How we write notes and collect our thoughts
I am investigating how real people write notes as an inspiration for finding my own way in note-taking. This is an ongoing project and I am looking for more examples in a survey, but I thought I could share the interesting stories I have already collected!
Why start this research? đ
We are living in the Information Age. More content than you can ever consume is being created every second. And if you donât keep up, youâll be out-of-date in no time. Or so they say đ
How can we stay afloat in such an ocean of information? We are bombarded with interesting tweets, books, articles, videos, conversations and podcasts. Our brains are impressive but they werenât meant to process so much data, let alone store it for long time use.
So we keep notes, bookmarks, lists and highlights in books. At least, thatâs what I do. And I can tell you itâs not going great: I lose a lot of stuff and itâs hard finding information back. My âremembering systemâ is definitely broken.
I turned to Google for help and the Internet did not disappoint; there are amazing articles on Personal Knowledge Management, expensive courses you can take, great software and complex note-taking-lifestyles like Zettelkasten. That last one is an amazingly well-thought-out system with purpose-built tools, but I will never be able to do that. It just takes too much rigor.
This made me curious: are others saving notes, ideas and thoughts? And how? Are they happy with their systems?
How do people like me (people who do other stuff besides taking notes ) keep track of interesting information?
10 note-taking stories from the real world đ
Here are ten note-taking stories from the real world. I hope these stories inspire you to better note-taking, let me know if they do!
1. The tech-enthusiast đ
I asked this amazing tech-enthusiast-with-a-PhD about his note-taking method and he confided me itâs a mess for him too. Amazing, because this is the most structured (and hardworking) person I know. Whatâs more, for him Zettelkasten also costs too much discipline. So I donât know what kind of Superhuman actually maintains a Zettelkasten system, if itâs you, I want to talk to you!! ;)
This tech-enthusiast is using VimWiki for text which works reasonably for him (itâs very nerdy open-source software that you use in a command-line), and Notability on the iPad for handwritten notes. He combines that with Apple Notes because itâs easily accessible.
His main problem is integration: how can you combine information from those different apps and access them on your other devices? For instance adding a sketch to a note: thatâs crazy difficult to do in VimWiki. You make your sketch on iPad, export, save, import in Markdown and move it to the right place â a lot of hassle. Notability works great for handwritten things (and audio and pictures), but the integration and text-writing is less easy.
2. The list-maker đ
Hereâs the note-taking story of a hands-on engineer working at a huge technical company.
This engineer makes a Google Doc for every book heâs read, with all his notes in it (and a PDF of the book so he can read it on his phone đ´ââ ď¸).
He also keeps some very simple lists on his notes app on his phone. There are six lists in total: âdinner-ideasâ, âfilms and seriesâ, âholiday-planningâ and âbooksâ, plus two lists with ideas: âideas to execute within a yearâ and âideas to execute another timeâ. The notes app syncs to Dropbox, but he never uses the lists anywhere else than his phone.
Asked where he stores information from other sources than books or where he combines information the answer is simple: âitâs all in my head đâ (smiley by the list-maker himself!)
3. A man with ideas đ
This is a man with a lot of ideas, a brain in constant motion, broad interests and always three projects running at the same time.
Sounds like myself đ
Perhaps itâs not so strange that his note-taking process is in the same state as me: âitâs a work in progressâ and heâs looking for optimization. This person writes his own opinions and insights into a paper-journal, but he relies on his head to store interesting bits from books, podcasts and articles. He admits that âmeans forgetting a lotâ.
âI have a preference for paper notes above apps. Information you write down with a pen is scientifically proven to be easier to rememberâ đ¤
His dream process is writing physical cards (again on paper) with short notes and a referral to the information source, and reading those back periodically. That comes close to the Zettelkasten-system.
4. A teacher đ
This teacher used Evernote for a very long time, but his usage dwindled and the system âwatered downâ. For big projects he uses Prezi. Itâs a huge canvas for making presentations, which this person uses to cluster and organize information:
âItâs super handy: you can zoom in and out, make lines between areas, make quotes small and paste them in there. Itâs great for making a time line of events for instanceâ.
For his latest personal project (which like all personal projects is being postponed) heâs bought a big book with blank pages.
Quick tip: I love the idea of using a canvas for organizing ideas, but instead of Prezi I suggest you take a look at Google Jamboard , Mural , Figjam or Miro as well. Those tools might be better for that purpose
5. The designer and workshop leader đ
This is a designer whoâs continuously improving herself: improving her current skills and expanding her abilities. I was very curious to know how she manages that!
This designer mostly saves links: whenever she reads an interesting article from a newsletter and thinks to herself: âthatâll come in handy one dayâ, she saves it to Pocket with the appropriate tag. Thatâs where the info remains: she doesnât look at it anymore, unless she really needs it.
She also shares articles with her colleagues, by âthrowingâ the link in Slack with some notes on why itâs interesting.
Furthermore, whenever she attends an online course or webinar she makes notes while sheâs watching, as a kind of summary. Bear is her go-to app for this kind of notes: she highlights the relevant bits or adds an emoji in front of interesting things (đđĄ).
For this designer information needs to be actionable: articles and highlights are saved (or shared with colleagues) only when they contain practical advice or methods.
Overall sheâs reasonably satisfied with her process, although she wouldnât call it a process.
Practical tip: đ use emojiâs to highlight useful things in your notes!
6. The developer đ
This developer uses browser bookmarks, âlikesâ on Twitter posts, draft e-mails and e-mails sent to self, combined with paper post-it notes.
Sheâs really storing information where she finds them, without any thought-out âproper processâ.
For some people that might be okay, but this developer is very critical of herself: âitâs a bad processâ.
7. Senior designer and knowledge enthusiast đ
This is the note-taking and knowledge-management story of a senior designer and all-round knowledge enthusiast. This is a person that reads more books in a week than I in a year, someone who answers any question in-depth with links to interesting articles and books. So of course, I was very interested in hearing his process.
âWhatâs my system? I would love to tell you, if I had any kind of systemâ
He stores articles in Pocket, and hooked up his book highlights to Readwise.io. He also started using Roam Research to collect and capture things that are top of mind (because he stumbled across them recently).
While reading or watching something, he tries to capture those moments when he feels that little tingle of connection âoh gosh, thatâs a bit like that other thing!â.
8. The Pastor and I.T. Professional đ
This pastor and I.T. professional has got it figured out: heâs the only one in my survey who rates his note-taking workflow as âPerfect đ¤Šâ. That kind of success doesnât happen overnight, he spent decades developing his workflow.
He uses both the Bear-app (a Markdown-based notes-app on iPhone, iPad or Mac OS) and a Leuchtturm 1917 journal (on paper :D) as âpoints of entryâ. He then transfers interesting notes to his permanent store and primary workplace and research tool: TiddlyWiki.
9. Me (designer/researcher) đ
I find interesting ideas and thoughts everywhere: in online-articles, books, podcasts, YouTube, tweets, conversations with people and in my own head. I try to âsaveâ these ideas as much as possible, but sadly, my process of keeping track of that is all over the placeâŚ.
I bookmark links in Raindrop, which I subsequently never look at đ Articles I really want to read are kept open in my browser tabs (currently 27 tabs open) or added to Todoist. I keep multiple lists in Google Keep: book-ideas, article ideas, inspiration for 1001ideas-blog, shopping lists, etc. I also use Bear for notes and writing (the article youâre reading started in Bear) and storing interesting articles as full-text with some added conclusions. âProjectsâ that consist of multiple notes or where I work together with others are kept in Notion. Big stories or published-notes are written and stored in iA Writer. I make annotations in my ereader, have an âinspirationâ album in Apple Photos, I keep paper notes, have some (markdown) files hidden in my filesystem⌠and of course a lot of stuff resides in my brain.
Like I said, itâs a big mess.
Some of my notebooks: Big Red Books that my friends call âMy biblesâ because I used to drag them everywhereI donât have a 10th person yet, but Iâm looking for more great note-taking stories. Iâm hoping to find a process that fits for me.
Iâm especially looking for the non-perfect-processes, the ones that are developing in the real world. So please help me learn by answering some questions: https://tally.so/r/mRdVQw
I will be very grateful!
Whatâs next? đ
Iâll be writing a follow up on this article with more stories on note-taking and collecting ideas!
Iâm also compiling a list of software that people use for note-taking, todos and Personal Knowledge Management.