How I Choose the Tools I Use

As a software engineer and business owner, I rely heavily on apps, tools, and services to stay organised and productive. Without the right systems in place, there’s no way I could get through my daily workload or manage multiple projects effectively.

We live in a time where there’s a tool or app for just about everything. No matter your industry or profession, chances are there’s already something out there that can help you do it better, faster, and more efficiently.

But here’s the thing - not every tool is worth your time.

That’s why I’ve always taken the process of choosing what I use seriously. The tools I recommend in my directory are not just products I came across by chance. They are solutions I’ve tested, used consistently, and personally found valuable.

Here’s the criteria I use when deciding what makes it into my workflow:

1. Cross-Platform Support

Because I use a mix of devices across different platforms, I avoid tools that are locked to just one ecosystem. Unless there is an exception that’s so good it’s worth the trade-off, I prioritise apps and services that work natively across iPhone, Android, Mac, iPad, and desktop.

No matter which device I’m using, I want to be able to continue where I left off without friction. This level of flexibility is a big reason why certain tools become permanent parts of my routine.

2. Clean Design and Ease of Use

If a tool is clunky, outdated, or overcomplicated, it gets in the way instead of helping. I look for clean design, an intuitive layout, and a short learning curve.

The tool must be easy to use yet powerful enough to get the job done. If I have to fight the interface, it’s not worth keeping.

3. Reliability

This one is simple. If I can’t count on the app to work when I need it, it’s not going to be part of my system. My workflow depends on trust, and I need to know that every tool I use will deliver consistently without bugs, sync issues, or unnecessary downtime.

4. Privacy and Data Ownership

This is a big one for me. We often forget that personal data is the new currency. Many tools, especially free ones, make their money by tracking you and using your data.

I always look into the privacy policy of an app before I commit. I prefer tools that are upfront about how they use your data, offer strong privacy protections, and don’t share or sell your information.

If I find a tool that protects privacy but comes at a cost, I am happy to pay. For me, that level of control is worth it - especially in the work I do.

5. Seamless Synchronisation

My tools need to talk to each other. Whether it’s syncing data across devices, updating in real time, or integrating with other services I use, everything has to work together smoothly.

If I capture something on my phone and it’s not immediately available on my laptop, it breaks the flow. That’s why seamless sync is a non-negotiable feature for most of what I use.

A Quick Note About Free vs Paid:

A lot of popular tools are free, but that often comes with trade-offs. Take Gmail or Facebook, for example. They are incredible platforms, and they cost nothing to use. But that’s because your data becomes the product.

If privacy and long-term reliability matter to you, consider investing in paid tools. For what I do, that is usually essential. But for the average person, it may not be a concern — and that’s completely fine.

Even the stock apps on your phone might be enough, depending on your needs.

Final Thoughts

These are the factors that matter to me when choosing tools; however, your needs may differ. You might only work within one ecosystem or have a different workflow that requires a unique set of features.

The good news is that most tools offer free trials. Use them. Test the apps yourself and see if they work for your situation.

What works for me may not work for you.

But if something I use helps you in your own setup, then that’s a win.