Changing the way I work \u2014 from the tools I use to the habits I\u2019ve built around them \u2014 has transformed my creative process. What once felt fragmented now flows with ease. I\u2019m producing better work with less friction, more joy, and much more focus.<\/p>\n\n\n\n
Reframing workflow for an AI-powered era<\/h2>\n\n\n\n
This isn\u2019t just a list of tools\u200a\u2014\u200ait\u2019s a look at the processes that helped me rebuild my work patterns. I\u2019m sharing what worked for me, in case it helps you find more clarity and flow to support your best work.<\/p>\n\n\n\n
\n<\/p>\nNote<\/strong>: <\/strong>I\u2019m a Mac user, and this article details my personal journey. But I\u2019ve included PC equivalents throughout, so Windows users can follow along with compatible tools.<\/em><\/em><\/cite><\/blockquote>\n\n\n\n
The creative journey in its natural state<\/strong> of chaos, from learning and ideation to sharing and influencing. Image by Jim Gulsen<\/a><\/em><\/figcaption><\/figure>\n\n\n\n 1. Better browsing: from chaos to context<\/h2>\n\n\n\n
1.1 The problem: tab overload<\/h3>\n\n\n\n
When your workflow is mostly cloud-based, browser tab overload is inevitable. I found myself overwhelmed by context-switching \u2014 jumping between design systems, project specs, research articles, and email threads \u2014 you name it.<\/p>\n\n\n\n
1.2 The solution: intentional tab management<\/h3>\n\n\n\n
Treat your browser like a creative control panel, not a messy junk drawer. By structuring tabs and sessions into meaningful containers, you can bounce around different working environments, not just random browser tabs. It may seem basic, but rethinking how you browse websites can have a significant effect on your clarity and productivity.<\/p>\n\n\n\n
1.3 The tools I use:<\/h3>\n\n\n\n
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- Workona<\/a><\/strong>: tab management with cloud sync, a joy to use.<\/li>\n\n\n\n
- Toby<\/a><\/strong>: (simpler alternative to Workona) visual bookmarking for creative minds.<\/li>\n<\/ul>\n\n\n\n
Cross-platform: Mac, Windows, Linux via browser.<\/p>\n\n\n\n
\n<\/p>\nBottom line<\/strong>: Don\u2019t let your browser become a black hole. Turn it into a dashboard for everything you\u2019re working on.<\/em><\/em><\/cite><\/blockquote>\n\n\n\n
The Nonlinear Creative Stack<\/strong> \u2014 A layered model of creativity designed<\/em> around continuous feedback. Inputs spark ideas, artifacts evolve through processing and making, and outputs like sharing and teaching feed new inspiration, forming a self-reinforcing creative loop. Image by Jim Gulsen<\/a><\/em><\/figcaption><\/figure>\n\n\n\n 2. Nonlinear workflows: designing without backtracking<\/h2>\n\n\n\n
2.1 The problem: context friction<\/h3>\n\n\n\n
My creative work happens in bursts of energy \u2014 jumping between tasks, references, conversations, and sometimes even mindsets<\/strong>. Most traditional workflows still assume you\u2019re moving in a straight line. That\u2019s not how real work happens anymore. I\u2019m just not in one phase, advancing to the next milestone in an orderly way.<\/p>\n\n\n\n
2.2 The solution: flow-first environments<\/h3>\n\n\n\n
The real bottleneck isn\u2019t the speed of your apps \u2014 it\u2019s the friction between them. You need tools that\u00a0bridge<\/em>\u00a0contexts in your creative journey, not just execute commands. Here are some ways I\u2019ve augmented my\u00a0operating system<\/strong>\u00a0to help me align my work with my creativity.<\/p>\n\n\n\n
2.3 The tools I use:<\/h3>\n\n\n\n
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- Raycast<\/a><\/strong>\u00a0(Mac): command launcher with deep app automation \u2014 my favorite is\u00a0clipboard history\u00a0<\/em><\/strong>(for text and images). Raycast has a bit of a learning curve, but it’s worth it, as I can create essential shortcuts like bouncing in and out of my Figma workspaces in nanoseconds. PC equivalent<\/strong>:\u00a0Wox<\/a>,\u00a0Keypirinha<\/a>,\u00a0PowerToys Run<\/a>.<\/li>\n\n\n\n
- Shottr<\/a><\/strong>\u00a0(Mac): instant screen capture, OCR, color tools. There are many tools for these functions, but this is the best all-in-one tool I\u2019ve seen, absolutely essential for speedy image processing. PC equivalent<\/strong>:\u00a0ShareX<\/a>,\u00a0Snagit<\/a>.<\/li>\n\n\n\n
- Dropover<\/a><\/strong>\u00a0(Mac): a temporary drag-and-drop shelf for files takes the hassle out of file management. PC equivalent<\/strong>:\u00a0DragDrop<\/a>, or clipboard managers with shelf support.<\/li>\n<\/ul>\n\n\n\n
\n<\/p>\nBottom line<\/strong>: The more your tools eliminate friction, the more they support your creativity \u2014 not just execution.<\/em><\/em><\/em><\/cite><\/blockquote>\n\n\n\n
3. Integrated thinking: tools that turn friction into clarity<\/h2>\n\n\n\n
3.1 The problem: scattered knowledge<\/h3>\n\n\n\n
Managing ideas, assets, and documentation across disconnected apps creates small delays that add up to big mental friction.<\/p>\n\n\n\n
3.2 The solution: connecting knowledge to work<\/h3>\n\n\n\n
Use systems where notes, assets, and execution live together. The best creative tools now act like second brains, not just storage units. I found that working more in rich text gives me the freedom to process information quickly on an \u201cinfinitely long canvas\u201d as opposed to working inside a box \u2014 and it\u2019s compatible with just about everything, including web content and generative AI.<\/p>\n\n\n\n
3.3 The tools I use:<\/h3>\n\n\n\n
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- Notion<\/a><\/strong>: my second brain!<\/li>\n\n\n\n
- Microsoft Loop<\/a><\/strong>: an unexpectedly lovable app, similar to Notion, but woven deeply into their 365 suite \u2014 ideal for organizations that use Microsoft Teams.<\/li>\n\n\n\n
- Raindrop.io<\/a><\/strong>: a visual bookmarks and research curation app lets me add context to bookmarks, solving a huge pain point in my gathering and retrieval of information, seamlessly on all my devices.<\/li>\n<\/ul>\n\n\n\n
All are cross-platform.<\/p>\n\n\n\n
\n<\/p>\nBottom line<\/strong>: Context beats storage. Use tools that centralize your thinking and reduce friction.<\/em><\/em><\/em><\/em><\/cite><\/blockquote>\n\n\n\n
4. The new definition of asset library: from folders to context<\/h2>\n\n\n\n
4.1 The problem: static file systems<\/h3>\n\n\n\n
Organizing files into folders felt productive, but it created a slow, brittle process for curating visual inspiration, ideas, and visual outputs; I was literally spending more time organizing files than using them.<\/p>\n\n\n\n
4.2 The solution: contextual curation<\/h3>\n\n\n\n
I now treat assets as creative signals, not artifacts. I embed them in my design process, so they\u2019re always in context, ready to influence or evolve. This model is more like Pinterest and less like Dropbox.<\/p>\n\n\n\n
4.3 The tools I use:<\/h3>\n\n\n\n
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- Figma\/FigJam<\/strong>: live canvas for assets and ideation.<\/li>\n\n\n\n
- Notion<\/strong>: blend visuals with strategy.<\/li>\n\n\n\n
- Shottr + Dropover<\/strong>: fast intake and drag.<\/li>\n\n\n\n
- GoFullPage<\/a><\/strong>: full-page web capture, great for auditing. Cross-platform browser extension.<\/li>\n<\/ul>\n\n\n\n
\n<\/p>\nBottom line<\/strong>: Stop managing assets like they\u2019re in cold storage. Keep them visible, embedded, and fluid.<\/em><\/em><\/em><\/em><\/cite><\/blockquote>\n\n\n\n
5. Digital workspace optimization: operating within your operating system<\/h2>\n\n\n\n
5.1 The problem: hidden bottlenecks<\/h3>\n\n\n\n
Even the best apps can\u2019t compensate for a clunky digital environment and random file management.<\/p>\n\n\n\n
5.2 The solution: intentional OS design<\/h3>\n\n\n\n
Treat your desktop like a UX Design. Reduce friction with layout changes and file-handling rituals that speed up how you work holistically. For instance, I\u2019m constantly creating temporary files for input and output, so I need to have a system for it.<\/p>\n\n\n\n
5.3 My workflow tactics:<\/h3>\n\n\n\n
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- Vertical, minimal dock for fast app switching.<\/li>\n\n\n\n
- Dedicated \u201cTemp\u201d folder for active file juggling. I gave mine a fun name because 95% of my files are temporary \u2014 it\u2019s the most popular destination on my drive.<\/li>\n\n\n\n
- Clear discarding rituals for cleanup (example: an \u201cArchive\u201d folder inside of \u201cTemp\u201d).<\/li>\n\n\n\n
- Preview tools for triaging images lightly and quickly.<\/li>\n<\/ul>\n\n\n\n
\n<\/p>\nBottom line<\/strong>: Your <\/em>digital environment <\/strong>can either drain energy or reinforce flow. Treat it like a creative toolset in its own right.<\/em><\/em><\/em><\/em><\/cite><\/blockquote>\n\n\n\n
6. How to talk to a machine: treating LLMs like creative partners<\/h2>\n\n\n\n
6.1 The problem: you can\u2019t just type and hope<\/h3>\n\n\n\n
Language models respond to what you say, but they don\u2019t really understand<\/em> what you mean or read your mind. Without structure, context, or direction, they act like clever but random strangers instead of creative partners.<\/p>\n\n\n\n
6.2 The solution: shift from commanding to collaborating<\/h3>\n\n\n\n
Creating with AI assistance isn\u2019t about getting big instant answers \u2014 it\u2019s about building momentum through thoughtful layers of interaction. It\u2019s a design practice. Have a real-time conversation. Ask the machine<\/strong> if it has any questions for you \u2014 one of my favorite tactics for complex prompts.<\/p>\n\n\n\n
Talking to machines<\/strong> \u2014 A visual model showing how AI becomes a creative partner by drawing from \u2014 and feeding back into \u2014 every layer of your nonlinear workflow. Image by Jim Gulsen<\/a><\/em><\/figcaption><\/figure>\n\n\n\n The more you move your creative center of gravity<\/strong> into rich-text environments \u2014 and build workflows that strengthen the bonds between tools, thoughts, and tasks \u2014 the more naturally generative AI becomes part of your workspace.<\/p>\n\n\n\n
Supporting your non-linear creative stack with AI:<\/p>\n\n\n\n
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- Research deepens when AI helps you triangulate insight.<\/li>\n\n\n\n
- Ideas evolve as you iterate across time, tools, and formats.<\/li>\n\n\n\n
- Long-running chats become creative threads you can revisit and refine.<\/li>\n\n\n\n
- AI bridges language, visuals, structure, and systems \u2014 but only if your inputs are clear, contextual, and timely.<\/li>\n<\/ul>\n\n\n\n
When your systems let you capture<\/strong>, return to<\/strong>, and build upon<\/strong> these interactions, AI becomes more than a tool \u2014 it becomes a memory, a sounding board, and an extension of your thinking. When documentation becomes more of a ritual than an afterthought, your work rises to a whole new level, as the recipe for creation can be more valuable than the creation itself.<\/p>\n\n\n\n
\n<\/p>\nBottom line<\/strong>: The more you promote alignment and reduce friction around your tools, the more generative AI can participate meaningfully.<\/em><\/em><\/em><\/em><\/em><\/cite><\/blockquote>\n\n\n\n
Putting it all together: it\u2019s not about fancy tools<\/h2>\n\n\n\n
It\u2019s tempting to focus on the tools \u2014 the shiny apps, fast shortcuts, and automation tricks. But the real shift is mental<\/strong>.<\/p>\n\n\n\n
Working in a nonlinear way requires retraining your instincts. It means letting go of the start-to-finish mindset and instead embracing:<\/p>\n\n\n\n
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- Feedback loops.<\/li>\n\n\n\n
- Burst-driven energy.<\/li>\n\n\n\n
- Circular flows of input and output.<\/li>\n<\/ul>\n\n\n\n
The goal isn\u2019t just speed \u2014 it\u2019s flow<\/strong>. And flow happens when your tools, layout, and mindset work together to support it.<\/p>\n\n\n\n
\n<\/p>\nBottom line<\/strong>: When you rewire your creative mental model, tools stop being hacks \u2014 they become extensions of how you naturally work.<\/em><\/em><\/em><\/em><\/em><\/em><\/cite><\/blockquote>\n\n\n\n
Closing thoughts: design is structural<\/h2>\n\n\n\n
Since the advent of personal computing, like many of us, I\u2019ve been trained on a neat row of desktop icons for apps and files \u2014 but that has evolved into a distributed, social workspace of cloud apps, browser sessions, and AI conversations. Today, the most valuable creative skill isn\u2019t just knowing Figma or Photoshop \u2014 it\u2019s designing your own system for processing knowledge, creative thinking, and making things efficiently.<\/p>\n\n\n\n
In this AI-enhanced world, expectations are increasing:<\/p>\n\n\n\n
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- We\u2019re not just designing screens \u2014 we\u2019re orchestrating systems.<\/li>\n\n\n\n
- We\u2019re expanding from static files to dynamic landscapes.<\/li>\n\n\n\n
- We\u2019re evolving from pixel pushers to idea conductors.<\/li>\n<\/ul>\n\n\n\n
\n<\/p>\nBottom line<\/strong>: Your process shouldn\u2019t twist like a pretzel to fit your tools. Your tools should flex to fit how you naturally create, without getting in the way.<\/em><\/em><\/em><\/em><\/em><\/em><\/em><\/cite><\/blockquote>\n\n\n\n
The article originally appeared on Medium<\/a>.<\/em><\/p>\n\n\n\n
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