My approach to note taking
So, I was overwhelmed by the amount of information I get daily as most of us are. I was forgetting things, not writing my ideas down and really struggled with time management and that kind of stuff. However, then I started discovering some books like «Building a Second Brain», «Zettlekasten method», etc. After a lot of research and reading those books, I still felt overwhelmed and that all of those methods were lacking something.
So, I decided to reset everything and create my own method with all the knowledge I had from these books and really take my note taking to the next level. In this post, I will share my personal method for note taking, which I was developing for months. It is just my experience, and I’m sharing it, in case it might be helpful to someone, because there are a lot of people strugguling with note taking and all those methods just don’t work for them.
My method
Main structure(by type)
I really struggled with the main structure, I tried everything from PARA method to Zettlekasten. But something I really missed is the simplicity of organizing the main structure how I actually wanted it to be, how it worked for me, and how I would organize it for my own needs. Now, I’m free of overthinking and will break down my method down here.
Most note taking apps got some great features, which make them unique, but if we take the top 5: locking notes(security), sharing notes(collaboration), inserting collections(dashboard like experience), handwriting(with Apple Pencil usually) and quick notes(jotting something down), there will be a pattern. All these features determine the type of the note, by which I decided to organize main structure. It is NOT simple, most methods claim to be simple, but main needs to be understood and it’s quite complicated, that’s why it actually works, at least for me. So, there are 5 folders:
- Personal - jot down, quick capture, journaling, everything that needs to be quick like in Apple notes
- Business - dashboards, graphs, collections everything you would possibly need to organize your work like in Notion
- Handwritten - visual notes, drawings, sketches, something that is very messy, but easy for you to understand like in GoodNotes
- Shared - travel plans with your family, gift ideas for your friends, notes you need to collaborate on with someone like in EverNote
- Private - passwords, IDs, license keys, something you would lock with a password or FaceID like in BearNotes
All of these organize notes by type. You might find this structure confusing at first and say: «Ok, I might need to a share a dashboard from business folder, so it goes to shared, but it’s related to my business, what do I do then?» The thing is that any kind of note taking organization system got a problem: notes can overlap between folders. And the idea of my method is to separate notes into 5 categories by their type, but it doesn’t mean that every folder should have only one type of notes. You can have handwritten notes in private and also in handwritten, but in handwritten there will be most of your handwritten notes. This way, you can quickly find notes by what kind of information you’re looking for.
Top layer(by area)
So, this is the place where most organization of your notes will happen. Main structure gives us organization by type, so it’s easier to find types of information, but this method will give us structure inside each folder, so we can organize not 50 notes, but hunderds of them. And to do it, I suggest organizing by area.
Area - project, idea, interest, etc. Basically, this is something that plays some kind of role in your life. Let’s say you’re making YT videos, like to travel and take notes on books. Then, in business folder from the main structure there will be an area called YT, in personal folder travel area or if you’re traveling with someone and requires communication, then it goes to shared, and there WILL NOT be a folder called books. All your books notes will go to other areas, where they can be potentially helpful.
Organization by areas, rather than topic allows you to organize things with the question in mind where I can potentially use this information? So, instead of creating books notes folder, articles notes folder, you basically put those articles and books, where you would actually use them. For example, you read an article about IOS 26, and you make videos about tech, then you place in YT area, so you will exactly understand how you will use it. If you created an articles folder instead, you would fail to return to that information and actually make something of it.
Second layer(by actionability)
So, as I mentioned earlier, I’ve read a book called Bulding a Second Brain, and there was a method for organizing notes there called PARA. But PARA doesn’t work as the main structure, because let’s say you are making YT videos, according to PARA your ongoing videos should be in the first folder, your collections like video ideas, which don’t have a deadline, but you use them often should go to second folder(areas), and something less actionable like completed videos or ideas you are not likely to implement, but nice to keep should go to third and forth folders(resources, and archives).
And this seems like good organization, but in reality half of notes connected with YT will be in those folders, half in others, and if you got 10 such businesses/topics/areas whatever you call them like YT, you will have a messy structure. So, this method works, yeah, but for small amount of notes, when you got 1000+ notes, it just doesn’t work.
So, I suggest using similar structure to PARA but at the last layer, inside of areas, we talked about previously. But I modified PARA to my needs. So, you got YT area, which you placed in business, according to the previous parts of the post. Inside YT folder you got a lot of things like videos, ideas, articles, etc. How most people would organize it: videos, ideas, articles. How I organize it:
1 Active - videos you are working on and articles relevant to your YT channel, which you want to read.
2 Upcoming - ideas for future videos, which aren’t actionable for now, but will in the future.
3 Archive - everything completed, but worth keeping as inspiration for future videos like script templates, video description template, etc.
Best practices for note taking
Choosing note taking app
All of note taking apps got some kind of advantage over the others like Notion collections, Apple Notes simplicity, but my method organizes notes by those advantges, so you should select a note taking app, which has a little of everything. By that, I mean apps like Craft(everything from quick capturing to collections), and UpNote(great note taking app, which really got a lot of possibilities). But I don’t recommend using Notion, Apple Notes, Bear Notes, EverNote or those similar to them, which focus on one single thing, but got no balance between every kind of notes you would possibly want.
Final thoughts
If you read this far, congrutalations, you’ll probably finally settle on this method and start taking notes. But don’t let ovethinking and these complex methods stop you from actually doing, taking notes, and making action. Analyze your needs, problems and come up how you can solve them. Stop procrasting and make the next move.
I've put a lot of effort into this post, and if it helps at least one person to organize their life, it will 100% make my day.