems like ToDoist for Task Management and Tana or Heptabase for Personal Knowledge Management, they’ve learned that combining tools based on strengths leads to better control, alignment, and execution. Systems—not tools—are the backbone of productivity.
Projects vs. Workstreams: Building Sustainable Output
Tom and Paco highlight a key evolution in their own operations: shifting from project-based work to systemized workstreams. They now rely heavily on routines and automations to deliver consistent results. This systemic approach allows for better resource management, less burnout, and improved adaptability. It’s also what enables them to consistently deliver valuable updates like their new “Weekly Highlights” for members.
Flexibility Within Structure
The team also shares their insights into how structure actually enables flexibility. They caution against overly detailed planning, like filling every 15-minute block of a calendar. Instead, they advocate for breathing room and responsive workflows, such as using their ICOR® framework to filter and align new ideas. Systems should help you respond, not restrict you.
Rethinking Tools Like Tana, Notion, and ClickUp
Listeners grappling with whether to manage tasks inside a tool like Tana or rely on a dedicated task manager got a detailed breakdown of why separating knowledge and action management is crucial. While PKM tools can temporarily hold tasks, true execution lives in robust task systems. It’s all about ensuring no action item gets lost or left behind.
Focused Content Creation Through Systemization
Tom’s decision to split the Paperless Movement® YouTube content into multiple focused channels is another example of aligning ideas with long-term strategy. Instead of using one large platform to publish every thought, they’ve structured content into distinct channels—including a tool-focused channel and a methodology-focused channel—each supported by its own internal workflow. It’s a perfect case of focus driving growth.
Slow Productivity Through Systems
They also explore the idea of “slow productivity”—not about doing less, but doing what’s essential, deliberately. Paco recommends Atomic Habits by James Clear as a foundational read for building effective systems and routines, and while Slow Productivity by Cal Newport is useful, it’s critical to adapt its concepts for the real world of Busy Professionals.
Ready to Build Your Own Productivity System?
If you’re a Busy Professional ready to stop reacting and start executing with focus, it’s time to build a tailored productivity system. The Paperless Movement® Membership teaches you how to master end-to-end digital productivity with comprehensive training in Note-Taking, Personal Knowledge Management, Task Management, and Project Management.
Or dive deeper into specialized topics with a Paperless Movement® Course, like the Email Management Course, to take your workflow to the next level.
