In this Productivity like a Pro Podcast Episode by the Paperless Movement®, Tom Solid and Paco Cantero dive deep into the ever-relevant topic of tool migrations. Whether you’re switching your Note-Taking system, upgrading your Task Management app, or migrating an entire ERP system for your business, the challenges remain the same. This conversation offers practical, experience-driven advice to help Busy Professionals transition their productivity systems smoothly and without unnecessary friction.
Why Tool Migrations Hurt More Than You Think
Tool migrations are more than just data transfers — they’re a disruption to your entire productivity system. According to Tom and Paco, the pain of migration comes from moving core applications that sit at the center of your ICOR®-based workflows. When these core apps change, your daily productivity takes a hit. That’s why the best migration is often no migration at all. But when change becomes necessary, informed decisions based on tool-agnostic workflows are the key to minimizing impact.
Understanding Information vs. Action Systems
One of the most important takeaways from the episode is the distinction between information systems and action systems. Migrating a Personal Knowledge Management (PKM) or Business Knowledge Management tool is fundamentally different from migrating a Task Management or Project Management system. The former often holds passive, outdated data that can be left behind, while the latter contains critical, time-sensitive tasks that demand careful handling.
The ICOR® Framework helps members understand where each tool sits in their personal or business stack—be it Personal Information, Personal Action, Business Information, or Business Action. This clarity is essential for planning a successful migration.
Less Is More: Letting Go During Migration
A key strategy recommended in the episode is radical minimalism: don’t move everything. Paco and Tom share how they’ve found that most of the data in their old systems became irrelevant over time. For instance, Paco stopped migrating old notes entirely and found he almost never needed to revisit them. Instead, he kept old systems as passive archives and only migrated essential pieces of data as needed.
Tool Agnosticism Makes Migration Easier
The ICOR® methodology promotes building workflows that aren’t dependent on specific tools. Once you understand what you’re actually doing within a tool—note-taking, task-tracking, knowledge organization—you can move those functions instead of blindly moving data. That shift in mindset turns a painful migration into a manageable transition.
The Myth of Markdown and Local Storage
Tom and Paco address a common misconception: that storing everything locally in Markdown files is a safer, superior option. While local files can feel secure, they’re not necessarily more reliable, especially when compared to robust cloud-based systems. As Paco points out, “Not being dramatic in life helps a lot.” Most data isn’t mission-critical, and the truly important stuff can be stored safely in platforms like Google Drive or Dropbox.
Subscription Software: Cost or Investment?
Subscription fatigue is real, but as Tom and Paco argue, Busy Professionals should view software not as an expense, but as an investment. The productivity gains from using premium tools like Superhuman or Heptabase far outweigh their cost—if you’re using them to their full potential. If a tool’s cost feels unjustified, it’s likely not aligned with your workflow needs.
If you’re still unsure whether a tool is worth the cost, track how much time it saves you each week. The return on investment becomes clear when you recognize that your time is your most valuable asset.
Three-Stage Migration for Action Systems
When it comes to migrating action systems like Task Management or Project Management, Paco recommends a phased approach:
– Start with active projects that require immediate attention.
– Gradually move secondary projects as needed.
– Finally, leave or archive outdated projects you likely won’t revisit.
This method avoids the overwhelming “all-at-once” migration that can derail your workday.
Organize, Don’t Hoard
Tom emphasizes the importance of distinguishing between essential content and clutter. Not every note or task needs to be moved. Use tool migration as an opportunity to streamline. The quote that best captures this mindset: “Eliminate the unnecessary, so the necessary may speak.” — Hans Hofmann.
Final Thoughts
Tool migration doesn’t have to be painful or chaotic. With the right frameworks—like ICOR®—and a tool-agnostic mindset, Busy Professionals can make clean transitions that enhance, not disrupt, their productivity systems.
Learn how to build robust, tool-agnostic productivity systems that can evolve with you. Join the Paperless Movement® Membership and get access to comprehensive Courses on Note-Taking, Personal Knowledge Management, Task Management, and Project Management.
