Did you hear about the latest productivity app that organizes your thoughts, syncs across all your devices, uses AI to predict your next move, automates your entire workflow, and (according to the marketing) practically does your creative thinking for you?
Sounds too good to be true, right?
That’s because it is.
Yet we keep falling for versions of this promise.
A new tool drops. The demos are slick. The testimonials glowing. We think: This is it. This will finally bring order to the chaos of my daily projects.
So we invest the time. Learn the features. Build the templates. And then… nothing changes. Or worse, we’ve spent time, energy and resources adding another layer of complexity to an already overwhelming system.
The problem isn’t just about wasted resources. It’s also the shame and self-blaming that follows.
If I just learned Notion databases better.
If I just finish that 10 hour photoshop course.
If I just knew how to prompt engineer or what the heck a model context protocol was.
Then everything would fall into place. Clarity and creativity and professional growth would all skyrocket at the push of a button.
Here’s what that dysfunctional narrative misses: The tools by themselves are never the solution. And all that potential and success that the tool’s marketing departments promise is possible, but not by just buying their product.
The issue is that most of us approach tools backwards. We let them define our systems instead of designing systems first that the tools then need to serve.
It’s like trying hire someone for a job when you don't understand what you actually need them to do for you.
What if instead of asking “What can this tool do?” we started with clearly articulating “What does my system actually need?”
When you get clear on your intentions and design your systems first, tools stop being distractions and start becoming support elements that make your work stronger and life easier.
Let’s explore how to shift from tool-chasing to tool-choosing and build systems that actually serve the creative life you’re designing.
Getting Started: Audit Before You Add
The shift from tool-chasing to tool-choosing starts with reflection, not research. And it starts small.
Pick one workflow or system in your creative life.
Not your entire productivity ecosystem. Just one practice that either seems to be working fine or clearly needs attention.
- Your daily journaling practice.
- How you capture ideas throughout the week.
- Your weekly review process.
Small enough to understand. Specific enough to improve.
Here’s how to audit what’s actually happening:
Start with Intention
What is this system actually for? Not what you think it should be for. What do you genuinely need it to do?
If it’s your journaling practice, maybe the intention is “create space for daily reflection without overthinking.” Be honest about what you actually need, not what sounds impressive.
Articulate the Requirements
Ask what does this intention actually require? What has to happen for this system to work?
For journaling, maybe you need: a quick way to capture thoughts, minimal friction to start, easy to review later. List out the real requirements, not the ideal ones.
Observe your Current Tools
Now look at what you’re actually using.
Which tools align with your intention and meet your requirements? Which ones add complexity without serving the core need? Where are the gaps between what you need and what you have?
Notice What This Process Reveals
You might discover you’re using a sophisticated tool for something that needs simplicity. Or that a tool you thought was essential is actually creating extra steps. Or that you’re missing something basic because you were focused on the shiny advanced features.
This isn’t about immediate overhaul. It’s about practicing developing clarity.
When you understand what you actually need, the right tools start become obvious. And the wrong ones stop holding power over you.
Clarity First, Tools Second
Tools aren’t the enemy. But they’re not the solution either. They’re one element of a larger, holistic system that includes your intentions, your context, your capacity, and your actual needs.
The real power comes from designing systems with clear intentions first, then choosing tools that serve those systems.
When you start with clarity about what you actually need, you stop chasing promises and start building workflows that support the creative life you’re designing.
This week, pick one small system and practice the audit. Notice what you discover. See which tools earn their place and which ones have been running the show.
What’s one workflow you’re going to audit this week?
Hit reply and let me know what you’re working on or what questions come up as you try this process.
Until next week, may your tools work for you.
Jeff
Share This With Someone Who Needs It
Know a creator drowning in productivity tools but still feeling stuck? Forward this to them. Sometimes the best thing we can share is permission to step back and get clear on what actually matters.
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