How I Created a Knowledge Management System That Grows With Me

Summary

• Identifying different sources of input is crucial for effective knowledge management, helping to turn raw content into meaningful insights.

• Tools like Logseq, Reminders and Readwise streamline the capture, organization and review of information efficiently in a PKM system.

• Regular reviews of notes and connections in Logseq help adapt the system to evolving needs, ensuring relevance, efficiency and growth.

I struggled to remember what I read and turn ideas into action. But everything changed when I built a personal knowledge management system – one that adapts to learning and evolution.

My sources of input

The foundation of any effective knowledge management system relies heavily 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 to support 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 information is not lost after the initial reading.

Also, YouTube is one of my favorite platforms for consumer content, especially tutorials and long discussions. I often rely on transcripts or timestamps to record the most useful points for later reference.

Although I mainly use social media platforms like TikTok and Instagram for entertainment, they occasionally spark new ideas that are worth noting. These moments of passive inspiration do not dominate my input workflow, but I make sure 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 that I need to capture. Finally, I used it Apple Books to organize and read my books. This app helps me reach my reading goals and highlight key sections.

The next step in creating my personal knowledge management system was to choose the best tools to support my workflow. As a Mac and iPhone user, this was relatively simple, as they come with many integrated, free and intuitive apps that sync seamlessly between devices, making them ideal for capturing and managing information on the go.

Memories 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.

Logseq

How much I like it App Notes, still missing many features I need to organize and connect ideas in my personal knowledge management system. It’s here Logseq it comes as the centerpiece of my personal knowledge management stack.

Logseq is a web-based outliner, and I love its automatic bullet-point structure, which makes it effortless to break down ideas into smaller, more manageable blocks.

Readwise

The next essential tool in my PKM stack is Readwise; a read-it-later app that streamlines how to capture highlights and revisit key insights. I mainly use Readwise to import text highlights from Apple Books to Logseq. However, it also supports several services, including Kindle, Instapaper, Pocket, and more.

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These Personal knowledge management tools help me create an efficient system for the collection, processing, storage and use of information.

My system for capturing and organizing information

A good knowledge management system requires a structured but flexible process for managing information, so I used some parts the method of doing things to capture and organize my activities and information.

The GTD method emphasizes capturing everything and processing it later, freeing up mental space and ensuring that nothing is forgotten.

During the capture phase, I prioritize speed over accuracy. My goal is to write quick summaries, highlight key points, or include links or timestamps to the original material. This coarse capture ensures that you don’t lose valuable insights, even if they’re in the middle of something else.

There are several ways to quickly start a new note in Notes on iPhoneincluding adding the Quick note widget to the Control Center or using Siri for dictation. Also, I used Hot Corners on my Mac to quickly open the Notes app.

I can also record audio notes when typing is too slow or impractical. For tasks and actionable information, we prefer to use Reminders. I have established a Inbox list (folder) where I capture all tasks and ideas before processing.

Once I have captured the information, the next step is to organize it. Here, Logseq plays a central role, as a powerful tool for taking and organizing notes from books and PDFs. Its journal structure and timeline-based timeline make it easy to organize information chronologically and hierarchically.

I regularly review the Quick Notes folder in Notes, where I store my initial captures, which I transfer and organize in Logseq. During this phase, I prefer to rephrase the notes in my own words, which helps me process the information more deeply and makes sure I really understand it.

How to connect information with Logseq

Linking 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 turns a collection of notes into a dynamic and growing knowledge base. This is where Logseq’s two-way linking and visualization features come in handy.

Whenever I link a page with 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 brackets 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 the relationships between the ideas even more, I used the Logseq Markmap pluginwhich converts my outline-style notes into interactive mind maps. This helps me see the structure of my ideas laid out visually. Last but not least, Logseq’s Graphic view it creates a visual representation of all the connections in my notes, showing how pages and ideas relate to each other.

Because I review my PKMS regularly

My intention to build 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 did regular 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 am 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 streamline my system.

Over time, any system can accumulate redundant or outdated information, making it harder to find what’s really 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 your goals. This approach ensures that your system remains an efficient repository of information and a catalyst for growth, creativity and productivity in every area of ​​your life.