Navigating My Knowledge Management System: Six Months In
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Chapter 1: Understanding Knowledge Management Systems
Six months ago, I embarked on my journey to establish a Knowledge Management System (KMS). What transformations have occurred since then?
A Quick Overview of KMS
A KMS is designed to gather and organize information, making retrieval and access straightforward. It transcends mere notetaking; it's about curating your notes into a personal library that aids you in achieving your best self.
My Previous KMS Framework
Previously, I encountered difficulties using a single application for my KMS, which led me to utilize several tools concurrently:
- Dynalist for brain dumps, general to-do lists, and waiting-for items.
- Workflowy as my workspace for clarifying information, serving as a project and journal container.
- Google Calendar for scheduling tasks and events.
- Obsidian for reference management.
- Notion for tracking purposes.
However, utilizing multiple tools came with challenges:
- Workflowy became cluttered as my projects expanded uncontrollably, making it hard to concentrate on any particular task.
- I lost faith in Dynalist, as I struggled to categorize the information I was accumulating, resulting in a chaotic brain dump.
- Over time, my Google Calendar became overloaded with events, making manual adjustments cumbersome whenever delays occurred.
- I often found myself in analysis paralysis, relying solely on Notion to maintain structured data.
How I Revamped My KMS
During a recent house move, I took the opportunity to reorganize my KMS alongside sorting my physical belongings. The first step was to dismantle and rebuild my KMS.
The new iteration still employs the same tools but with clearer, optimized functions:
Dynalist
Dynalist excels at providing a snapshot of content. I now use it for my brain dumps, general to-dos (non-scheduled), waiting-for lists, and quick references such as shopping lists and account details.
Workflowy
In Workflowy, I've divided my projects into two categories: Active Projects (limited to eight at a time) and Someday Projects. The latter has been migrated to Obsidian for better focus and organization. I've also pruned unrelated content while leaving my journals unchanged.
Obsidian
Previously stagnant, my Obsidian repository has seen revitalization since migrating Someday Projects. Regular reviews have become easier, and I've found it an excellent storage space for discrete ideas—like fleeting thoughts—that can later connect to form new concepts.
Google Calendar
I've shifted away from using my calendar for tasks. Now, I employ Google Tasks for managing scheduled activities, maintaining a clear distinction between events and tasks while utilizing the same calendar for visibility.
Notion
Recent enhancements to Notion have made it more exciting, particularly with new features like charts and calendar integration. I've revamped my trackers to manage my blogging schedule and data effectively. The introduction of database views means I can track both blog content and its metadata more efficiently.
Why I Avoid a One-App Solution
While my system may seem complex due to the various applications I employ for different functions, each tool offers unique strengths that a single app cannot replicate. The beauty of a personalized KMS lies in its flexibility; if one app suits your needs, that's great. However, confining yourself to one structure may limit your creativity.
For instance, I prefer using Obsidian as my reference repository because of its ease in linking notes, a feature that is less intuitive in Notion. Should I discover overlapping features among my tools, I’ll optimize accordingly.
Moreover, I've gained extensive knowledge about the capabilities of my applications over time. Just six months ago, I was unfamiliar with using Relation and Rollup columns in Notion databases, but now, I incorporate them regularly.
Don't hesitate to dismantle and rebuild your KMS as needed. Your system's structure can evolve as you gain insight from its use.
Chapter 2: Expanding Your Knowledge Management Practices
This video discusses the common misconceptions surrounding personal knowledge management and highlights its potential pitfalls.
In this video, learn how to compound knowledge effectively in just 15 minutes a day using the Obsidian app.