A colleague once told me:
"As a product manager, it's your role to stay up to date on all the latest and greatest tools out there."
That struck me as odd then - but upon reflection?
Well, it still does.
Every few weeks, another "game-changing" tool promises to solve all our problems. Teams keep throwing money and time at shiny objects while ignoring the real issues: alignment and execution.
Tools don't fix broken foundations. A tool is only as good as the person—or team—wielding it.
First-Principles: Clarity Before Building Anything
This ties directly back to my guiding principle of first-principles product thinking.
As I wrote in my post on first-principles product thinking, great product work starts with detective-like rigor: relentlessly asking "why" to uncover root problems—not jumping straight to solutions or trendy features.
Most of the real value comes from clarity before any building—whether that's code, roadmaps, or tools.
Tools should enter the picture only after we've defined the exact job they need to do. Chasing the latest tech just because it's new is the opposite of first-principles. It's a distraction from understanding the real problem.
The Shiny Tool Loop (and Why It Keeps Happening)
Most tool rollouts follow the same cycle:
excitement → rushed adoption → partial use → abandonment → same old chaos
Buy first, ask questions later.
A demo wows someone → budget gets approved → rollout begins → adoption fizzles because the foundation isn't ready → tool gathers dust → repeat.
I've heard versions of this story a dozen times: teams spend weeks and thousands implementing a flashy dashboard… only to deliver real value by going back to a simple, familiar format like a lightweight doc or a spreadsheet.
Understand your internal "customers" and give them what actually works for them—not the shiniest option.
A Tough Message (That Needs Saying)
Let's be honest: this message isn't always popular.
Many teams—and especially stakeholders or leadership—genuinely fear falling behind if they're not adopting the latest tools. There's real FOMO out there.
I'm not saying "stick with the old ways forever." That would be arbitrary and actually goes against first-principles thinking.
What I am saying: adopt new tools (or switch) with thoughtful intention. Ask the hard questions first. Validate that the tool fits the job—don't chase trends blindly.
The Operator Order: People → Process → Tools
Here's the sequence I guide clients through:
- People Dynamics First
Align roles, expectations, trust, and communication. No tool creates psychological safety, clear ownership, or accountability. - Process Second
Build lightweight, repeatable frameworks for discovery, prioritization, and decisions. Start simple—before layering on tech. - Tools Only If They Fit
Identify a defined, repeatable process this supports, then trial a tool that solves it specifically. - Iterate Ruthlessly
Measure impact and sunset anything that doesn't earn its place.
Tooling Decision Gate (Don't Skip These)
Before you buy, switch, or roll out a new tool, run this gate:
- Do we have clear alignment on roles and expectations?
- Is there a defined, repeatable process this supports?
- Does this solve a real, validated pain (not just a nice-to-have)?
- Can we trial it low-risk and measure ROI?
If any answer is "no," pause and fix that first.
Examples That Prove It
Teams that nail people and process first thrive—they add tools seamlessly and see real amplification.
Teams that chase tools while foundations crack stay stuck: fragmented, reactive, and burned out.
This is especially true with AI. AI tools don't magically fix dysfunctional processes or misaligned teams—they amplify what's already there. (Related: the post where I cautioned against AI hype in product teams.)
Fix the Foundation First
Embrace first-principles: understand the root problem, align your people, solidify your process.
Then—and only then—bring in tools that amplify what's already strong.
Your team, your product, and your sanity will thank you.