Tools
Each tool has one job. Clarity depends on strict boundaries.
Outlook
Communication and calendar.
Use for
- Meetings
- Time commitments
Never use for
- Task storage
- Hidden follow-up
- Personal note capture
Todoist
Single source of truth for actions.
Use for
- Tasks
- Next actions
- Follow-up
Never use for
- Long-form notes
- Meeting context
- File storage
Obsidian
Notes, thinking, and meeting context.
Use for
- Meeting notes
- Project notes
- Thinking
Never use for
- Task execution
- Shared final documentation
- Temporary capture of actions that belong in Todoist
OneDrive
File storage.
Use for
- Documents
- Slides
- Diagrams
Never use for
- Task management
- Meeting notes
- Final shared team knowledge pages
Confluence
Final shared documentation.
Use for
- Final documentation
- Shared decisions
- Team-readable reference
Never use for
- Rough personal notes
- Temporary thinking
- Private drafts that belong in Obsidian