We’ve all used at least four to five note-taking tools.
Back in student days, I jotted down class-related info in my notebook.
As entered the professional world, my team and I coordinated using Google Docs.
Fast forward to the last two years, and I’ve embraced Notion as my life wiki, keeping my side projects organized and storing reading notes.
Now spend more time in the kitchen, Apple Notes is my go-to for jotting down grocery lists and recipes.
As life gets busier, it’s impossible and inefficient to memorize everything. That’s why we take notes — to free up our brains.
“The palest ink is better than the best memory.” — An old Chinese saying.
To manage my growing collection of notes, I tried 10+ note-taking tools and even built an app to gather all notes in one shiny “all-in-one” place (TL&DR: I paused on that project).
However, my productivity didn’t improve significantly, regardless of how well-established the note-taking system I built was. Gradually, I realized that:
The key lies in knowing what to note and where to note it.
Without further ado, let’s unpack.
What to note?
The rule is simple: note selectively to avoid drowning in a sea of information.
1. It is useful in a particular scenario.
A useful note could be pictured of when, where, and how to reference it in the future.
Whether it’s a tutorial on crafting a B2B user journey, a list of common job interview mistakes, the goal of the next stakeholder meeting, or an inspiring thought to reflect on during a break…
Though seemingly random now, this note would be proven valuable when revisited.
2. It is surprising.
Skip the status quo. Look for the bits that throw you off, make you question things, or even challenge your own beliefs.
My examples are like “There’s no such thing as risk-averse,” “Leadership thrives on vulnerability,” or “Freeze egg whites before whipping”.
Noting these surprises refreshes your perspectives and sharpens your critical thinking skills.
However, the bottom line is that you resonate with it, yet it goes against intuition.
3. I cannot memorize it.
Don’t be lazy. If it’s useful and/ or surprising, jot it down without hesitation. Once written, it’s yours.
While your brain may struggle with overload, your notebook won’t.
Where to note?
Just one criterion to consider: Does this note have an expiry date?
In plain terms, will this information become useless after a specific moment or time frame?
1. No, it’s timeless.
Deposit it in your personal wiki.
For me, Google Docs is the go-to for work-related matters, various Notion accounts organize design and financial info, and Apple Notes is for baking.
Feel free to use as many platforms as you need, as long as the categorization makes sense to you.
2. Yes, it has an expiration date.
Assign it to the platform closest to the next step. Ensure it’s reachable before expiration.
For instance: I prefer Notion for drafting articles since I often refer to past notes while writing. Meeting agendas go into Slack for quick expansion and sharing post-meeting. The grocery list finds its home in Apple Notes, always at hand during shopping.
It’s a straightforward process once you identify the next step for a note. Gradually, you know where to jot down thoughts through a bit of forward thinking.
Wrap it up
1. What to note?
- Useful in a particular scenario: You can picture when, where, and how to reference it in the future.
- Surprising: Embrace ideas that challenge and adjust your existing beliefs.
- Unmemorizable: If you can’t remember it, jot it down.
2. Where to note?
- If it will not expire, deposit it in your personal wiki. Feel free to create multiple wikis or accounts as you want.
- If it has an expiration date, assign it to the place closest to the next step.
Ask yourself these two questions frequently. Over time, you’ll identify what’s worth noting and the ideal places to store it.
With practice, watch your quality of life and productivity soar.
Cheers!
