10 Habits of Highly Effective Note Takers

Effective note-takers have 10 essential habits that enables them to unlock the value of their knowledge.

that enables them to unlock the value of their knowledge.

Note-takers typically fall into one of two categories:

People Who Collect Notes take lots of notes but struggle to turn that knowledge into actionable insights. While they often capture information and jot down ideas, their notes frequently go underutilized, leading to missed opportunities for applying what they’ve learned.

In contrast, People Who Use Their Notes actively convert knowledge into action. They do many of the same things as the ones who collect noets. However, what sets them apart is six additional habits: organizing notes intuitively, reviewing notes frequently, sharing insights with others, utilizing notes for project management, integrating insights into daily work, and seeking continuous improvement.

Mastering these habits enables them to connect ideas more easily, generate innovative insights, manage projects efficiently, and ultimately turn their accumulated knowledge into actionable results.

So, let’s talk about how you can develop the additional six habits that will transform your intellectual capital into one of your most valuable assets — your second brain.

It’s really not just the endless acquisition of these information assets; it’s what singular, unforgettable experiences and outcomes come out of them. -Tiago Forte

As Tiago Forte said to me during our interview on the Unmistakable Creative Podcast, “It’s really not just the endless acquisition of these information assets; it’s what singular, unforgettable experiences and outcomes come out of them.” By embracing these habits, you can unlock the true potential of your knowledge and create impactful results.

1. Capture Notes Regularly

Almost nobody has a shortage of ideas, insights, and knowledge. But because they lack the discipline to capture that knowledge, they fail to make use of it. It goes without saying that you have to capture knowledge to capitalize on it.

If you talk to any prolific and successful writer, creator, or entrepreneur, you’ll discover they have built a central repository of knowledge assets that includes everything from book notes to meeting notes because they understand that information is the building block of everything we do.

Effective note-takers don’t just capture knowledge; they are deliberate about it. They use simple guidelines to ensure they capture information that matters — focusing on what inspires, excites, and is useful. This approach helps them organize their notes for easy retrieval later while avoiding unnecessary clutter.

Discernment Criteria

Effective note-takers are selective in their capture criteria. They know collecting information isn’t just about gathering facts; it’s about preparing for future ideas and projects.

Integrating New Notes with Existing Knowledge

Effective note-takers also recognize the importance of connecting new information to what they already know. By linking new notes to existing ones, they create a network of knowledge that enhances understanding and recall. This approach enriches their repository and amplifies the impact of their insights, turning isolated pieces of information into a cohesive and powerful resource.

Capture the What’s Valuable Ignore Everything Else

In every book, meeting, conference, or course, the value of content is not evenly distributed.

If you read non-fiction books, you’ll see what I refer to as the non-fiction book turkey sandwich:

• The author’s idea or insight
• Supporting evidence
• Key takeaways

That’s the meat. But engaging anecdotes weave through this content like bread and condiments in a sandwich — adding flavor and making it digestible. Capture the meat and embrace a no-carb version of your digital diet.

2. Write Down Ideas as They Occur

Effective note-takers don’t just capture knowledge from external sources; they use those sources to generate their own ideas because new ideas are the offspring of idea sex. Ideas only become concrete when you write things down, regardless of whether they sound batshit crazy, half-baked, or are nothing more than passing thoughts that could be worth exploring.

In the midst of writing this, I thought it might be interesting to explore the concept of an app for a self-generating to-do list. Unlike capturing external knowledge, criteria for idea capture should be flexible and minimal. Regardless of its potential, when you write an idea down, you reap the benefits of externalization.

Externalizing knowledge helps uncover hidden connections and prevents the waste of cognitive capacity. It compensates for the brain’s limits, enabling new directions for your insights.

If you want to create an environment that encourages idea capture and spontaneous insight without immediate action, organize your knowledge in a network. By organizing knowledge in a network, you’re able to capture ideas as they occur. Because none of your notes exist in isolation in a network of knowledge, idea capture can be more like a game of Mad Libs — where the end of a sentence or phrase could become an idea for another note.

You can develop ideas when you’re ready. Often, you capture an idea and have no idea what sparked it. But with links between notes, you’re able to retrace the line of thought that sparked an idea.

3. Record Important Information from Readings

Many people mindlessly highlight and underline passages while reading or capture content verbatim in lectures, acting more like transcriptionists than high-capacity thinkers.

Effective note-takers understand that recording information requires active engagement during reading. This means distilling key ideas and actively processing the material instead of just copying it down.

Active engagement involves:

Distillation: Simplifying notes to their essence enhances their utility and makes them easier to discover later. For instance, notes saved in apps like Readwise can become overwhelming if they’re just a wall of text.

You can distill your notes through two effective methods:

• Progressive Summarization: This technique involves refining your notes through multiple layers of emphasis, such as bolding key passages and highlighting crucial sections. This layered approach allows you to access important insights quickly.
• Smart Notes: This method emphasizes transforming information into your own words and connecting it to existing knowledge. By creating a network of interconnected notes, you facilitate deeper understanding and long-term retention.

Combining progressive summarization with smart notes leads to exponential increases in the utility of your knowledge. This synergy encourages both depth and breadth in understanding, making it easier to generate new insights and connections.

Remember, information becomes knowledge when it is contextualized, connected, and expanded upon.

4. Take Notes During Meetings or Lectures

The biggest mistake most people make when capturing meeting or lecture notes is capturing too much. The key is listen, filter, and capture only what’s truly important.

Lecture Notes

Taking notes during lectures isn’t just about transcribing everything verbatim. While capturing detailed information might seem beneficial, it often prevents you from understanding the key points.

Typing vs. Writing: Using a computer can lead to more content being recorded, but it might reduce your focus on the underlying meaning. In contrast, writing notes by hand forces you to process and prioritize information since you can’t write as quickly as the lecturer speaks. This encourages deeper understanding of the material.

Meeting Notes

Meetings can often feel like a necessary evil for knowledge workers. While it might sound hyperbolic, nearly 90% of the information communicated in a meeting could have been shared via email.

If someone wants a meeting, see if they will do a call instead. If they want to call, see if they will email instead. If they want to email, see if they will text instead. And you probably should ignore most text messages — unless they’re true emergencies.” — Naval Ravikant, How to Get Rich Without Getting Luck

That said, meetings are sometimes unavoidable. To make the most of them, follow this simple rule from Scott Belsky: Meetings that don’t lead to decisions or actions are unnecessary.

In other words, the only notes that truly matter in a meeting are the action items that result from it.

The 6 Habits that Transform Collectors into Highly Effective Note Takers

Imagine your note-taking habits as the superpowers of Superman. In Superman 3, we see two sides of him: the good and the evil. Both possess the same powers, just like effective note-taking habits.

• The Note Collector: This is akin to Evil Superman — collecting information without purpose, leading to chaos and clutter. It’s all about gathering notes but not leveraging them effectively.
• The Proactive Note-Taker: On the flip side, Good Superman uses his powers for good. This is where the aspirational habits come into play.

These habits elevate your basic note-taking skills to extraordinary levels. They help you transform raw information into meaningful insights and impactful outcomes.

Just as Good Superman ultimately prevails, these aspirational habits enable you to rise above mere information collection and actively use what you’ve captured. While the foundational habits provide you with the raw power, it’s these additional habits that allow you to wield that power effectively, creating unforgettable experiences and results.

Elevate Your Note-Taking to New Heights:

Transform the way you capture and utilize information with our proven strategies in a free 5-day video series. Learn how to turn your notes into actionable insights, enhancing your productivity and creativity. Discover how to build a centralized system for active engagement and continuous improvement, unlocking your knowledge’s full potential. Click Here

5. Organize Notes Intuitively

The way you organize your knowledge directly impacts your ability to use it effectively. Highly effective note-takers don’t get bogged down by complex organizational systems. Instead, they cultivate their knowledge like a garden, where the primary purpose of organizing notes intuitively is to maximize the utility of information. This means being able to find exactly what you need when you need it and converting knowledge into action.

The Complexity Paradox

Many people try to reduce complexity by organizing information in folders and tagging their notes by topic, similar to planting in rigid rows. However, this often creates more problems than it solves. As the number of notes increases, these systems can collapse under their own weight, much like an overgrown garden. The more cognitive effort required for organizing, the less energy you have for actually using that information.

To overcome this complexity, consider these strategies:

• Separate Capture and Organize: Treat capturing ideas and organizing them as two distinct steps. According to Tiago Forte, the moment you capture an idea is not the best time to decide its ultimate purpose. Focus on getting your thoughts down first.
• Organize for Action: Act on behalf of your future self by organizing your notes based on current projects. This ensures that when you refer back to your notes, they are directly applicable to what you’re working on now.
• Context-Based Tagging: Instead of tagging by topic, use context-based tags that relate to specific projects or responsibilities. This simplifies organization and makes retrieval much easier. For example, a tag like “#10habits-note-taking” ensures all relevant notes are accessible for a specific purpose.

The simpler your system for organizing your notes, the more useful they will be.

The Intuitive Power of Networked Knowledge

The most effective way to organize knowledge intuitively is within a network — this approach is largely self-organizing. Just as thoughts in your brain are interconnected, none of your notes exist in isolation within a network of knowledge. This makes it much easier to retrieve information quickly and combine knowledge building blocks to form new ideas.

Organizing information in a network makes your knowledge base a constantly renewing resource. Unlike linear systems, where sharing content drains your initial set of ideas, a networked approach treats each note or idea as a building block. This allows for ongoing reuse and mixing of insights.

Imagine having every note you could possibly need at your fingertips — this gives you the ability to create at the speed of thought.

For example, I had the idea for this article while working on something else related. I initially thought it would take me a day to write each section and planned to tackle two sections on Monday. By the time I finished writing this section, I realized I had already completed more than half of the article because I had my notes ready — all written in my own words and easily rearranged to fit the narrative.

This approach mirrors the natural interconnectedness of our thoughts, creating a fluid system that enhances both creativity and productivity. By organizing your knowledge in a network, you create an environment where ideas can spontaneously connect and evolve — much like interactions within a thriving ecosystem.

6. Review Notes Frequently

The goal of reviewing your notes isn’t just to regurgitate what you’ve learned or passively scan it; it’s about applying that knowledge across various contexts and projects.

Strategies for Effective Review

• Integrate Review into Your Routine: Highly effective note-takers make review a regular habit. Techniques like Smart Notes encourage you to reconstruct key insights from memory. This practice not only strengthens your retention but also enhances your ability to retrieve information when needed.
• Use Spaced Repetition: This method involves revisiting your notes at increasing intervals, giving the information “time to bake.” By allowing time between reviews, you’re more likely to retain knowledge in the long term.
• Active Engagement: When reviewing, focus on how you can apply what you’ve learned. Ask yourself how these insights can inform your current projects or decisions — this primes your brain for practical application.

By regularly reviewing your notes and actively engaging with the material, you’ll ensure that your knowledge remains fresh and ready for use, ultimately enhancing your productivity and problem-solving abilities.

7. Share Insights with Others

However, for highly effective note-takers, the value of sharing insights extends far beyond personal expression. It offers several key benefits:

• Solidify Your Understanding: Teaching others is one of the best ways to test your own understanding. When you explain concepts, you reinforce your knowledge and gain clarity.
• Build on Ideas: Sharing insights allows you to connect what you’ve learned with the knowledge of others. This collaborative environment fosters convergent thinking, leading to new perspectives and innovative ideas that might not have surfaced otherwise.
• Validate Your Thoughts: Discussing your ideas helps clarify your thinking and provides an opportunity to validate your insights. This feedback can enhance your understanding and confidence in your knowledge.

By sharing your knowledge with others, it becomes more durable and easier to recall when needed most.

How to Share Insights

Many people hesitate to share their insights because they think “I’m not a content creator.” This belief can be limiting; everyone has unique experiences worth sharing. Here are some accessible ways to share your insights:

• Publish Your Content: Use platforms like blogs or YouTube channels to share your ideas and solutions with others.
• Collaborate with Peers: Engage in discussions with colleagues or friends. Sharing perspectives can lead to deeper understanding and enrich everyone’s knowledge base.
• Join Online Communities: Participate in forums or social media groups related to your interests. This connects you with like-minded individuals and broadens your audience.

Recognizing that your voice matters can inspire you to contribute meaningfully to the conversations that shape your field.

8. Use Notes for Project Management

Effectively applying captured knowledge in project management requires a structured approach to organizing and integrating your notes into your workflow.

Organize Notes as Actionable Knowledge: Start by categorizing your notes into three main areas, a method popularized by Scott Belsky in his book Making Ideas Happen

• Action Steps: Specific tasks needed to complete projects.
• References: Essential information that supports those tasks.
• Backburner Items: Ideas and resources for potential future use.

Seamless Integration into Project Workflows: Use systems like Mem or Notion that allow you to link and organize notes within a project framework. These tools gather all relevant resources in one place, creating a cohesive network of information that supports your project tasks.

Enhance Efficiency through Structured Organization: By linking project notes in a web of related ideas, you simplify choosing and arranging useful information. This approach, known which Tiago Forte refers to as an “archipelago of ideas” helps you clearly plan and execute projects.

Leverage Project Management Tools: Employ platforms like Trello or Asana alongside your notes to manage tasks effectively. These tools help you track progress, set deadlines, and ensure that your captured knowledge actively contributes to project advancement.

By viewing your notes as knowledge building blocks for your project, you enhance your ability to manage tasks effectively while driving projects forward with well-organized, actionable insights.

9. Integrate Insights into Daily Work

Highly effective note-takers integrate insights from their notes into their daily work, while digital hoarders often get stuck in the “knowing-doing gap.” They might have the knowledge, but struggle to convert it into action and make abstract concepts concrete.

Ask Questions

Integrating insights comes down to a surprisingly simple yet often overlooked principle: the power of questions. By asking yourself how you might apply an insight, you prime your brain to identify where it can be useful.

AI-Assisted Integration

One of the most powerful ways to incorporate your notes into daily work is through AI assistance. For example, Laura Mae Martin, Google’s chief productivity officer and author of Uptime: A Practical Guide to Personal Productivity and Well-Being, shared a concept called the “list funnel” for managing tasks.

You can use AI to help with this by sharing the concept, listing your projects and tools, and asking how to organize your to-do list using the list funnel.

While the list funnel is straightforward, insights from social science books like Made to Stick can often be groundbreaking in theory but challenging to implement in practice. This is where AI-assisted integration shines. I frequently use AI to apply principles from Made to Stick to my newsletter subject lines and landing page copy. It can generate variations in seconds, score them, rank them, and provide helpful suggestions.

Integrating insights from your captured knowledge boosts outcomes in several ways: you achieve higher productivity, improve work quality, and generate innovative ideas.

10. Continuous Improvement

Becoming an effective note-taker is not just about forming a habit; it’s about developing a skill. Like any skill, it improves with practice as you consistently apply the principles outlined above.

It’s important to view these principles not as a rigid formula but as a flexible framework that you can adapt to fit your personal life, work, and current projects.

Interestingly, by adopting the six habits that transform you from merely collecting notes to actively using them, you might find yourself taking fewer notes. However, those notes will be significantly more valuable, empowering you to transform knowledge into actionable insights.

As Sonke Ahrens highlights in his book How to Take Smart Notes, the reason note-taking “often goes unnoticed is that we don’t receive immediate negative feedback if we do it poorly. In other words, we only realize how ineffective our notes are when we try to use them.

While the strategies outlined above might seem overwhelming at first, they become manageable with the power of consistency. By taking just 3 to 4 high-quality notes each day, the value of your collective knowledge grows exponentially over time. This practice enables you to produce higher quality work more efficiently while maintaining a natural pace.

Unlock the Potential of Your Notes and Knowledge

Transform the way you capture and utilize information by building a second brain in Mem. Join our free 5-day video series to learn how to transform your notes into a dynamic, centralized system that fosters active engagement and continuous improvement. Enhance your productivity and creativity by unlocking the full potential of your knowledge. Click Here.

Originally Published on The Unmistakable Creative Blog