The Tools We Use & The Leaders We Become

I recently tested a new voice messaging app, Carbon Voice, that aimed to outshine Voxer. On paper, it’s a superior product—automatic transcription, AI-driven summaries, voice cloning, and deep integrations with automation tools like Zapier. It even allows precise speed adjustments when listening to messages.

Yet, despite all its advantages, the user experience fell flat. It was clunky and frustrating. The lesson? A tool can be technologically superior but still fail if it doesn’t fit into people’s workflows seamlessly. Efficiency isn’t just about features; it’s about friction. And Voxer, despite being less advanced, remains my go-to simply because it works better for me and my network.

This applies far beyond apps. As leaders, entrepreneurs, and productivity geeks, we often chase “better” when we should be looking for effective. Whether it’s software, a system, or a hire, the right choice isn’t always the flashiest—it’s the one that integrates effortlessly into the way we work.

That brings me to another hard reality of leadership: letting go of what (or who) doesn’t work.

Recently, I had to fire someone at the rescue squad. It wasn’t a sudden decision—there had been multiple complaints and prior discussions about improvement. When the time came, I used AI (yes, ChatGPT) to structure the termination letter, aligning the decision with the job description and the documented issues.

But more importantly, we handled the conversation with dignity. No theatrics, no unnecessary harshness—just clear communication, respect, and the space for the person to process it.

Why does this matter? Because the way you separate from people sends a loud message to the ones who stay. When you treat a departing team member with respect, it reinforces the culture of fairness and accountability you want in your organization.

Productivity Riff: Let AI Do the Hard Work

We often underestimate how much time we spend structuring decisions rather than making them. AI tools (like ChatGPT) are phenomenal at organizing information—whether it’s writing termination letters, summarizing meeting notes, or generating structured reports. Instead of agonizing over how to present something, let AI handle the formatting so you can focus on the decision itself.

Cool Tool of the Month: Readwise

If you’re a book, article, or newsletter junkie, Readwise is a game-changer. It captures highlights from Kindle, PDFs, articles, and even social media, then sends them back to you in a daily review. Essentially, it ensures the best ideas you read don’t just vanish into the void. Bonus: It integrates with Notion, Evernote, and Roam Research.

Final Takeaways

✅ Pick the right tools—not just the best ones on paper, but the ones that truly fit your workflow.

✅ Leadership means making tough decisions, but how you handle them speaks volumes.

✅ AI isn’t just a tool—it’s an efficiency multiplier. Use it to clarify, organize, and execute faster.

What’s a tool you wanted to love but just didn’t work for you? Hit reply and let me know.

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