You matter more than your tool

Getting things done starts with knowing what needs doing. These action items are best stored outside your head, lest they be forgotten. Enter the task manager, your productivity best friend.

Task managers are a-dime-a-dozen these days. Most come with the same basic functionality, but polish and power vary. Choosing a task manager can feel arduous — it’s an important decision, but it doesn’t have to be difficult.

To make the best choice, set aside all the apps for a moment and grab a pad and pen. Consider the following question:

Most productivity tools will work for most people, but understanding what matters to you empowers you to pick the best one.

Let’s get started!

I’ve used dozens of productivity tools. From task managers to note apps to project management systems to physical journals and planners. If it’s a tool you’re considering, I’ve probably tried it.

I tried all these tools because I was searching for the holy grail — the one tool that would make me a better worker. The tool that would help me reach my dreams. The one tool that, turns out, doesn’t exist.

No tool is perfect and none of them will do everything you want exactly how you want it. How much you notice the friction depends on how much you care about productivity (and the tool itself), but I think we can all agree that less friction is better.

We all have preferences and values. We have requirements that our job and circumstances necessitate. These things are fundamentally more important than the tools we use to get things done.

Cooking is a great example of this. You may be someone who likes to cook in a wok. Or cast iron. Or a diamond coated frying pan. Or maybe the instant pot is more your speed? Perhaps you’re a microwave-only kind of person. You pick and use the kitchen tools you do because of your preferences. You don’t decide the type of chef you’ll be (or won’t be) based on your tools. Preferences come first, tools come second.

When it comes to productivity, start with you. Understand your needs and any tool will work for you. But don’t stop there. A little reflection and exploration will light your path toward the best tool.

Clear understanding begins with big priorities. Consider first what is most constraining and immutable and work your way toward nits.

Your “rocks” are twofold: your physical and software constraints and the type of work you do. These things matter a lot. If you start with “sand” — preferences — and pick a tool that doesn’t work on your computer (or have the features necessary to complete your type of work) you’ll end up disappointed.

The “sand” goes in the jar too, but only after the rocks. This is your expertise, preconceptions, methodology preferences, and tool-specific considerations/preferences.

To recap, the four areas you need to consider are:

Make a list for each section. Write down everything that comes to mind. Be quick, succinct, and thorough.

Where you work matters. What you work on matters. Start with technology and work your way outward. Here are some questions to consider:

Starting with physical constraints immediately narrows your list, making the process of deciding easier. It’s the paradox of choice — fewer options leaves you happier about your decision. You’ll immediately eliminate any tools that don’t work where you work — on your computer or operating system — or don’t integrate with the apps you use.

If you use physical resources, you likely need a tool that can work hand-in-hand with physical content (perhaps by offering the ability to attach scanned files). Maybe you’d go so far as to prioritize an all-analogue productivity system? And if you travel, you probably need a full-featured mobile app.

If a tool doesn’t meet the needs of this section you should consider throwing it out of contention entirely.

What type of work do you do? Your job — and it’s requirements — are important considerations when selecting productivity tools. You need a tool that will accommodate your professional constraints. Consider:

Narrowing slightly, these considerations begin to influence your feature preferences. If you’re a collaborator you might require the ability to invite — and collaborate with — others. If you work with a lot of digital resources or links, you may need more robust note or attachment features. Maybe getting work that’s assigned to you into the app (via integrations) is your top priority.

The key at this stage is to begin thinking about how you would meet your needs in a digital tool. Features are built to satisfy a specific need — what features do you require to satisfy yours?

Everyone comes to the table with different levels of expertise, different preconceptions, and, perhaps, methodology preferences. Changing beliefs is tough — it’s best to select a tool that aligns closely with your expectations.

If you’re new to productivity tools it’s best to start with something simple. Select a tool that has the features you need; don’t be swayed by buzzwords or promises of perfection. A tool that you can understand and stick with is far more valuable than one that’s feature-packed but cumbersome.

Considering what you believe, and anything you’ve learned from productivity methodologies, is important as well. If you’re a fan of the GTD methodology you’ll need to ensure your tool has an inbox and can filter based on context. If you’re coming from a Bullet Journal, a super small feature set will likely feel more comfortable to you.

Ask yourself why you’re searching for this tool now. Why do you work the way you do?

Knowing where you work, how you work, and why you work the way you do gets you 90% of the way there. You can immediately eliminate any tools that don’t work where you do, have the features you need to do your specific type of work, or don’t align with your beliefs. This will likely leave a small pool. These last few questions will help you select amongst them.

If a tool meets all of your basic needs, it’s time to get nit-picky. Compare contenders side-by-side — do you prefer one design over another? Does one tool feel easier, or more joyful, to use? If you plan to grow or change your productivity method over time, does one tool have more features or functionality that will allow you to do that? Do you have other design preferences, like a penchant for customizable themes?

Your personal preferences matter a lot. Pick a tool that will make you happy. Trust your gut and go with what feels best to you!

It’s intimidating to consider all of the things we discussed at once. If you haven’t already, I suggest you write them down or — at the very least — form a clear picture of them in your mind. What three things are most important to you? Circle them.

For me, the three must haves are:

My first must have — an unobtrusive UI — comes from how I work. As a remote worker, all communication at my company is digital (and there’s a lot of it). I need to be able to record things (often with links) quickly. I also use many different applications and websites. Jumping between them means I often check my action list only in passing. I need those interactions to be seamless, efficient, and quick.

The second must have — a pleasant experience — is all about feel. I value a clean and crisp UI more than most. My computer screen is basically my desk and I want it free of clutter and pleasant to work on. In the same way that someone might put a plant or knick-knack at their desk to bring them joy, I derive joy from thoughtful and cheery design in the tools I’m interacting with every day.

The last must have — compatibility with GTD — is my why. I follow this methodology because I believe the primary function of a productivity tool is to clear your mind, to be your second brain. As a knowledge worker, I have to think about so many things every day. I don’t want to waste mental capacity remembering what I need to do or who I need to get back to.

In practice, GTD compatibility is all about features. Any tool I use must have an inbox where new actions can go for processing. It must also have an easy way to filter the list of actions so I see only what I can (or want) to work on right now — for me, this means tags and separate start/due dates.

Once you’ve identified your three must haves, assess any tools you’re considering against them. If one doesn’t meet your requirements, toss it out. Once you have a few solid contenders, return to the rest of your list. Running through all the questions above will help you clearly identify which tool is the best tool for you.

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