A tool should reduce cognitive load, not become another source of it.

A tool that requires managing has become a task. The system for tracking your tasks, the app for organizing your notes, the setup that needs maintaining. If you spend more time tending it than it saves, it has quietly changed sides.

Audit whatever you use to stay organized. If any of it needs regular upkeep out of proportion to its help, simplify or drop it. A worse system you actually use beats an excellent one that has become another obligation.