Five Files, No Record of Which Came First
You started a project on Monday. By Thursday you have five files: a research document, a spreadsheet of data, a draft slide deck, a sketch of the app interface, and a chat log where you decided to pivot the pricing model. Nobody else on the team knows which file was made first, which decision overrides the previous, or why the pricing changed. The project is alive, but its history is dead.
The Research That Stayed in the Chat
When you were investigating the market, you asked an AI assistant to summarise competitor pricing. It gave you a neat table. You copied the table into a note, then later pasted it into a Google Doc. The chat that contained the reasoning behind that table — which competitors you chose, why you excluded others, where the data came from — stayed in the AI app, closed after use. When someone asks next week why you targeted that price point, you will have to reconstruct the logic from memory or search through a dozen conversations. That is if you can remember which assistant you used.
The Document That Didn't Know the Deck
Midweek you finalised the product spec in a document. It included the feature list, the user flow, the launch criteria. Then you started the slide deck for the leadership review. The deck is a separate file. You copy the feature list from the doc, but two days later you update the doc to remove a feature after talking to engineering. The deck still has it. Nobody notices until the review, because the deck and the doc are siblings that never speak. The presentation goes ahead with incorrect information, and you spend the next meeting explaining the discrepancy.
The Spreadsheet That Ordained Itself
The spreadsheet with the revenue model was built on Wednesday. It references a set of growth assumptions that came from the same chat that gave you the market summary. But the spreadsheet has its own version of the growth rate — one you typed in manually because you remembered it wrong. Later, the deck uses a different growth rate from a later conversation. The three sources (doc, deck, spreadsheet) each claim a different number. Nobody can trace which one is right because the links between them were never written down. The original data source is lost in the chat history of a tool that does not open the spreadsheet anyway.
The App That Started Over
On Friday you begin prototyping the app. The UI mockups are in a design tool. The backend logic is a separate text file. The database schema is a diagram in another app. Each piece lives in its own silo, with its own login, its own export format. To see if the prototype matches the spec, you have to open three windows and compare by eye. Any change means editing in one place and then manually syncing to the others. If you decide to change the user flow, you update the mockup, then rewrite the backend description from scratch. There is no single memory of the project that all these tools share. Every step starts from nothing new.
What to Do Next
The next time you begin a project, notice how many tools you open before the week is out. Count the files. Look for the place where the reasoning behind a decision lives — likely, it is not in the same place as the decision itself. That gap is where rework, confusion, and lost context come from. Consider whether your workflow could carry history along with the work, not just the final output. If the research became the document became the deck became the app within a single shared space — where each piece knows what came before — you might not need to choose which file to trust.