Workflows Before Tools
For a long time, my natural instinct when facing a problem was to ask: *“What tool should I use for this?”* But over the last few years, I’ve inverted that mindset: **Which process or result am I aiming to achieve?**
Inspiration https://thesephist.com/posts/tools/
Workflows Before Tools
For a long time, my natural instinct when facing a problem was to ask: “What tool should I use for this?”
We see an obstacle, imagine the end result, and immediately search for an app, a piece of software, or a framework to bridge the gap. But over the last few years, I’ve inverted that mindset: Workflows must come before tools, not tools before workflows.
The Friction in the Middle
When we think of a workflow, we are talking about the step-by-step process we follow to get a specific outcome. A tool is merely the instrument used inside that process.
When you start with the tool, you often end up warping your natural process to match the constraints of software built for someone else. The real friction rarely lies in knowing the goal; it lies in the steps in between.
Take a simple example: keeping track of places and restaurants.
- You can save locations on Google Maps, but that only solves half the problem.
- What happens when you want to remember what you liked, who you went with, or why you wanted to return?
- Standard tools don't surface your personal notes when you're deciding where to go next.
If you force yourself into a generic tool, you accept friction you didn't need. When you break down the workflow first, you identify the exact pain point in the middle layer.
Digital Jigs: Bringing Physical Craft to Software
In the physical world, craftspeople don't force their hands into awkward positions to match a tool. If a cut needs a specific angle, a woodworker builds a custom jig. If a workbench lacks reach, you adapt the layout to match the motion of your hands.
Historically, building custom tools in software was too slow and expensive for everyday, personal problems. You had to settle for off-the-shelf compromises.
Today, modern development tools and AI have fundamentally changed that equation. The barrier to building software that fits your exact workflow has dropped significantly. You can now build digital jigs.
Building for the Process
When you deeply understand your process, you can build tools that fit it like a glove:
- Something To Do: Built around the exact friction of deciding what to focus on next without the overhead of heavy project management systems.
- DiffLearn & Harmonica Learner: Built around the specific feedback loops needed when learning a new skill, focusing purely on practice and review.
Because these tools were shaped by the workflow—rather than the other way around—they stay useful. You don't have to think about using the tool; it gets out of the way so you can focus on the result.
The Takeaway
Before picking up a new app or trying to adapt your life to someone else's system, map your workflow first:
- What is the actual goal?
- What is the step-by-step path to get there?
- Where does friction actually occur?
Once you know the shape of your workflow, you can choose—or build—tools that serve the process, rather than letting the tools dictate how you live and work.