Tools for Thought (TfTs) are cognitive aids that extend our mental capabilities. Narrowly defined, they refer to digital note-taking or thinking tools such as Obsidian, Evernote, or Notion. More broadly, they encompass anything that helps us think more clearly—from written language and spreadsheets to diagrams and mind maps (Altshuler, 2022, Siegel, 2024).
Especially, digital TfTs help externalize thought, connect ideas, and make them actionable. As levers for the mind, they enable the kind of mental “heavy lifting” that enhances scale, speed, creation, reach, and plasticity (Piwek & Walker, 2020).
In recent years, we’ve seen a flood of these tools—promising to boost productivity and clarity. But with hundreds—if not thousands—of options, the agony of choice is real:
Here’s the hard and inconvenient truth: there is no perfect tool for personal knowledge management—and there never will be. Despite the seductive pull of the newest note-taking apps (see “shiny new toy syndrome”, Le Cunff, 2022), no single tool will solve all your thinking problems (a myth to be debunked in another post). Instead, effective knowledge management requires a goal-oriented, systematic, and sustainable approach. Accordingly, the effectiveness of your knowledge management is facilitated by the system you create and how well you use the tools at your disposal—not the tools themselves.
Some Questionable Assumption(s)
Let us unpack some questionable assumptions and the related fallacies around this myth:
“One tool to rule them all!?”: There is not a TfT that is a panacea (Örtenblad, 2015). Neither is there a perfect workflow. Believing in perfect apps and workflows is mere wishful or magical thinking. So be wary of tool-fetishism, i.e., the endless search for a perfect tool and pkm-system-building without doing the thinking work.
“One Tool Will Solve All Thinking Problems”: This assumption ignores the fact that tools should align with specific tasks and workflows, not act as one-size-fits-all solutions. Use tools to extend your thinking—not to replace it.
“Switching Tools Improves Productivity”: Shiny object syndrome (Le Cunff, 2022) tempts us to think that new tools inherently offer better solutions. However, most productivity gains are achieved through consistent practice and proper application of tools, not through constant switching. Every tool switch costs time, energy, and focus (Voit, 2021).
“The Tool is the PKM-System”: This assumption oversimplifies the complexity of knowledge management, reducing it to a tool choice rather than a system of habits and practices. A single tool is only one element of your PKMS or your personal learning environments (Attwell, 2021).
Remedies — Or How to Choose and Use a TfT Wisely?
1.Choose a “good” tool and start building solid thinking and working habits: Stop searching for the magical app that will solve all your thinking problems—it doesn’t exist. No tool can replace the thinking, discipline, and metacognition required for effective knowledge management. Be open to experimentation—but also learn to settle. Be a satisficer, not a maximizer. Take time to test tools against your needs and pick wisely.
As the historian and public intellectual Yuval Noah Harari (2019) reminds us, humans are excellent at inventing tools, but often struggle to use them well. Whether it’s a pen or a second-brain app, the tool itself is neutral—what matters is how competently and consciously it’s used. Having the latest tool won’t make you more productive if your system is flawed. It’s like believing a sharper knife turns someone into a master chef.
“A fool with a tool is still a fool”
(Grady Booch)
2. Focus on Your Needs, Goals, and Context: Choose tools that serve your thinking—not the other way around. Begin with clarity: What do you need to accomplish? What kind of thinking or organizing does your task demand? A tool is only effective if it aligns with your habits, goals, and requirements (Siegel & Lohner, 2024). Your specific goals, needs, and context, should guide your tool choices. Know your why. Just because a certain tool is popular doesn’t mean it’s right for you. Accordingly, avoid jumping on every “bandwagon” (Walton, 1999).
3. Prioritize Consistency over Novelty: Frequent switching undermines knowledge work and productivity. Consistently using a well-matched tool is far more effective than bouncing between apps for every small feature upgrade. Each switch costs time, mental energy, and attention. Learn when a switch is justified—and when it’s just procrastination in disguise.
Conclusion & Questions for Reflection
Tools for thought are powerful—but only when used with purpose. The real value lies in how you apply them to your personal and professional life. No single tool will ever be perfect or meet all your needs. It’s not about finding the right tool, but about using the tool right. Focus on building a system that works for you, applying tools in a way that enhances your thinking, and staying consistent in your practice. The “right tool for the job” is the one that best serves your goals and methods, not the most advanced or complex tool. Effective knowledge management isn’t about finding the perfect app; it’s about building a system that works for you and using tools as aids, not solutions. Rubbish in, rubbish out—even the best tools can’t compensate for a poorly designed workflow or unclear goals. Focus on what you want to achieve, and let the tools enhance your thinking, not replace it.
What’s your current Tool for Thought—and why did you choose it?
When was the last time a new app really made a meaningful difference?
What helps you stay consistent in your knowledge system?
Attwell, G. (2021, October). Personal learning environments: looking back and looking forward. In Ninth International Conference on Technological Ecosystems for Enhancing Multiculturality (TEEM’21), pp. 522–526.
Culkin, J. (1967) ‘A schoolman’s guide to Marshall McLuhan’, Saturday Review, pp. 51-53, 70-72.
Harari, Y. N. (2019). 21 lessons for the 21st century. Vintage.
Siegel, S. T. (2024). From Hieroglyphs to Hyperlinks: Why Knowledge Management Is as Old as Time and Not a New Phenomenon. NoteLab. Developing Ideas through Evidence-informed Note-making. https://doi.org/10.58079/126hq
Siegel, S. T.; Lohner, David (2024): Wissensmanagement von Lehrenden mit „Digital Tools for Thought“: Potenziale, Grenzen und Einsatzmöglichkeiten. In: Neues Handbuch Hochschullehre (114), 1–20 https://www.alexandria.unisg.ch/handle/20.500.14171/119879
Walton, D. N. (1999). Appeal to popular opinion. Pennsylvania State University Press.
OpenEdition schlägt Ihnen vor, diesen Beitrag wie folgt zu zitieren: Dr. Stefan T. Siegel (15. April 2025). One Tool to Rule Them All!? Stop Chasing After the “Perfect” Tool for Thought for (Personal) Knowledge Management. It Does Not Exist. Note Lab. Abgerufen am 15. Mai 2025 von https://doi.org/10.58079/13r98