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I used to struggle with remembering what I read and turning ideas into action. But that all changed when I built a personal knowledge management system–one that adapts as I learn and evolve.
My Input Sources
The foundation of any effective knowledge management system heavily relies on your input sources—the type of content you consume and where it comes from. Identifying my input sources was crucial because it helped me choose the best tools for supporting my system, turning raw information into meaningful output.
I spend a lot of time reading articles online and capturing key takeaways from these articles is a priority. It ensures that valuable insights aren’t lost after the initial read.
In addition, YouTube is one of my favorite platforms for consuming content, especially tutorials and long-form discussions. I often rely on transcripts or timestamps to record the most useful points for later reference.
Although I primarily use social media platforms like TikTok and Instagram for entertainment, they occasionally spark new ideas worth noting. These moments of passive inspiration don’t dominate my input workflow, but I ensure that any significant insights or creative sparks from these platforms are recorded for future exploration.
My daily Microsoft Teams meetings are a rich source of information and action items, including morning scrums and brainstorming sessions that generate ideas and tasks I need to capture. Lastly, I useApple Books for organizing and reading my books. This app helps me reach my reading goals and highlight key sections.
My Personal Knowledge Management Tools
The next step in creating my personal knowledge management system was choosing the best tools for supporting my workflow. As a Mac and iPhone user, this was relatively straightforward, as they come with several built-in, free, and intuitive apps that seamlessly sync across devices, making them ideal for capturing and managing information on the go.
Reminders and Notes
Reminders and Notes are two of the most underrated apps in the Apple ecosystem and are the entry points for my system. Since I always have my iPhone, I use these apps to capture notes, ideas, and tasks quickly. I use Notes whenever I need to jot down a quick idea, and I use Reminders for actionable information.
As much as I love theNotes app, it still lacks several featuresI need for organizing and connecting ideas in my personal knowledge management system. That’s whereLogseqcomes in as the centerpiece of my personal knowledge management stack.
Logseq is a networked outliner, and I love its automatic bullet-point structure, which makes it effortless to break down ideas into smaller, manageable blocks.
The next essential tool in my PKM stack isReadwise; a read-it-later app that streamlines how I capture highlights and revisit key insights. I primarily use Readwise to import text highlights from Apple Books to Logseq. However, it also supports various services, including Kindle, Instapaper, Pocket, and more.
Thesepersonal knowledge management toolshelp me create an efficient system for collecting, processing, storing, and using the information.
My System for Capturing and Organizing Information
A good knowledge management system requires a structured yet flexible process for managing information, which is why I use some parts ofthe getting things done methodfor capturing and organizing my tasks and information.
The GTD method emphasizes capturing everything and processing it later, freeing up mental space while ensuring nothing is forgotten.
During the capture phase, I prioritize speed over accuracy. My goal is to jot down quick summaries, highlight key points, or include links or timestamps to the original material. This rough capture ensures I don’t lose valuable insights, even if I’m in the middle of something else.
There areseveral ways to quickly start a new note in Notes on iPhone, including adding theQuick Notewidget to the Control Center or using Siri for dictation. In addition, I useHot Corners on my Macto quickly open the Notes app.
I can also record audio notes when typing feels too slow or impractical. For tasks and actionable information, I prefer using Reminders. I’ve set up anInbox List(folder) where I capture all tasks and ideas before processing them.
Once I’ve captured information, the next step is organizing it. Here, Logseq plays a central role, as it’s apowerful tool for taking and organizing notes from books and PDFs. Its timeline-based journal and outliner structure make it easy to organize information chronologically and hierarchically.
I regularly review the Quick Notes folder in Notes, where I’ve stored my initial captures, which I transfer and organize in Logseq. During this phase, I prefer rephrasing notes in my own words, which helps me process the information more deeply and ensures I’ve truly understood it.
How I Connect Information Using Logseq
Connecting information is an important part of an effective personal knowledge management system. After collecting and organizing information, creating meaningful connections between these ideas is what transforms a collection of notes into a dynamic and growing knowledge base. This is where Logseq’s bi-directional linking and visualization features come in handy.
Whenever I link a page using double brackets for example, [[Page Name]], Logseq automatically creates a two-way connection between that page and the current one. This allows me to easily navigate between related information and see how different concepts are interconnected.
In addition to linking pages, I can also use Logseq to reference individual blocks of text using double parentheses for example, ((Block Description)). This granular approach ensures that I can connect specific pieces of information across different notes, creating a web of interrelated ideas that is easy to navigate and retrieve.
To visualize relationships between ideas even further, I use the LogseqMarkmap plugin, which converts my outline-style notes into interactive mind maps. This helps me to see the structure of my ideas laid out visually. Last but not least, Logseq’sGraph Viewcreates a visual representation of all the connections in my notes, showing how pages and ideas relate to one another.
Why I Review My PKMS Regularly
My intention in building a personal knowledge management system was to create something that could grow with me, adapting to my evolving needs and goals. To achieve this, I’ve maderegular reviews an essential part of my workflow. These reviews ensure that my system remains effective, relevant, and aligned with my priorities.
For example, if I’m focusing on a new professional project, I may need to adjust my input sources or reorganize my notes to prioritize information relevant to that project. Regular reviews also help me streamline my system.
Over time, any system can accumulate redundant or outdated information, making it harder to find what’s truly useful. By revisiting my notes, I can declutter my knowledge base, archive old projects, and refine workflows to ensure everything remains intuitive and efficient.
Building a personal knowledge management system that grows with you is about creating an adaptable process that supports your needs and goals. This approach ensures your system remains an efficient repository of information and a catalyst for growth, creativity, and productivity in every area of your life.
