Modern technology can easily overwhelm you with information,
but it also provides helpful tools for consuming that information effectively. Personal Knowledge Management (PKM) apps help you capture, organize, and create valuable ideas.
The database you develop can act as a “second brain,” improving how you work, digest media, and, ultimately, how you make sense of yourself and the world.
Here are some possible uses for your PKM system:
– Saving important passages from books, podcasts, videos, conversations, etc.
– Keeping track of tasks, goals, or any kind of routine.
– Managing large projects, breaking them down into parts, and organizing research.
– All things journaling/writing: reflecting on your day, planning for tomorrow, expressing gratitude, giving your thoughts the attention they deserve.
– Maintaining lists of books and other media you want to consume.
– Reviewing and synthesizing your notes regularly.
Here are a few videos about the theory and management of a PKM system:
Ali Abdaal – The Second Brain: A Life-Changing Productivity System
Ali Abdaal – How to Organise your Life: Building a Second Brain
It’s easy to spend too much time researching PKM apps. No app will be “perfect”; each has trade-offs. Some people use a combination of software to suit their particular needs. You can always switch apps later if you’re unsatisfied.
Remember that a PKM app is a tool you should enjoy using to help you think and create better. Don’t just collect the thoughts of others without expressing your own. Don’t get bogged down in features you don’t need or overwhelmed by the depth of the app. Take it slowly and enjoy the learning process.
From my own research, I recommend either Obsidian or Notion.
Both have a free version that can do just about anything you’ll want to do. Both are easy to get into yet have considerable depth, enabling greater efficiency and functionality. Both have great tutorials and online communities.
Here are some of the major differences:
Obsidian
Pros:
– Your files are saved locally, which allows offline access, improves privacy, and makes searching within the app fast.
– It has a simple, minimalist aesthetic.
– Features can be added easily by downloading free plugins in-app.
– The app loads fast and doesn’t require sign-up or login.
– Designed more for knowledge management, linking notes to maximize creative connections.
Cons:
– Syncing local files to mobile or other devices requires using either the paid Obsidian Sync add-on or third-party apps.
Notion
Pros:
– Your files are saved in the cloud, which makes syncing across devices easier.
– It has a more customizable aesthetic, with emojis, color schemes, and header images.
– Includes more standard features that don’t require manual download.
– Designed more for all-inclusive life and work management. Better for managing shared projects with a team.
Cons:
– No offline access (as files are saved in the cloud).
– It takes longer to load and search within the app.
If the pros and cons haven’t swayed you one way or the other, or you simply don’t want to bother with a lengthy comparison, I would just choose Obsidian and get started with it.
(Note that these apps are updated constantly and the following videos may differ slightly from the current software version. However, the following (and many other) YouTube channels are usually good about making updated content for the latest version.)
The following intro tutorials will help you get a feel for working in the apps:
Linking Your Thinking – Obsidian for Beginners: Start HERE
Teacher’s Tech – Getting Started with Notion – Beginners Tutorial
Once you’ve chosen an app, here are some tutorials to get you going:
For Obsidian:
Linking Your Thinking – Obsidian for Beginners Playlist
A Better Computer – Getting Started with Obsidian
Danny Hatcher – Obsidian for beginners: Building a second brain from scratch
Nicole van der Hoeven – How to get started with Obsidian in 2022 – from scratch!
FromSergio – Mastering Obsidian Playlist
For Notion:
Thomas Frank Explains – Notion Fundamentals Playlist
Better Creating – Get Organised In Notion Fast! My Quick-Start Guide 2025
Get yourself a journal, also.
Though digital tools have their advantages, your knowledge management system should allow you to unplug. Besides the freedom a physical notebook affords, writing on actual paper has unique benefits for learning and planning. There’s also a charm to putting pen to paper, especially when you have tools you enjoy (and pleasant handwriting).
Building a relationship with these tools can help you make a lasting place for learning in your life. Whether you’re mastering your customized knowledge management software, or packing your well-worn journal for a trip into nature, these resources can make learning more personal and meaningful.
Footnotes: