With the prevalence of hustle culture and a crowded online arena constantly vying for our attention, it's no wonder that many people rely on productivity apps to keep organized. But as I explore more apps to improve my focus and task management, I've found that I encounter more problems than solutions.
From apps trying to do too much to steep learning curves, there are a lot of problems that pop up when looking at productivity apps. And while you'll find many content creators preaching the benefits of workflow apps, it feels like no one is talking about their drawbacks.
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5 Many try to do too much
You end up wasting a lot of time on setup
Too many productivity apps pack in an overwhelming number of features. Some people look for comprehensive features so that they can use a tool as an all-in-one productivity suite. But for others, this means that setting up these apps becomes a major time-sink rather than something that speeds up your workflow.
Notion is probably one of the apps that is the most guilty of this — and it comes with a steep learning curve. I've sunk many hours into the platform, including exploring lesser-known Notion features for power users. Yet I don't feel like using it has improved my note-taking or record-keeping.
Personal knowledge management apps like Obsidian can also be overwhelming. Even when I try to use it for simple tasks, like keeping track of story ideas, I prefer using a simpler, older app that is dedicated to one function.
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4 They over-promise and under-deliver
Productivity apps won't solve all of your problems
Many productivity apps market themselves as solutions to multiple concerns, such as procrastination, focus, and task management. These tools are also increasingly incorporating generative AI as yet another solution.
But the reality is that the effectiveness of an app will vary from person to person. Some people react well to gamification or habit tracking, while others may feel frustrated by repeated pings and tasks.
Due to executive dysfunction and chronic fatigue, I struggle with information overload when it comes to certain aspects of productivity apps. I'm aware that what causes my procrastination and growing a digital tree to focus won't give me the motivation I need.
This doesn't mean that productivity apps shouldn't try to address some of the causes behind habits like inattentiveness and procrastination. But they should stop selling themselves as a fool-proof solution.
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3 You spend more time tied to your device
The source of many distractions
Most productivity apps are available on both your computer and your smartphone. This is great when you want to jot down a quick note or idea, but it can also lead to you ultimately spending more time checking various apps and services.
For example, I spend way too much time checking for new Slack messages across various workspaces. I often interrupt my work to see if anything important has been posted on Slack. In many ways, the app has become more distracting for me than social media sites. I open Reddit in the morning and at night, but I'm on Slack throughout the day, and being tied to my device isn't making me any more productive.
2 Notifications can become overwhelming
Notification overload is real
I don't grant many apps access to push notifications or email notifications, but some take advantage of their permissions to send constant updates. For me, Asana is the productivity app that is most guilty of this. Even though I don't have access to many boards, I receive an influx of notifications each day.
Every day, I receive multiple Asana notifications on my phone, in my email inbox, and within the app's inbox. I have adjusted my notification settings to reduce the number of pings I receive, but I still receive an untenable number of updates.
The problem with notification overload in productivity apps is that you eventually start ignoring all the notifications, and this defeats the purpose of why you started using the app in the first place.
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1 Some have dubious scientific claims
No, the app won't fix my ADHD
Increasingly, I've noticed productivity apps touting scientific claims as to why their methods work. But the foundation on which they build these claims is sometimes shaky. For example, dopamine detoxes and dopamine fasting have been criticized as an unscientific wellness fad by the Cleveland Clinic, but this hasn't stopped apps from claiming to provide that benefit.
There are also many apps that claim to tackle issues with inattention and procrastination in ADHD. But when I actually use these apps, I don't find them helpful at all as someone with the condition. The apps I find the most useful don't market themselves based on fads or SEO terms. They just offer simple tools with focused features that make it easier for me to set them up and integrate them into my workflow.
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Many productivity apps oversell themselves
When it comes to using productivity apps, your mileage will vary based on your own personal habits and points of frustration. The problem is that many productivity app companies over-hype the usefulness of their products or pack them with so many features that you end up with diminishing time-saving returns. If you're finding that productivity apps aren't offering you the benefits they claim to have, you're not an outlier.