AI Tools & Workflow System#

Purpose#

Track the tools I use, how I use them, what I pay for, and what is worth keeping, upgrading, or dropping.

Goals#

  • Stay organized about my tool stack
  • Know which tools are actually useful
  • Track paid vs free usage
  • Make better decisions about subscriptions
  • Build a system I can update weekly or monthly

Questions to Answer#

  • Which AI tools do I use most often?
  • What do I use each tool for?
  • Which tools are worth paying for?
  • Which tools are replaceable?
  • Which platform should I use to maintain this system?
  • Should this stay private or become public later?
  • Primary format: private working document
  • Platform: Notion preferred, OneNote okay, blog later if needed
  • Update frequency: weekly quick review, monthly deeper review

Section 1: Tool Inventory#

For each tool, track:

Tool Name:
Category: AI / Notes / Writing / Research / Productivity / Other
Status: Active / Testing / Paused / Dropped
Cost: Free / Paid
Price:
Primary Use Cases:
When I Use It:
When I Don’t Use It:
Why I Choose It Over Alternatives:
Weaknesses / Frustrations:
Overall Value: High / Medium / Low
Decision: Keep / Upgrade / Cancel / Re-evaluate

Example categories:

  • ChatGPT
  • Claude
  • Granola
  • Notion
  • OneNote
  • any other tools you use regularly

Section 2: Workflow Rules#

Document how you decide which tool to use.

Example:

  • ChatGPT

    • quick brainstorming
    • general problem solving
    • drafting ideas
    • broad exploration

  • Claude

    • deeper writing help
    • long context tasks
    • document analysis
    • nuanced reasoning

  • Granola

    • meeting notes
    • capturing ideas during calls
    • reviewing conversations later

This section should answer:

  • what each tool is best at
  • what situations trigger using one over another
  • where overlap exists
  • where you may be paying twice for the same function

Section 3: Paid vs Free Overview#

Track:

  • tools currently paid for
  • tools currently used for free
  • tools worth considering for paid upgrade
  • tools no longer worth paying for

Simple format:

Currently Paying For#

  • Tool
  • Monthly/annual cost
  • Why it earns its keep

Using for Free#

  • Tool
  • Current limits
  • Whether free tier is enough

Considering Paying For#

  • Tool
  • Reason
  • What would justify the upgrade

Section 4: Monthly Review#

At the end of each month, answer:

  • Which tools did I use most?
  • Which tools saved me the most time?
  • Which tools did I barely use?
  • Which subscriptions feel justified?
  • Which subscriptions feel wasteful?
  • What new tools did I test?
  • What should I change next month?

Section 5: Decision Log#

Keep a running log of major changes.

Example:

April 2026#

  • Started building a system to document tool usage
  • Comparing Notion vs OneNote as the main platform
  • Reviewing AI tool overlap between ChatGPT and Claude
  • Evaluating whether some paid tools should remain free-tier only
AI Tool Adoption Governance Forward