Hey Reader,

TL;DR

• Don’t default to the “latest” tool, pick what fits the project
• Define how tools will be used (not just what tools you’re using)
• Documentation isn’t busywork, it’s how teams stay aligned
• A good RACI = fewer misunderstandings and smoother delivery

Welcome back to the fundamentals series.

This week, we’re talking about tools and documentation - the behind-the-scenes layer that either keeps your project humming… or slowly breaks everything apart.

Now I know, this doesn’t sound as exciting as budgets or people dynamics, but here’s the truth: the right tools won’t guarantee success - but the wrong ones will guarantee confusion.

Let’s bring it back to real life:

Say you’re planning a surprise birthday party for your grandma.

You’ve got multiple people involved:

• One person booking the venue
• Another collecting money
• Someone else bringing decorations
• And a cousin flying in from abroad who wants to be “kept in the loop”

Now imagine no one knows:

• Where the latest plan lives
• Who’s doing what
• How to get reimbursed
• Or even what time they’re supposed to arrive

That’s what a project without the right tools and documentation looks like.

Tools fall into 3 key categories:

1. Tools to manage the project
   1. Think: planning, tracking, resourcing, invoicing, comms (e.g. ClickUp, Notion, Monday, Slack, Google Meet)
2. Tools to do the project work
   1. Design software, CMS platforms, dev environments, testing tools (e.g. Figma, Webflow, GitHub, VSCode, BrowserStack)
3. Tools to document the project
   1. Spreadsheets, decks, wikis, shared folders, COEs (e.g. Notion, Confluence, Google Docs, SharePoint)

But tools are only part of it

Once you pick your tools, you still need to define how you’ll use them:

• Who needs access?
• What’s the cadence for updating or reviewing?
• Which tools are for doing vs tracking vs communicating?
• How do they connect to your budget?

This is where ways of working come in.

Having a clear RACI matrix (who’s Responsible, Accountable, Consulted, Informed) makes it obvious who updates what and when.

Back to grandma’s party…

• Is the itinerary in WhatsApp, Notion, or a spreadsheet?
• Who’s collecting the £20 from each cousin?
• Who’s confirming the cake delivery?
• And on the day, who’s showing up early to set up chairs?

If no one knows… you’ll feel it.

Tools and documentation don’t just help you plan, they help you protect momentum.

Next week, we’ll shift to one of the most overlooked superpowers: communication and adaptability.

Because even the best plan will evolve and how you respond will determine what you’re known for.

If you’re part of our Skool community, you’ll find our stakeholder management template (with a built-in RACI) in the Resources section. It’s helped dozens of members bring clarity to their roles and ways of working. We offer a 7-day free trial so even if you’re not a part of the community, you can go and get it at no cost.

See you next week.

Yomi

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