Who is this for? Those struggling to determine the ideal number of tools to use in their workflow.
Over the last few weeks a problem that has only gotten worse with time started to bug me more than ever before. I call it “information disarray” and it is the issue of all of the important organizational bits of your digital life being scattered throughout a variety of different apps and services. Your todos are in one app, articles ideas in another, things you want to buy in another, movies you want to watch in another, appointments in another, and lists in still another. Everything is everywhere and you have no idea where to look to find something. There was a time when there was a single application you could go to and see everything you needed to worry about or take care of that day/week. Now things are spread out all over the place with highly specialized apps each claiming little bits of information for themselves. I can never find a specific item that I want, and I have, more than once, missed important information because I was not in the right app at the right time.
We’re now offered an array of tools to help us manage our day-to-day, many of which overlap. It’s far too easy to take on too many of them and find yourself lost in the very tools you hoped would save you. That said, I also think trying to structure one tool to do it all (or aggressively minimizing tools for minimizing’s sake) to be an equally inefficient solution. Let’s face it, the lack of ever having a single application where you could go to see everything you needed is what led us to branch off and find more focused alternatives in the first place.
While I agree that there is a very real concern about having too many tools doing too many things, I’m not sure I agree that this is a technology issue. To me, it’s strictly a user issue. I avoid highly specialized apps as they tend to lead to the kind of confusion Devir warns against. Rather than using a grocery app, I stick to a general list app (Listary is my current choice, but Silo is coming along nicely). This means that anything that would belong on a list, from hardware store needs to books I’d like to read, all live in one place. I may not get the advantages of more focused apps (such as Recall for book, TV and movie suggestions), but I never wonder where anything belongs.
Rather than obsessing on a single app or even the app count, I always find it’s better to think of these tools as part of a single workflow that’s meant to provide the clarity needed to get through the day, week, month and year. The solution, at least for me, digitally is the same as in my home: a place for everything and everything in its place.
I’m intentional about the tools I use, but I’m even more intentional about the way I use them. All written text goes into nvALT, reference materials go into Evernote, tasks are in OmniFocus, lists are in Listary, reminders are in Due, appointments are in Fantastical/Google Calendar. By the way, these tools are not mutually exclusive. If I need to get a piece of writing done by a certain date, there’s a task for it in OmniFocus with a link directly back into that piece. If I have a meeting, the reference material gets the same treatment in OmniFocus with a link back to my notes for the meeting.
In Devir’s case, he is trying to use Things to handle more of his workload. This may very well work for him, but if I tried to keep my daily tasks, my writing wants, my shopping lists and more in once place my system would implode in on itself. The clarity my system provides me would diminish and ultimately it would help me get less done. Between managing my home life, my work life and my personal projects, my task list is overloaded enough.
This may seem insane to some, it may even create some friction, but I never wonder where anything goes or where I need to go when I need something, I know. Is there still disarray in my day? Absolutely, but very little of it tends to come from my technology and if used right, I don’t think much of it will for you as well. It just requires taking the time the time to decide what to use, discovering the best way to use it and then having the discipline to actually use it that way. It isn’t always easy, but I’ve found it to be an effective tool for eliminating a fair amount of my daily disarray.