Tools

Each tool has one job. Clarity depends on strict boundaries.

Communication and calendar.

Use for

Never use for

Single source of truth for actions.

Use for

Never use for

Notes, thinking, and meeting context.

Use for

Never use for

File storage.

Use for

Never use for

Final shared documentation.

Use for

Never use for

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