Allies of Success: The Importance of Choosing the Right Tools

For our support, convenience, and satisfaction, tools of various kinds are everywhere – from the simplest, so ingrained in our daily lives that we use them without notice, to the most complex, which require specialized knowledge.

The creation and development of tools to enhance human abilities (such as strength and precision) date back millions of years in human history. From the first stone blades used for cutting and hunting, through the metal instruments that revolutionized agriculture and war to the surgical precision devices and intelligent algorithms that assist us today, humanity has always sought to expand its capabilities through the invention of tools. More than mere objects, tools represent the evolution of our creativity and our need to solve problems.

We have a wide range of tools at our disposal, including:

• Physical:?These include tangible instruments such as pliers, microscopes, 3D printers, and surgical equipment, essential for manual and technical activities.
• Digital:?Such as management software, cloud storage, and artificial intelligence, which optimize productivity and decision-making in various sectors. Examples include apps and software like Trello, Asana, ChatGPT, AutoCAD, and Google Workspace.
• Methodological:?Such as Design Thinking and Scrum, which structure processes, improve efficiency, and assist in strategic problem-solving.

The feasibility of some activities depends entirely on the existence of tools for their execution, and the correct choice can be the difference between efficiency and frustration.

Tools in Everyday Use

I'll share a recent "real-life" episode that illustrates the importance of choosing and adapting tools to the context.

During the placement of fixed braces on my daughter, as usual, I asked the dentist what adverse situations could occur during use and how to proceed in case of any damage. Believe it or not, just over 24 hours after the procedure, the end of the orthodontic wire came loose, resulting in discomfort and pain.

Parents are used to dealing with crisis situations that usually happen on inconvenient days and times (such as holidays or at night). As Murphy's law is relentless, that late afternoon was no different. So, I found myself facing the challenge of trying to solve the problem myself.

Following the instructions received at the appointment, I tried, in sequence, to execute the following actions, starting with those that would have the best immediate result:

• Temporarily attach the wire with orthodontic wax - impossible to fix.
• Fit the wire into a tiny hole in the bracket, with my fingers and tweezers – unsuccessful.
• Cut the wire with a nail clipper bought at the last minute – despite being a skinny wire, I concluded that it is impossible to cut it with this type of clipper.
• In MacGyver style, I opted for the most drastic decision: I released the orthodontic wire completely, removing the rubber bands one by one with a toothpick.

In the brief and stressful period that elapsed from the beginning to the end of the crisis, filled with the little one's tears, I did my best with the available resources. The situation was temporarily resolved with a workaround, but far from the expected result – keeping the device working with the least possible damage.

This episode shows that, for each need, there are appropriate tools – some more efficient, others that simply do not work for the context, and others that require specific knowledge for their correct use. This is just one of the challenges we face when we seek instruments that can facilitate or even enable specific everyday actions.

Criteria for Selection and Use of Tools

Given the importance of tools in our daily, personal, and professional lives, it is worth reflecting on how best to select them and the critical factors for their use.

1. Mapping Needs

The choice of a tool begins with a clear understanding of the problem. I saw a case study of a company that mapped its process flow and identified, for each key activity, possible AI tools to increase productivity. The result was a list of candidate tools and a detailed analysis of their costs, functionalities, and implementation feasibility with practical simulations.

The lesson here is that before selecting any tool, it is essential to understand the scenario and the actual needs.

2. Usage Objectives

Having clarity about the purpose of use allows you to evaluate functionalities objectively. In project management, for example, some relevant questions to select a tool may include:

• Is the tool suitable for the approach (predictive, adaptive, hybrid)?
• Does it favor collaboration and communication?
• Does it allow workflow management?
• Does it enable task automation?
• Does it integrate with other essential tools?
• Does it allow you to assess capacity and allocation of resources?

Listing needs and prioritizing functionalities according to usage objectives is essential (see my article on prioritization: https://tinyurl.com/4cf6bz85).

3. Make or Buy?

In the business context, the question often arises: develop internally or buy an off-the-shelf solution.

Recently, in a consulting job at a technology company, we discussed the relevance of developing proprietary tools or adopting market solutions to meet specific needs. Some points discussed included:

• For the proprietary tool: a. Cost of developing and maintaining the evolution of the proprietary tool; b. Availability and knowledge of human resources.
• For the adoption of market tools: a. Licensing and support costs; b. Ease of integration with existing systems; c.The learning curve for adopting the tool.

Decisions like this require an in-depth analysis of available resources – not just financial but also human and operational.

4. Suitability for Use

The most expensive and feature-rich tool is not always the best option. In some cases, excess resources can create unnecessary complexity, impairing usability.

The ideal tool balances functionality, practicality, and real need.

5. Evaluations and Case Studies

Before investing in a tool, it is worth seeking references from those who have already gone through the same challenge. Some ways to do this include:

• Case studies that show how other companies or professionals used the tool and what results they obtained;
• User reviews with similar needs, considering real experiences about effectiveness, ease of use, and support;
• Comparison with competing tools, analyzing feedback on the pros and cons of each option.

Making decisions based on concrete evidence reduces risks and increases the chances of choosing the most appropriate tool.

6. Adaptation Cost and Impact on Organizational Culture

Introducing a new tool into an organization affects operational processes, people, and culture. Some essential issues to be assessed include:

• Process adaptation: Will the tool fit into existing workflows or require structural changes?
• Learning curve: What time and effort is needed for the team to adapt? Is training available?
• Impact on organizational culture: is the tool aligned with how the company works and makes decisions?

Many organizations fail to implement new tools because they ignore internal resistance and do not invest in the mindset shift needed for efficient adoption. Successful implementation requires planning, clear communication, and team engagement.

7. Availability for Learning and Skill Development

Adopting a new tool requires learning and adaptation. Often, a training period is necessary for it to be used correctly.

Furthermore, developing cognitive and motor skills to handle them effectively is part of the process. A good example is design, video editing, or 3D modeling tools, which require practice time for the user to take full advantage of their capabilities.

8. Effort Cost vs. Benefits

While some tools make our lives easier, they can also make us more complacent. The critical evaluation of the real need for a tool is essential to avoid unnecessary dependencies or inefficient use of resources.

Conclusion

Whether in everyday life or the corporate world, the choice of tools directly impacts efficiency and results. A good tool is not necessarily the most sophisticated or expensive but meets the moment's needs with the lowest possible cost and effort.

Thus, it is essential to develop the ability to select, integrate, and use tools strategically, transforming them into allies of success.

This proactive approach enhances productivity and equips us to handle life's unexpected curveballs, hopefully with a bit less MacGyver-style improvisation.

For more articles, I invite you to visit my blog: www.priscilavendraminimezzena.com

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