Why You Should Stop Using Tools For Jobs They Were Not Designed To Do.

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Over the weekend I foolishly got myself into a discussion about why a certain app didn’t have the ability to print. Being a long time user of that particular app, I knew the reason was because the vision the app’s developers had was to give their users the freedom to go paperless. Being able to print out notes, would contradict their founding purpose.

I often see people complaining that this app doesn’t do this or that app makes it difficult to do that function, and in all cases I find it is because the person complaining is trying to get the app to do something it was not designed to do. In the case of the discussion I had over the weekend, Microsoft Word or Apple Pages would have done the job far better as those tools were designed for the job he was trying to do.

Over the years I’ve seen this happen time and again. People trying to get Evernote to be a to-do list manager and then complaining because it doesn’t do the job very well. Trying to get Google Docs to be a note-taking app and using their email inbox as a to-do list manager And then claiming being productive is hard. None of these tools were designed to do the jobs these people were trying to get them to do. of course it is hard. It means you have to hack the app and create workarounds and all that does is add complexity and an increased likelihood there will be a productivity system breakdown.

The goal of building your own productivity system should always be a seamless, simple system that is fast to collect, easy to organise and shows you what you need to see when you need to see it. You don’t need to be hacking anything to achieve that. There are thousands of free apps that will do the job for you. Even if you do not want to dive into the ocean of productivity apps available, Microsoft, Google and Apple provide specific apps for specific jobs built into your device for free. A simple system, using the tools that were designed to do the specific job you want to do will keep things simple and easy.

Here’s a short list of apps I use with the jobs they do for me:

Todoist — to-do list manager

Evernote — note taking and ideas

Apple Numbers — financial reports and attendance sheets

Apple Pages — one or two page documents that need to look good printed.

Adobe Photoshop — creating thumbnails, blog images and banners

Adobe InDesign — for professional production of workbooks and PDF help guides.

Adobe Premiere Pro — video editing

Scrivener — for book writing

Ulysses — for all other form of writing.

(A full list of apps I use can be viewed here.)

As you can see, there could easily be some overlap between apps. Pages and InDesign for example can produce very professional looking documents, but Pages does not have the professional print shop options that InDesign has. Page bleed for example, which is essential for printed documents. On the other hand, InDesign takes quite a Lot of setting up, where as Pages can be set up on the fly. So for short, one or two page documents that do not need printing, I would use Pages.

Evernote could be used for writing blog posts and books as you can write the text and add images. But, in order to get an Evernote note to look professional when printed would take a lot of steps and I would have to trade a lot of functionality for blog posts when exporting to my blog just to get Evernote to work. It is far easier, and better, to use Ulysses, which allows me to use Markdown which formats my documents as I write them and publishes directly to my blog from the app.

Simplicity does not always mean less. Simplicity means using the best tool to get the job done. I could use a trowel to dig a garden wall’s foundations, but it would take a long time and a spade would do the job faster and better. Just because the trowel is the best tool to dig up weeds in my garden, does not make it the best tool to dig the foundations. There are better tools.

Part of the process of becoming better organised and more productive is finding ways to do your work better and more effectively. Part of that process is finding the right tools to do the right jobs. Many of the tools you need are free, others, such as Ulysses and Todoist, cost as little as $30 per year and the time and effort these apps will save you makes that cost an investment worth making.

If you want to become better organised and more productive stop trying to hack apps to do jobs they were not designed to do. You have a lot of choice today, but a simple system based on having a set of tools to do specific types work will give you the best results in less time and with less stress. And that will do more for your productivity than trying to hack apps to do types of work they were not designed to do.


If you are ready to become better organised and more productive then take a look at my latest course, From Disorganised To Productivity Mastery in 3 Days! — A course designed to take you to productivity mastery in three days through a step by step approach over three days. Hurry, the early bird discount ends on tomorrow! (Thursday 18 October 2018). This course will change your life!

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My purpose is to help 1 million people by 2020 to live the lives they desire. To help people find happiness and become better organised and more productive so they can do more of the important things in life.

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