Switching Productivity Tools - WHEN And HOW You Should Do It As A Busy Professional Productivity Like A Pro! podcast

35:39

✅ Get free Productivity System Check: https://paperlessmovement.com/ ───────────────────────── 🧠 Personal Knowledge Management - Heptabase: https://plmv.world/heptabase ✅ Task Management - Todoist: https://plmv.world/todoist ⏳ Time Management - Sunsama: https://plmv.world/sunsama 📂 Project Management - ClickUp: https://plmv.world/clickup 🖥 Team Deep Thinking - Miro: https://plmv.world/miro 📧 Email Management - Superhuman: https://plmv.world/superhuman 🤖 AI Meeting Notes - MeetGeek: https://plmv.world/meetgeek 🚀 MacOS Productivity Boost - Raycast: https://plmv.world/raycast ============== 🫡 OUR MISSION ============== Our mission is to guide professionals in creating a holistic productivity system that mitigates digital clutter, handles task complexity, and transforms productivity into a sustainable lifestyle.…

Productivity like a Pro!

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How to recover from a system breakdown and stay productive? 25:33

10 days ago25:33

25:33

Productivity like a Pro!

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Mastering Focus and Productivity: The Power of Systems, Task Management, and the Idea Incubator 44:17

4 weeks ago44:17

44:17

🚀 Free Productivity Advice: https://paperlessmovement.com 👤 Get Coaching: https://paperlessmovement.com/inner-circle-program 👥 Get Team Coaching: https://paperlessmovement.com/icor-for-teams Tools we use at the Paperless Movement: 🧠 PKM Deep Thinking – Heptabase: https://plmv.world/heptabase 🌊 PKM Shallow Thinking – Tana: https://plmv.world/tana ✅ Task Management – Todoist: https://plmv.world/todoist ⏰ Time Management – Sunsama: https://www.sunsama.com/ 🚀 Project Management – ClickUp: https://plmv.world/clickup 👥 Team Deep Thinking – Miro: https://plmv.world/miro 📧 Email Management – Superhuman: https://plmv.world/superhuman 🤖 AI Meeting Notes – MeetGeek: https://plmv.world/meetgeek 💻 MacOS Productivity Boost – Raycast: https://plmv.world/raycast =================== ℹ️ ABOUT THIS EPISODE =================== In this episode of Productivity like a Pro, we’ve gone deep on the power of focus and how systems like the Idea Incubator help protect your time and energy. We showed how easily exciting ideas can derail progress if they’re not captured and evaluated properly, and how routines—like the quarterly review—are key to identifying what truly aligns with your goals. We also explored why dumping every task or idea into your PKM system can backfire and why separating knowledge management and task management tools creates clarity. Using the ICOR® methodology, we discussed how professionals can avoid shiny object syndrome, stay aligned with their execution goals, and build a calm yet high-output productivity system. ============== 🫡 OUR MISSION ============== Our mission is to guide professionals in creating a holistic productivity system that mitigates digital clutter, handles task complexity, and transforms productivity into a sustainable lifestyle.…

Productivity like a Pro!

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How AI Agents Will Redefine Our Productivity Systems 25:01

6 weeks ago25:01

25:01

✅ Get free Productivity System Check inside membership: https://paperlessmovement.com/join-paperless-movement-membership/ 📕 Get our ICOR® Journey Book: https://paperlessmovement.com/icor-journey-book/ 👤 Get Direct Coaching: https://paperlessmovement.com/inner-circle-program 👥 Get Team Coaching: https://paperlessmovement.com/icor-for-teams In this episode, we’ve explored how AI agents are reshaping productivity and the future of digital workflows. We started with a discussion around the ARC browser’s issues and how companies like Perplexity are positioning themselves to redefine how we interact with the web—moving beyond search engines to AI-powered agents that truly assist. We highlighted how Perplexity’s combination of search and LLMs is giving busy professionals real leverage—saving time on everything from research to product recommendations. We also unpacked the role of user experience in driving adoption, drawing comparisons to tools like Tana, Linear, and Final Cut Pro. From the rise of contextual AI browsers like Comet to the broader conversation around cloud-based workflows, we broke down why understanding your own processes is key to adopting new tools. If you're curious about how AI agents will shape your future productivity system, this is a must-listen. Mentioned in Episode 👉 Interview with Perplexity's Founder and CEO, Aravind Srinivas: https://x.com/marionawfal/status/1905716524528411089?t=xV0p65PeAPqqlzaaCdUIoQ ============== 🫡 OUR MISSION ============== Our mission is to guide professionals in creating a holistic productivity system that mitigates digital clutter, handles task complexity, and transforms productivity into a sustainable lifestyle.…

Productivity like a Pro!

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You Don’t Need More Time — You Need Better Work Boundaries 36:54

7 weeks ago36:54

36:54

🚀 Free Productivity Advice: https://paperlessmovement.com 👤 Get Coaching: https://paperlessmovement.com/inner-circle-program 👥 Get Team Coaching: https://paperlessmovement.com/icor-for-teams Tools we use at the Paperless Movement: 🧠 PKM Deep Thinking – Heptabase: https://plmv.world/heptabase 🌊 PKM Shallow Thinking – Tana: https://plmv.world/tana ✅ Task Management – Todoist: https://plmv.world/todoist ⏰ Time Management – Sunsama: https://www.sunsama.com/ 🚀 Project Management – ClickUp: https://plmv.world/clickup 👥 Team Deep Thinking – Miro: https://plmv.world/miro 📧 Email Management – Superhuman: https://plmv.world/superhuman 🤖 AI Meeting Notes – MeetGeek: https://plmv.world/meetgeek 💻 MacOS Productivity Boost – Raycast: https://plmv.world/raycast Most professionals aren’t short on time — they’re drowning in *scattered action*. In this episode, Tom and Paco break down the critical difference between **Personal Project Management (PPM)** and **Business Project Management (BPM)** — and why mixing the two creates friction, overload, and tool chaos. You’ll learn: - Why strategy often *doesn’t connect* to execution - How to draw clear boundaries between *personal tasks, team tasks,* and *information* - Why AI-scheduled calendars (like Motion) often make things worse - The real power of deep vs shallow work blocks - How the **iCore Framework** gives you structure across ClickUp, ToDoist, Sunsama & beyond This is for professionals who’ve outgrown basic task lists — and are ready to lead their work with clarity, not chaos.…

Productivity like a Pro!

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PKM vs. BKM: The MISSING Link in Your Productivity System 36:07

8 weeks ago36:07

36:07

🚀 Free Productivity Advice: https://paperlessmovement.com 👤 Get Coaching: https://paperlessmovement.com/inner-circle-program 👥 Get Team Coaching: https://paperlessmovement.com/icor-for-teams Tools we use at the Paperless Movement: 🧠 PKM Deep Thinking – Heptabase: https://plmv.world/heptabase 🌊 PKM Shallow Thinking – Tana: https://plmv.world/tana ✅ Task Management – Todoist: https://plmv.world/todoist ⏰ Time Management – Sunsama: https://www.sunsama.com/ 🚀 Project Management – ClickUp: https://plmv.world/clickup 👥 Team Deep Thinking – Miro: https://plmv.world/miro 📧 Email Management – Superhuman: https://plmv.world/superhuman 🤖 AI Meeting Notes – MeetGeek: https://plmv.world/meetgeek 💻 MacOS Productivity Boost – Raycast: https://plmv.world/raycast In this Productivity like a Pro episode, we dove deep into the difference between Personal Knowledge Management (PKM) and Business Knowledge Management (BKM), and why understanding both is essential for building a truly effective productivity system. We unpacked how tools like Heptabase and ClickUp serve very different purposes within the ICOR® framework, and why trying to use one tool for everything usually leads to chaos. We highlighted why PKM needs to be a private space for your thinking and ideation, while BKM is designed for shared, team-accessible information. Solopreneurs, we’ve got you too—starting with a BKM mindset from day one will set you up to scale effortlessly later. We also addressed the rising demand for collaborative features in PKM tools like Heptabase, and why it's critical to stay focused on the core use case of a tool. If you've ever felt overwhelmed by juggling tools like Tana, Obsidian, Miro, or Heptabase, this episode helps you simplify your stack with clarity and purpose.…

Productivity like a Pro!

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Superhuman and the company behind the email app 30:28

9 weeks ago30:28

30:28

🚀 Build a Productivity System That Works – Get Free Access https://paperlessmovement.com 👤 Let’s Build Your Personalized Productivity System Together https://paperlessmovement.com/inner-circle 👥 Turn Chaos into Clarity – A Productivity System for Your Entire Team https://paperlessmovement.com/icor-for-teams In this episode, we’ve explored why Superhuman is more than just another email client—it's a satellite application that enhances workflow efficiency without replacing your core email service. We explained how Superhuman fits into the ICOR® methodology , making email management faster and more effective, especially for busy professionals handling thousands of emails per week . We also dove into the business side of Superhuman , discussing its bold long-term vision, the challenges it's overcome, and why its AI-powered features truly stand out. From smart email prioritization to seamless follow-ups , Superhuman goes beyond simple automation, integrating AI in a way that actually makes sense. Plus, we shared insights on Superhuman Calendar , which could be a game-changer in merging email and scheduling seamlessly. If you're serious about optimizing your productivity system, this is an episode you won’t want to miss!…

Productivity like a Pro!

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Mastering Productivity Systems with ICOR: Essentials for Busy Professionals 35:33

10 weeks ago35:33

35:33

📺 Watch the video mentioned in this episode here: https://youtu.be/D1uDnqMV6t8 🚀✨ Join for FREE and start your ICOR® Journey TODAY: https://plmv.world/join4free 📕 Prefer reading? Here is our ICOR® Journey book: https://plmv.world/book 🛠 TOOLS ON OUR TOOL STACK* ───────────────────────── 🧠 Personal Knowledge Management - Heptabase: https://plmv.world/heptabase ✅ Task Management - Todoist: https://plmv.world/todoist ⏳ Time Management - Sunsama: https://plmv.world/sunsama 📂 Project Management - ClickUp: https://plmv.world/clickup 🖥 Team Deep Thinking - Miro: https://plmv.world/miro 📧 Email Management - Superhuman: https://plmv.world/superhuman 🤖 AI Meeting Notes - MeetGeek: https://plmv.world/meetgeek 🚀 MacOS Productivity Boost - Raycast: https://plmv.world/raycast ============== 🫡 OUR MISSION ============== Our mission is to guide professionals in creating a holistic productivity system that mitigates digital clutter, handles task complexity, and transforms productivity into a sustainable lifestyle.…

Productivity like a Pro!

1
Achieving 100% Digital Productivity: Pros, Cons, and Practical Insights 35:03

11 weeks ago35:03

35:03

🚀✨ Join for FREE and start your ICOR® Journey TODAY: https://plmv.world/join4free 📕 Prefer reading? Here is our ICOR® Journey book: https://plmv.world/book 🛠 TOOLS ON OUR TOOL STACK* ───────────────────────── 🧠 Personal Knowledge Management - Heptabase: https://plmv.world/heptabase ✅ Task Management - Todoist: https://plmv.world/todoist ⏳ Time Management - Sunsama: https://plmv.world/sunsama 📂 Project Management - ClickUp: https://plmv.world/clickup 🖥 Team Deep Thinking - Miro: https://plmv.world/miro 📧 Email Management - Superhuman: https://plmv.world/superhuman 🤖 AI Meeting Notes - MeetGeek: https://plmv.world/meetgeek 🚀 MacOS Productivity Boost - Raycast: https://plmv.world/raycast =================== ℹ️ ABOUT THIS EPISODE =================== In this episode, we’ve explored the shift to 100% digital productivity —its advantages, challenges, and the myths surrounding hybrid systems. We tackled why traditional methods like GTD often struggle in the digital space, how paper-based systems create friction, and why going fully digital can dramatically improve efficiency. We also discussed the power of ICOR® methodology in building a comprehensive, end-to-end productivity system that eliminates the need for scattered tools and inefficient workflows. Whether it’s managing tasks, capturing ideas, or optimizing team collaboration, embracing digital tools the right way can give you a serious competitive edge. If you're still juggling between paper and digital or looking for a system that actually works, this conversation is packed with insights to help you make the transition smoothly. ============== 🫡 OUR MISSION ============== Our mission is to guide professionals in creating a holistic productivity system that mitigates digital clutter, handles task complexity, and transforms productivity into a sustainable lifestyle.…

Productivity like a Pro!

1
Exploring AI's Impact on Daily Work and Creativity 34:21

12 weeks ago34:21

34:21

🚀✨ Join for FREE and start your ICOR® Journey TODAY: https://plmv.world/join4free 📕 Prefer reading? Here is our ICOR® Journey book: https://plmv.world/book 🛠 TOOLS ON OUR TOOL STACK* ───────────────────────── 🧠 Personal Knowledge Management - Heptabase: https://plmv.world/heptabase ✅ Task Management - Todoist: https://plmv.world/todoist ⏳ Time Management - Sunsama: https://plmv.world/sunsama 📂 Project Management - ClickUp: https://plmv.world/clickup 🖥 Team Deep Thinking - Miro: https://plmv.world/miro 📧 Email Management - Superhuman: https://plmv.world/superhuman 🤖 AI Meeting Notes - MeetGeek: https://plmv.world/meetgeek 🚀 MacOS Productivity Boost - Raycast: https://plmv.world/raycast =================== ℹ️ ABOUT THIS EPISODE =================== This week, we explored the rapid evolution of AI and how it's reshaping productivity. From the surprising AI implementations that left us questioning their purpose to the mind-blowing developments in digital immortality with Hereafter and Project December, AI is advancing at an unprecedented pace. We also dove into the battle between Perplexity and ChatGPT, highlighting how these AI tools are becoming integral to our workflows—whether for research, content creation, or even news consumption. Plus, we discussed the growing impact of AI-generated content and why true creativity still requires a human touch. Looking ahead to 2025, AI-driven productivity is only going to accelerate, and we’re here to stay ahead of the curve. Let’s navigate this transformation together! ============== 🫡 OUR MISSION ============== Our mission is to guide professionals in creating a holistic productivity system that mitigates digital clutter, handles task complexity, and transforms productivity into a sustainable lifestyle.…

Productivity like a Pro!

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Heptabase Mastery Course is HERE! Unlock the Full Potential of Your PKM System + Future Outlook 37:05

13 weeks ago37:05

37:05

👉 Join us for FREE to receive a 5-week Heptabase trial and enroll in our Heptabase Mastery Course: https://plmv.world/join4free 👉 Or start using Heptabase here: https://plmv.world/heptabase 🛠 TOOLS ON OUR TOOL STACK* ───────────────────────── 🧠 Personal Knowledge Management - Heptabase: https://plmv.world/heptabase ✅ Task Management - Todoist: https://plmv.world/todoist ⏳ Time Management - Sunsama: https://plmv.world/sunsama 📂 Project Management - ClickUp: https://plmv.world/clickup 🖥 Team Deep Thinking - Miro: https://plmv.world/miro 📧 Email Management - Superhuman: https://plmv.world/superhuman 🤖 AI Meeting Notes - MeetGeek: https://plmv.world/meetgeek 🚀 MacOS Productivity Boost - Raycast: https://plmv.world/raycast =================== ℹ️ ABOUT THIS EPISODE =================== We've launched the Heptabase Mastery Course! 🎉 After two years of testing, refining, and working with hundreds of busy professionals, we've created the ultimate deep dive into Heptabase. This course isn't just a list of features—it’s designed to give you a complete understanding of how Heptabase works and how to integrate it into your workflow like a pro. 📌 Why did we create this course? We’ve been recommending Heptabase as the simplest and most effective tool for personal knowledge management (PKM), but many users struggle to unlock its full potential. This Mastery Course bridges that gap by providing a clear, structured, and practical guide to Heptabase’s features, ensuring you can leverage it to its fullest. 💡 What makes this different? Unlike our Like a Pro courses, which focus on tool-agnostic workflows using the ICOR® methodology, this Mastery Course is fully focused on Heptabase. You’ll learn how to use every key feature, see how everything interconnects, and get real-world applications tailored for busy professionals. 🌟 Who is this for? - Existing Paperless Movement® Members (you get this course for FREE 🎉) - Anyone looking for a structured, high-quality Heptabase course - Professionals who want to take control of their notes and knowledge management system ============== 🫡 OUR MISSION ============== Our mission is to guide professionals in creating a holistic productivity system that mitigates digital clutter, handles task complexity, and transforms productivity into a sustainable lifestyle.…

Productivity like a Pro!

1
Major PKM updates - Tana, Heptabase & Reader Readwise AI 30:38

14 weeks ago30:38

30:38

🚀✨ Join for FREE and start your ICOR® Journey TODAY: https://plmv.world/join4free 📕 Prefer reading? Here is our ICOR® Journey book: https://plmv.world/book 🛠 TOOLS ON OUR TOOL STACK* ───────────────────────── 🧠 Personal Knowledge Management - Heptabase: https://plmv.world/heptabase ✅ Task Management - Todoist: https://plmv.world/todoist ⏳ Time Management - Sunsama: https://plmv.world/sunsama 📂 Project Management - ClickUp: https://plmv.world/clickup 🖥 Team Deep Thinking - Miro: https://plmv.world/miro 📧 Email Management - Superhuman: https://plmv.world/superhuman 🤖 AI Meeting Notes - MeetGeek: https://plmv.world/meetgeek 🚀 MacOS Productivity Boost - Raycast: https://plmv.world/raycast =================== ℹ️ ABOUT THIS EPISODE =================== This week, we dove into the fast-changing PKM market and the tools shaping our productivity systems. With Tana going live for everyone—Ali Abdaal included—we discussed what this means for the tool’s future and how investment can impact its development. We also tackled the ongoing challenge of simplifying our tool stack. Tom attempted to remove Tana and Sansama, testing if Heptabase and ClickUp alone could handle everything. The result? It's impossible—each tool serves a critical purpose. From capturing quick thoughts to managing deep work, balancing multiple apps remains essential. A game-changing feature launch also caught our attention: Readwise's Chat with Your Highlights. This update allows us to retrieve insights from our own saved content with AI-powered relevance, turning stored information into meaningful connections. With this, the combo of Heptabase, Tana, and Reader has solidified its place as our go-to PKM stack. What are your thoughts on these shifts in the PKM space? Let us know in the comments! ============== 🫡 OUR MISSION ============== Our mission is to guide professionals in creating a holistic productivity system that mitigates digital clutter, handles task complexity, and transforms productivity into a sustainable lifestyle.…

Productivity like a Pro!

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Our impressions about ScanSnap Scanners, Raycast Focus, Recall & Sublime PKM tools and Goalscape 32:51

16 weeks ago32:51

32:51

🚀✨ Join for FREE and start your ICOR® Journey TODAY: https://plmv.world/join4free 📕 Prefer reading? Here is our ICOR® Journey book: https://plmv.world/book 📌 In This Episode: I explored the world of productivity scanners, sharing my experience with the Brother DS-640 and why I ultimately switched back to ScanSnap—a nostalgic yet powerful choice that fits my workflow perfectly. If you're looking for a compact yet efficient scanner, this deep dive will help you make the right decision. Paco also shared an exciting new Raycast feature—Focus Mode—which enhances deep work by allowing you to set a timer, block distractions, and stay mindful of your time. This simple yet effective tool has completely changed how we approach productivity, proving once again that time awareness is key. We also discussed Recall, an AI-powered knowledge management tool that intelligently connects and organizes your saved articles, notes, and research. If you've been looking for a way to automate and enhance your PKM workflow, this tool might be a game-changer. Lastly, we touched on Goalscape, our go-to quarterly planning tool that provides a bird’s-eye view of our goals. While we only use it four times a year, it’s an essential part of our long-term strategy—helping us stay aligned and focused. ============================= 🚀✨ BOOST YOUR PRODUCTIVITY ============================= Join the Movement: https://paperlessmovement.com/join Productivity Courses: https://paperlessmovement.com/courses/ Coaching with Tom & Paco: https://paperlessmovement.com/inner-circle-cohort/ ============================= 🤝 CONNECT WITH US ON SOCIAL ============================= Paperless Movement® https://twitter.com/paperlessmove https://www.linkedin.com/company/paperlessmove/ ---------------------------------------- Tom Solid https://twitter.com/tomsolidpm https://www.linkedin.com/in/tomsolid/ ---------------------------------------- Paco Cantero https://twitter.com/PacocanteroW https://www.linkedin.com/in/paco-cantero-815b42203/ ============== 🫡 OUR MISSION ============== Our mission is to guide professionals in creating a holistic productivity system that mitigates digital clutter, handles task complexity, and transforms productivity into a sustainable lifestyle.…

Productivity like a Pro!

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Maximizing Productivity: Tools, Tips, and Insights on Going Paperless 35:37

17 weeks ago35:37

35:37

🚀✨ Join for FREE and start your ICOR® Journey TODAY: https://plmv.world/join4free 📕 Prefer reading? Here is our ICOR® Journey book: https://plmv.world/book ============================= 🚀✨ BOOST YOUR PRODUCTIVITY ============================= Join the Movement: https://paperlessmovement.com/join Productivity Courses: https://paperlessmovement.com/courses/ Coaching with Tom & Paco: https://paperlessmovement.com/inner-circle-cohort/ ============================= 🤝 CONNECT WITH US ON SOCIAL ============================= Paperless Movement® https://twitter.com/paperlessmove https://www.linkedin.com/company/paperlessmove/ ---------------------------------------- Tom Solid https://twitter.com/tomsolidpm https://www.linkedin.com/in/tomsolid/ ---------------------------------------- Paco Cantero https://twitter.com/PacocanteroW https://www.linkedin.com/in/paco-cantero-815b42203/ =================== ============== 🫡 OUR MISSION ============== Our mission is to guide professionals in creating a holistic productivity system that mitigates digital clutter, handles task complexity, and transforms productivity into a sustainable lifestyle.…

Productivity like a Pro!

1
Digital Journaling vs Note-Taking in 2025 42:29

21 weeks ago42:29