I remember a time when my workspace was a chaotic symphony of sticky notes, overflowing inboxes, and a task list that seemed to grow faster than I could check things off. Every morning felt like a battle against the rising tide of administrative busywork. I’d spend precious hours just organizing, categorizing, and shuffling things around, feeling productive but not actually moving the needle on anything truly important. It was a classic case of mistaking motion for progress.
Then, something shifted. It wasn’t a new app or a fancy gadget, but a fundamental change in how I approached my work, driven by a growing understanding of how artificial intelligence is quietly, yet powerfully, reshaping our daily routines. This isn’t about robots taking over, but about smart tools taking over the mundane, freeing us up for the meaningful.
In a recent conversation with Francesco Dalessio from Keep Productive, we dove deep into this very topic. Francesco, who has been on The Productivity Show three times (a true Triple Crown winner in our book!), shared some eye-opening insights into the future of productivity tools.
The AI Revolution: From Productivity Apps to Work Apps
Francesco believes AI is going to fundamentally change what we consider a “productivity app.” Right now, these apps often require a lot of manual input from us. Think about it: organizing your to-do list, filing notes, scheduling meetings… it’s all administrative work. While it helps us feel organized, it still takes time and effort.
But what if an AI system could do all that for you? Imagine an app that automatically organizes your tasks, files your notes, and even reschedules meetings based on your energy levels. Francesco calls these “work apps” because they don’t just help you manage your work, they do the work for you. This shift means less time spent on administration and more time on creative, high-impact tasks.
This is a huge change. For those of us who are “productivity nerds,” there’s a certain satisfaction in meticulously organizing our digital lives. It’s almost a form of mindfulness. But as AI becomes more sophisticated, everyone will become a productivity app user, even if they don’t realize it. Imagine Apple Reminders combining with your health data to suggest the best structure for your day. That’s the future Francesco sees.
The 90-Day Rule for Adopting New Tools
With so many new tools emerging, how do you decide what to use? Francesco shared a brilliant three-part process, with a focus on a “forced trial” of 90 days. Here’s the gist:
- Research: Before you even try a new tool, do your homework. Think about your long-term needs. Are you a student now but planning a career change in a few years? Choose a tool that can grow with you. Don’t just pick the shiny new thing. Consider your existing systems… does the new tool play nice with your current workflow?
- 90-Day Forced Trial: This is the game-changer. When you start a new tool, you’ll be slow. You haven’t built the habits yet. A week or two isn’t enough to truly evaluate its impact. Commit to 90 days. This forces you to integrate it into your routine and see if it truly makes a difference. If it’s not right after 90 days, then you know it’s time to go back to the drawing board.
- Optimize: If the tool passes the 90-day trial, then it’s time to optimize. Get comfortable, learn the shortcuts, and make it work for you. Francesco suggests aiming to stick with a tool for two to five years, though with the rapid pace of AI development, that might be a challenge!
Notion and the Power of No-Code
Francesco also shared how his popular Tool Finder, a “Wikipedia for productivity tools,” was built on Notion. It’s pretty wild to think that a comprehensive resource like that can be whipped up in a couple of weeks using a no-code tool. This just goes to show the power of platforms like Notion for building custom solutions without needing to be a coding wizard.
The Future of Evernote and the Mobile-First World
We also touched on Evernote, which was recently acquired by Bending Spoons. Francesco is optimistic, believing that Bending Spoons, with their strong mobile development reputation, will likely transform Evernote into an amazing mobile-first note-taking app. Imagine Evernote combining with AI to organize your flight tickets, meetings, and even send files for you… all from your phone. That’s the kind of seamless experience we can expect.
The Garden Office Dream
Finally, Francesco shared his experience of building a garden office. As someone who’s been remote working for over a decade, having a dedicated space has been a game-changer. It provides a clear separation between work and home, and a quiet place for focused work and filming. He even has a walking treadmill under his desk… talk about multi-tasking! While it’s a luxury, the benefits of a dedicated, inspiring workspace are undeniable.
Your Action Item: Prioritize Sleep
Francesco’s ultimate productivity tip? Go to bed. Seriously. It sounds simple, but getting enough sleep is the silent killer of productivity. Those days you’re consistently well-rested? Your decision-making is sharper, your creativity flows, and you get more done. It’s the most underrated productivity hack out there.
So, next time you’re tempted to burn the midnight oil, remember Francesco’s advice. An extra hour of sleep might just be the most productive thing you do all day.
Thanh Pham
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