The bulletproof approach to tool selection: why that shiny new app isn’t always the answer

In our digital age, we’re constantly bombarded with promises of the next revolutionary tool that will transform our productivity. Every week brings a new app claiming to be the “one pane of glass” solution that will solve all our problems. But here’s the truth: that mythical single piece of software that does everything perfectly doesn’t exist. What matters isn’t finding the perfect tool — it’s being intentional about choosing the right tools for your specific needs.

The Danger of Tool Hopping

Too many people fall into the trap of perpetual tool switching. They see a flashy new application with impressive features and immediately assume it’s superior to what they’re currently using. This leads to a cycle of constant migration, lost data, and wasted time learning new systems. The real problem isn’t the tools themselves — it’s the lack of a systematic approach to evaluation.

The Bulletproof Decision Framework

Years ago, I learned a valuable lesson from my mentor Stuart Crawford, who worked for a company called Bulletproof Info Tech in Calgary, Alberta. He developed the concept of what he called the “bulletproof test”— a rigorous evaluation process that ensures any new tool truly serves your needs better than your current solution. This framework has become my go-to approach for all technology decisions.

Here’s my bulletproof framework for tool evaluation:

- First, define your core requirements. What specific problems are you trying to solve? Be honest about what you actually need versus what seems appealing. Many tools fail because we choose them for features we’ll never use while ignoring the basics we need daily.

- Second, consider your workflow. How do you want to add information to this tool? Is it through typing, voice notes, web clipping, or mobile capture? The best tool in the world is useless if its input method doesn’t match how you naturally work.

- Third, evaluate retrieval methods. How will you search for and access your information? Do you need tags, folders, full-text search, or visual organization? Your future self will thank you for considering how you’ll actually find what you’re looking for.

- Fourth, assess platform compatibility. Does this tool work seamlessly across all your devices and operating systems? In our multi-platform world, a tool that works brilliantly on your laptop but poorly on your phone creates unnecessary friction.

- Finally, consider collaboration needs. If you work with others, will your team members be able to use and enjoy this tool? The most powerful personal productivity app becomes a liability if it creates barriers to collaboration.

A Real-World Example

Take my own journey with note-taking tools. For over a decade, I used Evernote as my primary note-taking application. I invested in courses, learned advanced techniques, and built extensive workflows around it. Evernote served me well, but over time, my needs evolved. I needed faster search capabilities and different ways to organize information.

Rather than abandoning Evernote entirely, I applied my bulletproof framework. I realized that while Evernote no longer served my active note-taking needs, it remained perfect for specific functions. Today, I’ve structured Evernote around organized financial records through yearly notebooks — each year gets its own dedicated notebook for receipts and tax documents. Evernote’s email forwarding feature automatically sends bank statements and digital receipts straight into my system, while I use the iPhone app’s scanning feature to capture paper receipts from gas stations or restaurants where I don’t want to join their mailing list. I also maintain an “Inbox” notebook as a staging area where all new items land before being properly filed, preventing important information from getting lost while maintaining organization. Perhaps most importantly, I maintain a collaboration notebook with my virtual assistant Karen Moody, who has been working with Megabite for over 10 years, providing all our scheduling and answering all phone calls, which allows us to stay productive. This shared space contains our workflows, procedures, and working agreements — creating an invaluable foundation for our long-term partnership.

For my active note-taking, I transitioned to Obsidian after it passed my bulletproof test. Its plugin ecosystem allows customization, its open-source format ensures my notes remain accessible regardless of the company’s future, and its linking system matches how I think about information relationships.

The Bottom Line

The key to effective tool selection isn’t finding the perfect application — it’s being intentional about your choices. Before you’re tempted by the next shiny new tool, take time to honestly evaluate whether it solves real problems you’re experiencing. Ask yourself the hard questions, apply a consistent framework, and remember that sometimes the best decision is sticking with what works while being strategic about when and how to evolve.

Your tools should serve you, not the other way around. Make them bulletproof.