Preface
Some time ago, I published several official account articles related to anime, such as " Akira Toriyama and His Dragon Ball " and " The Past and Present of Saint Seiya, Masami Cheta's Persistence, and the Conspiracy of Keito Mitsushiro ", which received a lot of reading and attention. Some people exclaim that I have a wide range of knowledge, but in fact, I love to collect all kinds of strange articles and materials in my daily life. Today, I will talk to you about my journey of knowledge management.
This article will start with the difficulties I encountered in knowledge management and how to build my own knowledge management process, and then discuss in detail the note-taking tools and some note-taking methods and theories in each process of knowledge management, such as the card box note-taking method, P.A.R.A., Feynman learning method, and CODE.
In the era of information explosion, personal information management has become an undeniable challenge. In order to efficiently collect, organize, and digest massive amounts of information, many tools have emerged. From prehistoric systems with built-in memos, Sublime, Word, Vim, Emacs orgmode, to Evernote, Bear, Devonthink, Drafts, Ulysses, as well as many online note management platforms such as Yuque and Feishu, and finally, apps that rely on various efficient note-taking methods such as Roam Research, Obsidian, Flomo, and Craft. There are many more tools that provide different management methods and concepts.
I first started using Evernote for knowledge management and tried using digital tools to manage daily information and notes. However, this was not a one-time solution. As the amount of information grew, traditional note-taking tools such as Evernote and OneNote gradually became inadequate. So, I began to explore more tools, from Bear, Noted, to tools with more structured thinking and knowledge management concepts such as Notion, Roam Research, and Obsidian, trying to build a complete information management system. At the same time, I also introduced tools such as NetNewsWire, Reeder, Readwise, Pocket, and Hypothesis to introduce external materials (such as book annotations and article collections) into my information ecosystem. During this period, I once built a complex knowledge system that included various aspects such as project management, information organization, note review, and reading records. However, despite the increasingly complex and diverse tools, I gradually realized that the tools themselves cannot solve a problem. The problem is how to efficiently digest this massive amount of information and truly transform it into usable knowledge.
During the long process of practice, I found myself gradually falling into the trap of "information hoarding". Whether it is WeChat official account articles, Toutiao articles, or contemplative articles, I have collected a large amount of content, but rarely have time to truly read and digest it. The same situation also occurs in the digestion of video resources. Continuously downloading and collecting, but most of these contents are just lying on the hard drive. From tutorials, e-books to PDF documents, the accumulated materials make me feel doubly stressed, but I cannot easily find a suitable time to open them.
What's worse is that the notes I collected on various platforms, such as RED, Bilibili, and RSS, have become difficult to trace. Whenever I need to search for certain information, I often find myself in a dilemma of not being able to find, see, or use it. Although I know that this information may never be useful again, I still continue to collect it, as if "owning" it can alleviate the anxiety of missing information.
When facing a large amount of hoarded information, I gradually realized that the real problem is not in collecting, but in digesting. The process of collecting information may only take a few seconds, but to truly understand and internalize this information, more time and effort are needed. This phenomenon of "collections are like mountains, and the road to digestion is long" illustrates that the key to information processing is not how much is collected, but how to use this information efficiently.
At first, my way of organizing materials was relatively simple. I divided them into folders according to projects and put all relevant materials, requirements, and outputs in one place. When I encountered similar projects, I would search for information from the old folders. However, as the number of projects increased, the amount of information in the folders also increased, making it increasingly difficult to search. Later, I started using the system's built-in memo to jot down potentially useful information encountered in daily life. However, over time, the amount of information in the memo exploded, making it difficult to manage and retrieve.
With the reduction of project work, I am more involved in maintaining existing projects, and the accumulated information becomes increasingly redundant. Especially through long-term in-depth learning in specific fields, I constantly discover many new and interesting contents, but lack opportunities to practice and apply them, so this information has been deposited in memos. Over time, this information becomes difficult to track and cannot be effectively utilized.
In order to cope with the growing pressure of information, I decided to shift my focus from "collecting information" to "using information". I realized that relying solely on tools is not enough, it is important to establish an efficient system to help me process this information. To this end, I have also developed a
And added the function of data organization. This system allows me to better classify, archive, review, and digest data, and no longer rely on multiple tools to switch workflows.
In parallel, I adjusted the way I manage information. Instead of simply collecting information, I pay more attention to a systematic digestion process. By setting clear goals and plans, I can prioritize the most valuable content for current work or life. Temporarily useless information is archived and stored, and regularly reviewed and cleaned up. This optimization allows me to reduce information anxiety, free myself from the burden of "having a lot of information", and truly achieve efficient use and integration of information resources.
How I use the booklet app for knowledge management
My knowledge management process is divided into two parallel parts: daily collection and project organization.
In my daily knowledge collection, my focus is on quickly and conveniently recording information. Whether it's articles I see, books I read, my own inspirations, or movie insights, I organize them into cards and enter them into my knowledge management tool. I categorize these cards according to different fields, such as Apple technology, computer science, art, life, and current projects. If the collected information is related to my ongoing project, I will label it with some rough tags for future organization. The collection process is very efficient: for articles, I usually only need to paste the URL, and the program will automatically parse the title; for inspiration, I directly enter the content in the text box; books and movies are quickly entered through Douban links. This operation makes the entire input process simple and fast, greatly improving my efficiency in recording knowledge.
Corresponding to daily collection, I will be more careful when organizing projects. This process further classifies and digests the collected cards. I usually start with the tags related to the project, delve into the content of the cards, and refine them. Compared with the daily collection stage, I will set more and more detailed tags for the cards in this stage, and eliminate duplicate or useless information. In addition, the cards that have been digested and applied will be archived for future reference. The archiving will sink to the bottom of the corresponding tag list instead of moving to another place for future review.
Tag management is one of the core elements in my knowledge organization. I manage tags in plain text, which is different from the tag management methods of many other knowledge management applications. The reason for choosing this method is that text tags have great flexibility, especially when there are many tags. I can avoid tags from unrelated fields interfering with my current project organization through simple text editing. When a tag is no longer needed, I can directly delete it from the text and save it in a separate document, and copy it back when needed later. This operation not only simplifies the tag management process, but also ensures the flexibility and operability of the tag system.
The order management of tags also relies on text editing. Although this method is simple, it is extremely efficient, especially when large-scale adjustments to tags are needed. Text editing can be easily completed.
After the knowledge is digested and classified, I will present it in a tree structure in my knowledge manual. This structure clearly shows the hierarchy and interrelationships of knowledge points, enabling me to quickly locate relevant knowledge points in subsequent learning.
There is a "Related Materials Management" button in the upper right corner of each knowledge point in the manual. By clicking this button, I can associate the new card with the current knowledge point. This function not only helps me consolidate my existing knowledge, but also provides conditions for future knowledge regeneration. The new card will be reorganized and integrated into the existing knowledge system at the appropriate time, further improving my knowledge structure. This process forms a continuous knowledge recycling, ensuring the update and expansion of knowledge.
When dealing with and managing personal knowledge, I have encountered a common but troubling problem: many links to materials have expired when I review them. Although I tried to search for these contents again by title, I often found nothing. This made me realize that saving links alone is not enough. Link failure is not an isolated case, it reflects a broader Internet phenomenon - "digital decay". A recent study by the Pew Research Center reveals the seriousness of the disappearance of Internet content. The study shows that 38% of web pages published in 2013 are inaccessible today, ten years later. These invalid links cover multiple important areas, including government websites, news platforms, WikiLingo, and social media, greatly affecting the durability and accessibility of information. It is particularly noteworthy that the failure rate of news websites has reached 23%. These data indicate that even high-traffic and high-importance websites are not immune to this problem. This is not limited to ordinary online content. Even in the world's largest online Lingo book, WikiLingo, 54% of pages have at least one invalid reference link. For users who rely on these cited sources, invalid links greatly reduce the reliability of information and cannot be traced back to the original reference material, which is a serious problem in knowledge dissemination and information verification.
In order to deal with this problem, I tried methods such as directly saving web pages, converting to Markdown, and saving as PDF. The pain point of these methods is that saving and managing them will consume energy. Finally, I implemented one-click saving in the booklet APP, so that the content will be offline and stored locally, and can be viewed even without internet access, avoiding the problem of being unable to access the webpage after the platform to which it belongs is closed. I have achieved peace of mind.
Below, I will explain in detail my understanding of personal knowledge management, introduce various tools and methodologies, and explain how I gradually formed the current personal knowledge management workflow.
I don't know what period you are currently in, but I hope the following content can resonate with you.
What is PKM and why do we need it?
Personal Knowledge Management (PKM) is a hot topic in today's information age. With the explosion of information and the rapid growth of data, how to effectively manage, organize, and utilize this knowledge has become a problem that everyone must face. The core of PKM lies not only in tools or systems, but also in thinking methods and active control of information.
Tools cannot determine output, driving force is the key
The tool itself cannot determine the final output effect. As some people have said, even with just paper and pen, you can still achieve the desired results. The role of tools is to reduce pain and friction costs in the output process, so that you can focus more on core knowledge management tasks. However, what really drives individuals to continue knowledge management is not the tool itself, but the interest and passion deep inside.
For example, a painting enthusiast may wait for hours in the cold wind, just to wait for a beautiful scenery under the sunset; a running enthusiast may unconsciously smile when the wind brushes against their cheeks while running. The internal feedback brought by these experiences is far more effective in motivating people to persist than any external incentives such as clocking in or liking.
The brain is good at thinking, but not good at memorizing
Understanding the function of the brain is key in the process of personal knowledge management. The brain is good at complex thinking and logical reasoning, but not good at memorizing large amounts of information. This is also why establishing an effective Knowledge Base is so important. Knowledge Base is good at storing and memorizing, freeing us from the burden of memorizing trivial information and freeing up more energy for creative thinking.
The goal of PKM is to reduce the burden on the brain, allowing knowledge and information to be quickly and accurately retrieved when needed, rather than relying on memory. By building a systematic Knowledge Base, we can free the brain from the pressure of information storage and focus on thinking and creation.
Common debates in PKM: tags, folders, and backlinks
In the discussion of PKM, the choice of tools and methods is also full of controversy. Topics such as "the battle between tags and folders" and "the value of backlinks" have become commonplace and even entered the academic research field. Some relatively obscure topics, such as "note size and its advantages and disadvantages", are rarely mentioned, with only a few discussions from Zettelkasten users.
In fact, most discussions in the PKM field focus on how to organize and present knowledge. Different ways of organizing knowledge are suitable for different usage scenarios and personal habits. For example, backlinks can enhance the relevance of knowledge, while folder and tag systems are more suitable for people with linear thinking. However, no matter which method is chosen, it is important to find a suitable way of organizing and stick to it.
Information inflation and management challenges: quantity is the biggest challenge
One of the biggest challenges facing PKM is the amount of information. In our daily lives, the phenomenon of information inflation can be seen everywhere. Readers can intuitively feel the rapid growth of information by simply checking the number of official accounts they follow and the number of tweets in the past three months. Although we can streamline management by screening high-quality information sources, information will still gradually accumulate over time, forming a huge Knowledge Base. In modern society, everyone faces a large influx of information every day, and how to filter, store, and ultimately use this information is a huge challenge. A simple example is that if a person who loves reading has a hundred books, they may be able to easily find the location of a book through simple memory. However, when this number expands to ten thousand, it is almost impossible to find the required books in a short period of time without an effective management system.
More knowledge management research can be found in this Github repository Awesome Knowledge Management .
If you want to do a good job, you must first sharpen your tools
Now let's continue to talk about these tools suitable for knowledge management.
Tools
I don't think it's necessary to be bound by the various functions of a tool when using it. A tool may only have one function that is better than others, so just use the best one. Tools can be combined, so it's not a bad idea to learn more about them.
In the prehistoric era, Windows Notepad, Mac Memo, Word, etc. As a developer, I also use development editors such as SublimeText, CotEditor, and Emacs Orgmode to write notes. These software have good support for large files. The emergence of Evernote has brought about a trend of overall note management, and note-taking applications such as Onenote, Youdao Cloud, and Weizhi Note have emerged. The popularity of Markdown format notes has led to the emergence of apps such as Typora, Notable, Ulysses, and Bear. In the end, I chose Bear. I mainly like some of Bear's features, which can be used naturally without special knowledge of Markdown. The folding function supports objects such as various levels of headings, sub-lists, and to-do lists. Image size adjustment and local image storage. Simple and beautiful.
Applications like Feishu, Yuque, Confluence, and Thoughts that put content in the cloud have solved the problem of note synchronization and have become popular. Notion-like applications like Craft, Wolai, and FlowUS have made notes more database-based and have strong customization capabilities. The functions are constantly iterated and enriched, just like a CMS system. This has attracted many users with high customization requirements. Later, whiteboard-like apps such as Wubian Note emerged, completing the evolution from slate, blackboard, whiteboard to digital canvas.
The popularity of note-taking methods has given birth to apps that focus on methodology, such as Roam Research, Obsidian, and Flomo, both of which are cloud-based and local-based.
Below is a look at the combination of tools used in specific scenarios.
When obtaining daily information, I use RSS subscription software and web bookmarks for aggregating information. Hot events are obtained through platforms such as Zhihu, Weibo, and X. For art, I usually discover my favorite works by subscribing and following some accounts. I use Zotero and Calibra to manage some journal literature, MarginNote annotation, and Obsidian to organize notes. I use Apple Books for magazines and books, Keda Comics for comics, and Eagle for image management.
Use Notability or GoodNotes for some meeting notes, Obsidian for research-oriented ones. Anki for knowledge review. MindNode for outline.
In addition, there are also some high-quality apps worth trying.
DEVONthink - official website (buyout system, macOS & iOS) old-fashioned knowledge management software, supporting file storage, file management, note writing and article writing, with AI function.
Heptabase - official website (subscription-based, macOS) is a productivity tool consisting of cards, whiteboards, and text editors, which is easy to organize content and establish relevance.
OmniFocus - official website (buyout/subscription system, macOS & iOS) veteran GTD software, supports breaking down complex tasks, setting task display in different contexts.
Awesome Productivity (Chinese version of Awesome Productivity) is a comprehensive list of various tools classified by category.
Next, I plan to explain in detail the process I use for input, organization, digestion, and output.
Input
Effective information input not only depends on the selection of high-quality information sources, but also requires us to consciously simplify and systematically manage this information. By using appropriate tools, cultivating good habits, and adopting organizing methods such as card writing, we can establish our own knowledge system in the information flood. This not only helps us to handle daily learning with ease, but also lays a solid foundation for our long-term growth.
The 80/20 principle tells us that 80% of results come from 20% of input. This principle not only applies to economics and management, but also extends to learning and knowledge management. When we review accumulated information, what really helps us grow is often a small part of important content. Therefore, when taking notes, we should learn to identify and extract key information, rather than recording everything in detail. Therefore, choosing high-quality information sources and reducing the input of invalid information is an important first step in optimizing information input.
High-quality information sources can not only save time, but also improve the depth and reliability of information. For example, some traditional media such as newspapers and magazines. In addition, books and podcasts are also important sources of information that cannot be ignored. Understanding the source of information and ensuring its authority not only helps to improve the quality of knowledge, but also increases the credibility of information when cited.
Effectively simplify input and enhance thinking depth.
Excessive input often dilutes our attention and makes thinking superficial. Therefore, simplifying input becomes particularly important. We need to consciously control the breadth of information to make room for deep thinking. Reducing the breadth of input can help us concentrate and think deeply. For example, when subscribing to news and academic papers, focus on in-depth research on core topics rather than trying to understand every detail. At the same time, maintaining the "blank space" of thinking is also a key strategy, leaving space for in-depth thinking rather than being overwhelmed by endless information.
Obtain information from different channels.
The input of information is not limited to text or data. Inspiration and ideas sometimes suddenly appear, or come from conversations and observations in daily life; we can also obtain certain timely viewpoints from the information flow of social media.
Podcast resources have gradually become a popular choice for obtaining in-depth information in recent years. Many high-quality Chinese podcast resources provide very diverse perspectives. Below is a compilation of some podcast resources.·
There is also a compilation of some NewsLetter resources:
RSS feeds are also a tool that cannot be ignored. You can discover interesting feeds through RSS Sources and integrate them through tools such as Inoreader for efficient management.
Effective management of information requires the help of tools. I have used multiple tools and combined their advantages to achieve systematic collection and organization. For example: - Cubox and NetNewsWire are my commonly used RSS reading tools, which can help me quickly filter and collect valuable information; - Readwise is used to synchronize and highlight reading notes, and can integrate content from platforms such as WeChat Reading, Calibre, and Apple Books for easy cross-platform management; - Drafts and The Archive are tools for recording and storing inspiration, especially when inspiration suddenly appears, these fragmented ideas can be recorded at any time.
Gathering information is just the first step, absorption and organization are the core of information input. Whether summarizing through writing or reviewing through review, it can help us transform fragmented information into systematic knowledge. For example, the card writing method is an extremely effective way for me. By breaking down the thinking process into small cards, each covering a clear theme or viewpoint, the threshold for thinking is lowered, making writing and summarizing easier. The concept of Atomic Notes is based on this writing method, where each note unit only covers a clear information point, which is independent and concise, making it easy to organize and review in the future.
This method is not only suitable for writing, but also helps us manage our thinking and time. Accumulating a little bit at a time can eventually lead to thousands of words of results. This cumulative method is both efficient and can produce substantial progress. Just like when we swipe a short video, we always think about "watching a few more", but accidentally spend more time than watching a movie. Therefore, small steps of accumulation can bring long-term gains.
In addition to systematic information input, I have also developed some small habits that help maintain efficiency. For example, I drink water every morning when I wake up; I put on headphones and start listening to podcasts when walking; I open the reading app when taking the subway; and the first thing I do at work is to write down the next task. These small habits not only help me maintain good time management, but also make information input natural.
Note-taking method
The way notes are written is crucial for information that needs to be preserved for a long time. A minimalist recording method is to answer only one question: "What is my biggest gain from reading this article?" This method may seem simple, but it actually contains profound insights. By extracting the core points of the article, it can help establish recording habits and require in-depth thinking and summarization of information.
Note-taking methods can be divided into two categories: those that focus on the static structure of notes and those that focus on the dynamic structure of notes. The former mainly focuses on the hierarchy and organization of notes, while the latter emphasizes the connection between notes and the fluidity of thinking. Common static structure note-taking methods include Cornell note-taking method, McKinsey note-taking method, outline note-taking method, bullet note-taking method, and unitary note-taking method. These methods are often characterized by clear hierarchical structure and classification, and are suitable for summarizing, inducing, and organizing knowledge points.
In recent years, with the change of knowledge management needs, more and more people have begun to explore more flexible and dynamic note-taking methods, emphasizing the correlation of ideas and thinking processes. This note-taking method focuses on the correlation between note-taking content, with the construction of a knowledge network as the core. Representative methods include progressive induction and Luhmann's card box note-taking method. Progressive induction advocates gradually enriching note-taking content to ensure that notes continue to evolve and expand over time, while Luhmann's card box note-taking method constructs a highly correlated knowledge network through the connection between cards. Compared with static structured note-taking method, these methods are more in line with the concept of note-taking, that is, constantly promoting thinking deepening and knowledge innovation in the recording process.
Based on this dynamic note-taking method, many knowledge workers are also conducting personalized exploration and developing systems that suit their own needs. For example, Andy Matuschak's Evergreen Notes system emphasizes the long-term value and continuous updating of information, ensuring the freshness of knowledge through continuous review and optimization; while Maggie Appleton's Digital Garden encourages the free growth of thinking and the emergence of creativity through visualization and modularization design.
Now I will introduce these methods in detail.
Card box note-taking method
The Luhmann card box note-taking method, pioneered by German sociologist Niklas Luhmann, is a note-taking methodology aimed at capturing ideas, promoting thinking, and improving writing efficiency. Luhmann has accumulated a large number of academic achievements through this method, publishing 50 monographs and 600 papers. All of this is inseparable from the note-taking system he relies on - the card box note-taking method (Zettelkasten). The Luhmann card box note-taking method is not only a note-taking method, but also a way of thinking. Through the nonlinear correlation between cards, it helps users build their own knowledge network and achieve a leap from knowledge accumulation to creative output. With the development of technology, this methodology has been integrated into modern knowledge management tools and is used by more people. In today's age of information explosion, the Zettelkasten system undoubtedly provides a unique path for those who desire deep thinking and continuous innovation.
The core concept of the Luhmann card box note-taking method.
The core of Luhmann's note-taking method is to establish a network composed of interrelated knowledge cards, known as the "Web of Thoughts". Each card records an independent idea and links different cards together through hypertext links to form a nonlinear knowledge structure. This system not only helps Luhmann clarify his thoughts, but also inspires new creativity, becoming an important tool for him to communicate with himself in the long term.
The Luhmann note-taking method includes the following types of notes:
Flash notes: Any sudden ideas should be recorded immediately, regardless of the form and the recording method, but should be organized within one or two days to avoid forgetting or confusion.
Literature notes: Whether reading books or literature, record the content that you don't want to forget at any time, especially the knowledge points that may be useful for future thinking or writing. Such notes should be summarized in your own language as much as possible, and reference information should be retained for future reference.
Permanent notes: This is based on deep thinking and condensation of flash notes and literature notes. This type of note strives for conciseness and establishes links between cards to facilitate the construction of a systematic knowledge network.
Through the links and accumulation of these notes, Lu Man's card box system can naturally grow and gradually develop complete themes and viewpoints. This organic growth not only expands the knowledge network in scale, but also continuously improves in depth and breadth. This system makes notes no longer isolated, but a knowledge network interwoven with ideas. It demonstrates unique advantages in promoting creative generation, enhancing memory and understanding, and supporting long-term project management.
The card box is the basic tool of the Luhmann note-taking method. This system emphasizes the independence and connectivity of notes, rather than the traditional linear note-taking method. Each note is regarded as an atomic unit of knowledge that can be recombined and called upon at any time. Through these connections, knowledge gradually precipitates and forms themes from bottom to top, helping users to engage in deep thinking and writing.
The elements of the card box system are as follows:
Atomicity: Each note contains only one clear and independent thought. This note structure facilitates the recombination of information and can be flexibly applied to different topics.
High visibility: Through the interconnection between notes, the card box system can quickly reproduce information. Each idea is embedded with rich context, making it easy for users to quickly find relevant information when needed.
Transferability: Each note in the card box note-taking system is not only a simple record of information, but also highly practical and reusable after deep processing. By breaking the "save and discard" dilemma of traditional notes, it provides continuous support for future thinking and writing.
The card box system emphasizes nonlinear correlation, which enables seemingly unrelated ideas to generate new insights and creativity through the connection of notes. Each note exists independently, requiring users to think deeply during the recording and association process. This kind of thinking helps to enhance understanding and memory of information. The card box system is particularly suitable for dealing with projects that require long-term accumulation. Users can continuously supplement and improve their notes over time, ultimately forming a systematic knowledge achievement.
The card box system can automatically adjust its scale and structure when solving specific problems through this organic knowledge growth, gradually presenting a self-consistent ideological system.
The process of using the card box system is as follows:
Create notes: Each note should be concise and contain an independent idea. Assign a unique identifier to each note for easy reference and association.
Establish Association: Connect related notes through links to form a network structure. The way of association can be through identifier references or index cards.
Maintenance and expansion: Regularly review notes, update or delete content that is no longer relevant. Add new notes at any time and look for new connections in the existing knowledge network.
Each note has its own unique structure: - Unique Device Identifier: Provide a unique citation address for each note. - Note Body: A brief and independent record of thoughts. - References: If the note is sourced externally, indicate the source of the citation at the bottom.
Lu Man describes his note-taking process in the book "How to take smart notes".
He first took temporary flash notes, then conducted in-depth thinking based on literature notes, and finally wrote permanent notes. Before writing permanent notes, Lu Man would review existing relevant notes and determine whether new notes or updates to existing content were needed. This process itself is a process of information synthesis and innovation.
The success of the Luman card box note-taking method depends not only on its system itself, but more importantly on long-term persistence and investment in intellectual communication.
With the release of Roam Research, the Luhmann card box note-taking method has once again attracted attention worldwide. Nowadays, many note-taking applications such as Obsidian, Notion, and Logseq have introduced the card box note-taking method and become an important tool in the field of knowledge management. These tools continue and expand Luhmann's network of ideas through bidirectional links and graphical note-taking displays.
Although modern software has made note-taking systems more convenient, Lu Man's achievements still come more from his long-term intellectual investment than from the tool itself. The card box note-taking method provided him with the foundation for continuous intellectual communication, but what really drives all of this is Lu Man's continuous exploration of knowledge and sincere dialogue.
P.A.R.A.
In the book "Building a Second Brain", Tiago Forte proposed an efficient note-taking organization framework - P.A.R.A., which stands for Projects, Areas, Resources, and Archives. The P.A.R.A. framework provides a clear organizational structure for notes, ensuring that we can systematically manage and utilize our knowledge reserves. By categorizing notes into Projects, Areas, Resources, and Archives, we can not only effectively manage current work, but also prepare for future projects. This method allows us to not only focus on the present, but also make more efficient use of note-taking resources in the long term. P.A.R.A. is also a good theoretical basis for guiding me to label.
Projects: Ongoing projects
Projects refer to specific projects or tasks that are currently underway. For example, a course you are studying, a product under development, or even a task that needs to be dealt with at work. Any activity with clear goals and time limits can be classified as a project. They are dynamic, progress can be made at any time, and will also end at a certain point in time. Therefore, organizing notes related to projects can keep us focused on current work goals and avoid confusion.
Areas of long-term concern
Areas, unlike projects, are long-term areas of focus or interest that have no specific endpoint but run through various stages of personal development and life. For example, finance, programming, career planning, business, etc. can all be considered as Areas. There may be multiple projects under each field, but their common feature is long-term existence and no clear time limit. By classifying notes into different fields, we can better track and maintain personal long-term interests and development, ensuring knowledge accumulation and growth in these areas.
Resources: Potential reference materials
Resources refer to reference materials that may be used in the future. They are prepared for long-term projects and areas of interest, have high reference value, but may not be used immediately. For example, although you are not currently engaged in painting-related work, you may realize that this is a field you will work in the future, so you can classify painting-related materials and notes into Resources for quick reference when needed in the future.
The core value of this resource-based note is to lay the foundation for future work and study. Although it may not be immediately available, these knowledge reserves can help you find the information you need more quickly in the future and avoid being overwhelmed by a large amount of irrelevant content.
Archives: Completed Projects
Archives refer to projects that have been completed or are no longer active. Although these notes are no longer the focus of work, their value lies in historical records and references. If a new project in the future needs to draw on previous experience or achievements, we can quickly extract useful information from Archives. Archiving completed projects helps to clearly distinguish current tasks from past achievements and avoid irrelevant content interfering with current work.
There is a core concept in the P.A.R.A. framework: notes should maintain independence and should not be overly dependent on specific projects. That is to say, although notes may originate from a project, they should have cross-project applicability. This independent sexual suggeseness means that each note has the potential to regain its value in different future scenarios, not just limited to current usage scenarios.
The challenge of knowledge lies in its cross-time application. We take notes not only for current needs, but also to pave the way for our future selves. Through careful labeling and classification, we can reserve knowledge for future projects, quickly extract information from past notes, and avoid duplicate work.
The goal of note management is not only to accumulate knowledge, but also to quickly find relevant content when needed. Through the structured management of P.A.R.A., we have added cross-temporal connections to notes. Even if a note cannot be used for current work, it may play an important role in a future project. Thanks to the orderly classification of the P.A.R.A. framework, we can easily find these notes from relevant fields or resources, thereby improving work efficiency and the depth of knowledge processing.
Feynman learning method
The Feynman learning method, also known as the Feynman Technique, originated from the teaching style and learning methods of Nobel laureate in physics Richard Feynman. Feynman is known for his easy-to-understand and easy-to-understand explanatory style, and is hailed as the "great interpreter". The essence of the Feynman learning method lies in simplifying complexity and internalizing output. It is not simply repeating memory, but discovering blind spots in knowledge and making up for these shortcomings through explanation and simplification, ultimately achieving the goal of true mastery. Through this iterative learning method, learners can not only achieve good learning results in the short term, but also build a deeper knowledge foundation in long-term projects. This method is applicable to any field of learning, helping us integrate the knowledge we have learned and truly master its core content.
Feynman was able to achieve significant success in multiple fields, which is inseparable from his unique learning method. Feynman once shared a technique in his learning and thinking: he would keep more than a dozen questions in his mind that he was interested in. Although these questions did not occupy his mind all the time, every time he saw new research results or discoveries, he would actively connect them with the questions he cared about, to see if these new knowledge could provide answers to his existing problems. In addition, he would classify the notes in the learning process into these questions, enriching his knowledge system over time. As time went by, he took more and more notes under his questions, and gradually established connections between different knowledge points, which greatly deepened his understanding of the problems.
The core idea of the Feynman learning method is to promote deep understanding by simplifying and outputting knowledge, avoiding the illusion of "fake learning". Specifically, this method can be divided into the following four steps.
Set goals and start learning: First, clarify the knowledge points or concepts to be learned and write them at the top of the paper. At this time, learners should actively obtain relevant information, learn new knowledge, and record it. The record here is not just mechanical copying, but summarizing and organizing the knowledge through one's own language to ensure that the content can be clearly understood by oneself.
Teaching others: The core of the Feynman learning method is output. In order to test whether they have truly mastered the content they have learned, learners should try to explain the knowledge to others. It is best to choose a subject with less knowledge reserves, such as an elementary school student or someone without relevant field background, and ensure that simple language and easy-to-understand expressions are used when explaining. If the other party can understand and comprehend, it indicates that they have a relatively deep grasp of this part of the knowledge.
When encountering problems, return to learning: During the explanation process, learners may encounter problems that cannot be clearly explained or explained. This usually means that the understanding of this part of the knowledge is not thorough. At this time, it is necessary to return to the first step, re-study this part of the content, find the blind spots in understanding, and make up for the gaps in knowledge until it can be explained smoothly.
Continuous Simplification: Once the explanation is smooth, learners need to further simplify. The goal is to use the simplest language and the most intuitive expression to describe complex concepts. By constantly simplifying and optimizing the expression, learners can not only deepen their understanding of knowledge, but also internalize this knowledge and form their own cognitive framework.
The Feynman Technique is not only applicable to short-term learning projects, but also to long-term and deep learning processes. The specific steps are as follows:
Goal setting: First, determine the learning object and learning goal, clarify the knowledge field you want to master, and enhance concentration by setting goals.
Knowledge Understanding and Classification: During the learning process, classify and structure the learned knowledge, try to compare and screen different knowledge points, and find the correlation and key points among them. This process can help learners establish a more systematic knowledge structure and improve their mastery of learning materials.
Output and Explanation: Feynman emphasized the importance of "output". Here, learners can try to explain complex concepts to someone with a low vocabulary and cognitive level in the simplest language, such as a sixth-grade student. The sixth-grade student is just a symbol, referring to the need for the object of explanation to have basic understanding ability, but not too complex. Explaining knowledge through simplified language helps learners discover whether their mastery of concepts is profound enough.
Review and reflection: During the process of explanation, learners may discover some areas that they did not fully understand. At this time, it is necessary to review and reflect on these issues, further deepen learning, and ensure a thorough understanding of all knowledge points.
Internalize knowledge: The ultimate goal of simplification and reflection is to internalize knowledge and form one's own knowledge system. Internalize is not just about remembering knowledge points, but also being able to apply this knowledge freely and flexibly respond to different situations. Through continuous iteration and optimization, learners can integrate complex concepts into their cognitive framework and achieve a state of deep mastery.
Effective methodology for CODE external brain expansion
The CODE (Capture, Organize, Distill, Express) methodology helps us build an ExoBrain through four steps, transforming massive external information into valuable internal knowledge.
These steps are key tools that help us manage, organize, and apply external information.
Capture The core goal of the capture phase is to collect all information that resonates and inspires. Whether it's articles read, podcasts heard, interesting pictures seen, or daily thoughts, these pieces of information are worth recording and preserving. Through effective capture, we can avoid valuable information loss, establish a rich Knowledge Base, and be ready for further processing at any time.
Organization (Organizer) Once too much information is captured, if it is not organized, it will form a chaotic accumulation of information. The organizational steps are to classify, store, and manage this messy information. The PARA model (Projects, Areas, Resources, Archives) is an important tool in this stage, which classifies information into four categories: projects, areas of responsibility, reference materials, and archives. In this way, the Knowledge Base becomes organized and easy to retrieve and use in the future.
Refining (Distilling) The captured and organized information is not the final form. The goal of the refining stage is to further filter and simplify this information, extract the most valuable parts, and form the core of knowledge. Refining is not just about summarizing, but about finding the most essential content through a deep understanding of the information, so that it can be efficiently used in different application scenarios in the future.
Expression (Express) The true value of knowledge lies not only in being absorbed, but also in being applied. The expression step is the last and crucial step in the entire process. If we only stay in the passive input stage without actively using this knowledge, the work of capturing, organizing, and refining will be in vain. Expression can be achieved through writing, teaching, project practice, and other forms. Only in practical application can knowledge be internalized in the brain and truly transformed into one's own cognitive system.
The core goal of the CODE method is to enhance creativity.
CODE helps us avoid disorderly information input and reduce the pressure of information overload through structured capture and organization. In this way, we can gradually digest and process information in an organized environment, instead of being overwhelmed by useless information. We don't need to remember every detail. CODE allows us to save all valuable resources we come into contact with, such as articles, podcasts, books, etc., and can quickly retrieve this information when needed. This not only saves our brain's memory capacity, but also improves the efficiency of information acquisition. By organizing and refining, we can quickly find content that we have read, learned, or thought about before. This makes the repurpose of information more efficient, without wasting time on endless searching and repetitive sorting. The logical structure of CODE not only makes information storage more efficient, but also supports our creative work. Because we spend more time connecting and diverging ideas, rather than organizing and searching for information, this provides more space for innovation. Through continuous practice in the expression process, these external information will gradually internalize and form our unique insights. This process is also an important embodiment of the "reinforcement learning through teaching" emphasized in the Feynman technique.
Organize notes by mesh and tree
How to effectively organize and categorize note content has always been an important topic. Different tools provide different solutions, from traditional folder structures to more flexible tag and link connection methods, each with its own advantages and applicable scenarios.
Currently, there are mainly three ways to connect notes:
Folder connection: Place notes into predefined folders through a tree structure, suitable for managing hierarchical content.
Tag connection: By adding tags to notes, relevant content is classified. Tools such as Bear and Obsidian rely on this method to organize notes.
Link connection: Establish direct connections between notes through bidirectional links. This connection method is particularly common in mesh structures, and tools such as Roam Research provide strong support for this.
Traditional note management tools mostly rely on folder systems to organize notes according to preset categories and levels. However, this "tree structure" often appears too rigid when facing dynamic and uncertain content. Many users fall into the dilemma of having to spend a lot of time thinking about how to classify information in the "right" position when using such tools in the early stages, and this preset classification standard often becomes unapplicable as their knowledge increases. Just like "improvising card music, tears flow when organizing later, and the heart is anxious when organizing, like being in a fire." Structuring too early may make later organization difficult and inefficient.
Tools represented by Roam Research have eliminated the traditional folder system, allowing users to create notes directly and establish connections between notes through "links" without worrying about how to classify them in the early stages of recording. This mesh structure design allows users to efficiently record ideas even when uncertain classification criteria. Over time, the connections and structures between notes naturally emerge. This flexibility greatly improves the efficiency of knowledge accumulation, especially when dealing with fragmented information.
Tools such as The Archive also follow a similar philosophy, advocating for replacing traditional folder classification by establishing mutual connections between notes. Bear has completely abandoned the folder system and instead relies on tags to organize content.
Although the network structure is suitable for storing scattered and non-linear thinking fragments, such as ideas generated when reading papers or articles, the tree structure still plays an important role in systematic learning of certain disciplines, such as notes generated when learning a programming language or reading a book. The tree structure provides a clearer hierarchy and logical order, which can help users classify knowledge by topic or subject. This structure is particularly suitable for knowledge management that requires linear logic, such as tutorials, course notes, or research projects.
By combining network structure and tree structure, users can choose the appropriate organization method according to the characteristics of the content. Fragmented knowledge can form a flexible network through links or tags, while systematic knowledge can form a hierarchical tree structure through folders or directories.
Craft and Obsidian still maintain the folder system to help users organize content in a traditional way. Craft even supports exporting entire folders and storing attachments separately in corresponding folders for offline access.
Maintaining sub-directories and indexes is an effective strategy to achieve balance between mesh and tree structures. Users can establish directories from bottom to top, continuously update them as the number of notes increases, and ensure the logic and organization of the content. At the same time, by organizing note links under the same topic, a thematic index can be established for efficient later reference. Through this method, the mesh structure and tree structure can be organically combined to help users retain flexible note structures while ensuring systematic management of content.
Digestion
Collection is the starting point of information management, but many people mistake it for the end point. We are accustomed to hoarding information, but rarely truly digest and utilize it. For example, when we see food, we don't just take pictures to collect it, but choose to eat it. However, when it comes to information, we often hoard it instead of internalizing it as knowledge. Such behavior is like drawing cakes to satisfy hunger, which ultimately only brings anxiety and useless burden.
Modern people increasingly rely on fast information consumption, such as short videos, podcast commentary, etc., trying to process more content in a limited time. However, this method does not truly improve the effective processing of information, but instead brings more confusion and anxiety. A large amount of information flows quickly, making us feel empty and dissatisfied. Rapid acquisition of information does not mean accumulation of knowledge. The human brain has a forgetting mechanism, and only through understanding and repetition can information be truly transformed into knowledge. Trying to quickly clean up information through tools and methodologies will only exacerbate inner anxiety. The real solution lies in deep learning and reflection, rather than pursuing breadth and quantity. Only by deeply thinking and identifying real needs can we break through the information backlog. The process of thinking takes time, whether it's a week, a month, or even a year, it's all worth it. Once you figure it out, not only can you solve the problem of information hoarding, but you can also release the psychological burden and bring relaxation and clarity to your body and mind.
The real challenge is not writing down ideas or taking notes, but how to think effectively. Thinking is an ability that needs to be exercised by controlling the form and content of thinking. The human brain has a filtering mechanism that automatically ignores information that contradicts our existing concepts. This selective filtering is a limitation of the brain, but it also hinders the expansion of cognition. Therefore, truly effective knowledge management is not just about collecting information, but internalizing new cognition through thinking.
Psychologist Kotler proposed that the cognitive system of the brain can be divided into three major networks.
Central Executive Network: Focusing on the current task helps lock in the focus of thinking and guides our attention like a spotlight.
Default Mode Network: responsible for divergent thinking and the source of creativity. This network allows us to randomly generate ideas and connect scattered concepts together.
Salience Network: Monitor and evaluate various ideas to determine which ones are worth further consideration. A powerful Salience Network can help discover inspirations that others have not noticed.
The collaborative work of these networks determines our creativity and the quality of our thinking.
French sociologist Bruno Latour pointed out that "believing or using a fact without questioning will strengthen its rationality." This is consistent with the view of psychologist Daniel Kahneman: the human brain equates familiarity with rationality, and repeated views are more easily recognized by the brain. Businesses use this characteristic for advertising and marketing, and we can better internalize knowledge by repeatedly quoting and consolidating memory.
In the 1950s, Professor Bloom of the University of Chicago proposed the classification theory of educational goals, which divides the cognitive process of knowledge into six levels: memory, understanding, application, analysis, evaluation, and creation. The ultimate goal of learning is to achieve the highest level of "creation", that is, to generate new ideas and patterns by reorganizing existing knowledge.
The concept of the second brain can be understood as an external storage system that helps reduce the burden on the brain. The brain is like the CPU of a computer, while the second brain is similar to memory and hard drive. It stores content that we do not need to process temporarily, allowing the first brain to focus on current tasks. Effective use of the second brain can enable us to manage knowledge more efficiently and enhance the depth and breadth of thinking.
Effective memory strategies, such as Spaced Repetition, can significantly improve memory effectiveness. Based on the concept of the Ebbinghaus forgetting curve, using tools such as SuperMemo and Anki for progressive reading can help effectively absorb and transform information.
The location memory method (also known as the memory palace method) is an ancient and effective memory technique. By associating the memory object with a specific spatial location, the memory effect can be greatly improved. This method can be traced back to ancient Greece and is now widely used in various learning and knowledge management scenarios.
Output
In our daily learning, the fundamental purpose of taking notes is to improve productivity. As an extremely important form of output, writing must follow a clear and structured process. This process is not limited to the creation of words, but also includes how to transform inspiration from life and thinking from reading into final results.
Writing is a methodical job that can usually be divided into six key steps.
Inspiration Capture: Collect writing inspiration from daily life anytime, anywhere. This is the source of writing, inspiration often comes from our observation of the surrounding environment, thinking about problems, and even some fleeting thoughts.
Reading and internalizing: By reading other people's works, acquiring knowledge and transforming it into one's own permanent notes. These notes are not simply recording original information, but the product of one's own thinking and understanding.
Collision of ideas: Combining newly acquired knowledge with existing cognition to generate new ideas during the thinking process. This collision of ideas helps to form new themes or unique perspectives.
Topic selection and planning: Select feasible themes from numerous inspirations, and based on the outline of the theme, integrate usable materials and information.
Drafting the first draft: When starting to write, allow inspiration to appear and adjust the original outline at any time during the process. This is where the flexibility of creation lies. Writing is a dynamic process, and the production of the first draft is often accompanied by modifications and enrichment of the original ideas.
Proofreading and getting the manuscript ready: Examine the work from the perspective of readers and critics, correct typos, adjust sentences that are not smooth, and correct and supplement unreasonable parts, ultimately forming get the manuscript ready.
Pre-writing: From concept to first draft.
Writing is not just about the moment of writing, its preparation work - pre-writing, is also crucial. Donald M. Murray proposed in his book "Write before Writing" that pre-writing is the process of thinking accumulation before formal writing. Although this preparation work is often overlooked, it actually occupies a lot of time and energy for writers. The thinking during the pre-writing stage can occur in the mind or be recorded in various manuscripts and notes, which lays the foundation for formal writing.
Common pre-writing strategies include:
Brainstorming: Quickly list possible writing topics or ideas.
Outlining: Framing the overall structure of the article.
Focused free-writing: writing down ideas related to the topic in an informal manner.
Journaling: Providing material for future writing by recording daily insights.
Mind map (clustering/mapping): Presents topics and related content in the form of charts, making it easy to organize logic.
5W1H analysis method: Analyze the theme through "who, what, when, where, why, how".
These pre-writing strategies help writers turn scattered inspiration and notes into coherent writing ideas, and they are the bridge from ideas to first drafts.
Rewriting: The process of carving a work.
Writing is not just a one-time output, rewriting is an indispensable part of it. Michelangelo once described the process of carving the statue of David as "removing excess stones", and the rewriting process of writing is the same. Rewriting means modifying, optimizing, and refining the content based on the existing draft. This is a process from rough to fine, and through continuous polishing, the final product meets expectations.
There is no fixed pattern for writing, and different writing methods are suitable for different creative needs. For example:
Snowflake Writing Method: Start with a simple concept and gradually expand and refine it.
Track writing method: Separate different content modules and merge them into a whole.
Cell Writing Method: Split the article into several independent cells, and then organize these cells into the article.
Nine Blocks Writing Method: List different topics or ideas in the form of charts, and find the most promising part to start writing.
Card writing method: Use cards to record inspiration and notes, and form new writing ideas through combination and rearrangement.
Progressive Writing: Gradually improve the article, from the first draft to getting the manuscript ready, layer by layer.
No matter which writing method is used, the most important concept is to "write in the present": write immediately, write anytime, and write more. Through this continuous output, inspiration can truly be transformed into words, accumulated into knowledge, and ultimately achieve valuable output.
Modern technology provides a variety of powerful tools to assist in writing and organizing ideas. Common ones include:
Workflowy: This is a tool for listing and organizing ideas, supporting bidirectional linking and mirroring functions, which is very suitable for dealing with inspiration and ideation stages.
OmniOutliner: A stable and powerful outline editing software, especially suitable for building work-related files or complex document structures.
iA Writer & Ulysses: These two word processors are suitable for writing complex project files. Due to its perfect support for Markdown format, typewriter scrolling, and focus mode, iA Writer has become the preferred tool for many writers.
PDF Expert: A powerful PDF processing software that supports reading, annotation, highlighting, and file processing functions, suitable for processing documents and reference materials during the writing process.
Especially the stability, openness, and support for Markdown format of iA Writer make it stand out among many candidates. By directly creating a writing folder in the Obsidian library path and opening it in iA Writer, it is easy to achieve unity in writing and file management.
Workflow oriented towards the ultimate goal
Due to different goals for each person, the required workflow patterns will also vary. Students, researchers, and professionals have different goals, so their workflow systems have completely different requirements for note-taking and information management.
Students aim for exams, emphasizing the construction of memory systems and conceptual structures. They pay more attention to how to organize information into categories for efficient memory in a short period of time. Researchers aim to publish papers, with a focus on literature citation and viewpoint interaction, ensuring innovation and advancing academic discussions based on existing theoretical frameworks. Professionals aim to advance work progress, emphasizing effective promotion of thinking and project actions in the decision-making process. They need to quickly transform information into executable project plans.
In the field of knowledge management, new concepts and tools are constantly being created, such as Evergreen Note-taking, PARA system, card note-taking method, dual-chain system, MOC, etc. However, the truly effective solution is not blindly following these technical terms, but independently thinking about one's own needs at a higher level and creating a stable and reliable personal workflow.
Note-taking methods and tools are both auxiliary tools that add icing on the cake. What really matters is our inner driving force for our goals, that is, our recognition of our own incentives and passions. This is the core driving force that no external tool can provide. Because of this, many people resonate with the uselessness of tools: when a person has a clear and firm inner goal, no matter what tool or method they use, they will find a way to achieve their goal. For me, it is only after clarifying my future Career Development goals that I truly create my own targeted work methods. This is the meaning of independence.
Therefore, when you are confused and unsure whether tools or methods are helpful to you, you might as well stop and ask yourself: What do I really want to do? Once you clarify this question, the choice of tools and methods will become extremely clear. They will naturally revolve around your goals and help you achieve optimal results at all stages. Luhmann's card note-taking method is a typical example. In his system, card notes serve as an intermediate layer between projects and raw materials. Without specific projects as goals, the notebook itself is meaningless. Notes only play their value when they are related to real-world problems and goals.