In this Productivity Like a Pro Podcast Episode by the Paperless Movement®, Tom Solid and Paco Cantero dive into productivity tools, focusing on document scanners, Raycast’s new Focus feature, and AI-powered knowledge management tools like Recall. They also share insights on quarterly planning using Goalscape and discuss the evolving landscape of Personal Knowledge Management (PKM).
Finding the Perfect Document Scanner
Tom shares his journey of finding the right scanner for a seamless paperless workflow. Initially testing the Brother DS640, he found it lacking due to its simplex scanning limitation. Instead, he opted for the ScanSnap ix1300, which offers duplex scanning, Wi-Fi connectivity, and direct integration with cloud storage. This compact scanner strikes the perfect balance between portability and functionality, making it an ideal choice for professionals looking to digitize their documents efficiently.
Raycast Focus: A Simple Yet Powerful Productivity Booster
Paco introduces the Raycast Focus feature, a recent addition to the popular Mac launcher that enhances time management. Unlike traditional time-tracking tools, Raycast Focus allows users to:
- Set a focus session with a keystroke
- Define a specific task and time allocation
- Optionally block distractions like social media apps
- Display a subtle timer in the Mac menu bar
This approach aligns perfectly with the ICOR® methodology, emphasizing structured planning and preventing Parkinson’s Law, where tasks expand to fill the available time. Tom and Paco highlight how this feature helps professionals stay accountable and maximize productivity without the overwhelming pressure of traditional timers.
AI-Powered Knowledge Management with Recall
Tom explores Recall, an AI-driven PKM tool that automatically organizes and connects saved articles, videos, and notes. Unlike standard read-it-later apps, Recall:
- Uses AI to generate summaries and extract key insights
- Creates automatic tags and connections between topics
- Offers a visual representation of related concepts
- Generates quiz-style questions to reinforce learning
Tom compares it to Reader by Readwise, noting that while Reader is a powerful tool, it lacks Recall’s AI-powered organization. For professionals who consume a lot of information, Recall could be a game-changer in structuring and retaining knowledge effectively.
Quarterly Planning with Goalscape
Tom and Paco discuss their quarterly planning process using Goalscape, a visual goal-setting tool that provides a high-level overview of business objectives. They emphasize that while they only use it four times a year, it remains an essential part of their workflow. Instead of adding unnecessary features like task management, Goalscape excels at providing clarity and direction.
Once goals are set, execution happens in ClickUp, ensuring a seamless transition from strategy to action.
The Future of PKM and Collaboration
The discussion extends to Sublime, a PKM tool with a social-sharing component, and Heptabase, which is shifting focus toward collaboration features. While both tools show promise, Tom and Paco express concerns about tools that try to tackle too many areas at once, often leading to diluted effectiveness.
Final Thoughts
This episode is packed with practical insights for professionals looking to optimize their digital workflows. Whether it’s selecting the right scanner, leveraging Raycast for focused work, or using AI-driven PKM tools, Tom and Paco provide actionable strategies to enhance productivity.
Want to dive deeper into structured productivity and workflow optimization? Join the Paperless Movement® Membership and master Note-Taking, PKM, Task Management, and Project Management. Get started here: Join the Paperless Movement®.
