How to take notes (effectively) and capture ideas: Cal Newport
big ideas from Cal Newport, author of Deep Work
We all know that note taking is important - not just for productivity, but also to capture better ideas
But here is the truth. Most of us SUCK at note taking. You start with a notebook or an app and move on to other apps - with no trace of notes.
Deep Work author, Cal Newport shares the art of note-taking, offering practical advice for knowledge workers and students. He shares different types of note-taking systems, discusses the importance of aligning incentives when seeking productivity advice, and provides insights on balancing multiple interests while maintaining focus on core life fundamentals.
We need some separation for note-taking to keep up with the complexity of modern life.
Cal Newport’s Note-taking process
There are three components to note-taking, as recommended by Cal Newport
Working Memory Extender
Obligation Tracker
Idea Capture System
Working Memory Extender
A working memory extender is a crucial tool for knowledge workers, serving as a temporary storage system for information that exceeds the brain's immediate capacity. This can be a simple text file on your desktop (Cal has named his file WorkingMemory.txt), updated throughout the day.
Recording information on a durable written medium... anywhere you're collecting information in a written medium that's durable. Then you have it outside of your head so you can reference it later.
It allows you to jot down quick notes during meetings, capture action items from emails, and keep track of immediate tasks. The key is to regularly process and clear this file, transferring information to more permanent systems like calendars or obligation trackers.
By using a working memory extender, you can effectively manage more information than your brain can hold, improving your productivity and reducing mental clutter.
Obligation Tracker
An obligation tracker is an essential component of any effective note-taking system. It serves as a centralized repository for all your commitments, tasks, and related information.
Unlike the working memory extender, the obligation tracker is a more permanent system that you interact with daily. It should be organized in a way that allows for easy categorization and access to information.
For example, you might use a tool like Trello, with separate boards for different roles in your life, columns for types of obligations, and individual cards for each task. The key is to have all relevant information for each obligation in one place, ensuring nothing falls through the cracks.
Don't mix all this stuff together don't have a moleskin somewhere in which you're trying to keep your tasks next to your vision for living on a cabin in 20 years next to a grocery list you want to remember when you go to the store. We need some separation for note taking to keep up with the complexity of modern life.
Idea Capture System
The idea capture system is what most people traditionally associate with note-taking. This system is designed for recording broader concepts, reflections, and long-term plans.
It's where you might journal your thoughts, brainstorm ideas for projects, or capture interesting information from articles or books. The refresh rate for this system is much slower than the working memory extender or obligation tracker – you might only review these notes thoroughly every few months.
The format can vary based on personal preference, from digital notebooks to physical journals. The key is to have a designated place for capturing and storing these broader ideas and reflections.
Quantitative Approach to Time Management
When trying to balance multiple interests or hobbies alongside work and essential life habits, it's crucial to take a quantitative approach to time management. Start by blocking out time in your calendar for each activity you want to pursue.
This might include scheduling gardening for weekday mornings or alternating guitar practice and drawing sessions before dinner.
Once you've created this schedule, test it out for a period of time to see if it feels sustainable.
If it's too crowded or stressful, be willing to adjust.
Remember, the goal is to engage in meaningful pursuits outside of work, not to cram as many activities as possible into your schedule.
Seasonal Pursuits and Flexible Goal-Setting
If you find that all your desired activities don't fit comfortably into your weekly schedule, consider adopting a seasonal approach to your hobbies. For example, you might focus more on gardening in the spring, guitar in the winter, and drawing in the fall.
Alternatively, you could adjust your expectations and slow down your progress in each area.
Instead of aiming for rapid mastery, allow yourself to progress more slowly, dedicating less time to each pursuit but maintaining consistency over a longer period.
This approach can help you balance multiple interests without feeling overwhelmed or sacrificing the quality of your engagement with each activity.