Ever since the dawn of time, humans have used tools. These tools have made us stronger, healthier, and more efficient. The invention of fire made us feel warmer, the wheel helped us travel farther, and writing enabled us to organize better. The same is true for modern digital tools. Despite their negative impacts, they have incredible capabilities for outsourcing and processing information that would otherwise be difficult to manage.
Using technology to outsource mental tasks frees up significant brainpower. When we view digital tools through this lens, we can better understand their true utility and even change how we use them.
Outsourcing Mental tasks
Let’s start with some obvious examples of outsourcing mental tasks to digital technology. These examples will help illustrate the concept and clarify how you can apply it to other tools or situations.
Appointments, Meetings, and Dates
Without a calendar tool, we must memorize and fill our heads with dates—when to go to the dentist, when a client call is scheduled, or when our loved ones’ birthdays are. A paper calendar is already an amazing tool for outsourcing this information, but a digital calendar allows us to do even more.
By setting reminders, we no longer have to check the calendar constantly. Some built-in notifications alert us to meetings 15 minutes in advance, but we can further optimize our scheduling. For example, I set birthday reminders one week ahead, giving me time to think about and purchase a gift.
Feelings and Self-Reflection
Journaling is a powerful tool for writing down thoughts and emotions. By externalizing worries or repetitive thoughts, we free our minds and stop overthinking. Moreover, our brains are unreliable for accurately remembering past events and emotions. Journaling enhances our ability to recall moments, allowing us to spot recurring patterns we might otherwise miss.
The journal is an excellent example of how the intended utility of a tool can shape its format. Many people prefer physical notebooks over digital ones, despite the latter’s extra functionalities. Writing by hand is slower and harder. But that is a feature, not a bug. We want to slow down and fully engage with our thoughts when we are journalling. That is the whole point.
Saving Interesting Content
We all experience it—we come across an insightful article, a funny meme, or a delicious recipe and assume we’ll remember it later. Yet, we seldom do. Outsourcing this is simple, yet surprisingly few people do this.
A basic notes app is more than enough. Most have browser extensions or sharing features that allow quick saving. There are more complex systems like the “PARA” method by Tiago Forte that helps organize information into actionable folders for easy retrieval. However, don’t overthink it—your simple notes app’s search function will find 95% of what you need instantly.
Saving interesting content or important information in a notes app can save valuable time by eliminating the need to repeatedly search for information we could have easily stored in the first place.
Visual Memories
We take photos of loved ones to preserve memories, yet most of the time, we never revisit them.
Smartphones make photo-taking too easy, leading to an overwhelming number of images. We don’t want to capture every moment—we want to save the best and most special ones.
Instead of keeping every photo, we can set aside time once a year to select the top 50 memories and print them. Since the goal is to remember cherished moments, placing printed photos in visible spaces prevents them from gathering “digital dust.” This practice helps us relive special memories rather than letting them fade into forgotten folders.
Using the Framework to Create Your Own System
By intentionally defining the goal of a tool, we can reverse-engineer solutions that fit our unique needs. If no existing tool meets the requirement, we can create one.
For instance, if you want to develop a more positive mindset, you might track daily negative thoughts using a clicker counter. Reducing this number over time will make you have a more optimistic attitude. Whether you use an app, a notebook, or another method, the key is remembering why you are using the tool in the first place.
Often, we assume complex problems require complex tools. However, the opposite is true—overcomplicating tools can make us lose sight of their purpose. Think of people who spend excessive money on running gear or too much time perfecting their notebooks rather than focusing on the actual activities.
A good example is the Bullet Journal method by Ryder Carroll. It uses only a pen and notebook, yet its structured approach enforces rules akin to a digital algorithm. Instead of software dictating the algorithm, you create the algorithm by following the rules manually. It works great because it is simple.
Thinking critically about our tools ensures we use them effectively rather than letting them use us. By focusing on their true purpose, we can make them work for us instead of the other way around.