Preface#
In the digital age, managing personal information and ideas has become increasingly important. Creating a personalized digital second brain has become key to enhancing work efficiency and creativity. I will introduce how to design and build your own second brain, from concept to practice.
Less talk, let's show the results first.
Previous articles: Building a Second Brain
As a freelance designer, I have accumulated a vast amount of project materials and resources over the years, along with learning notes. I increasingly feel that designers face enormous information management challenges in the digital age.
I firmly believe that the enhancement of professional competence often comes from outside the profession. As designers from different fields, everyone has a unique workflow and aesthetic orientation. If you are also a designer, I hope my experiences and lessons will be helpful to you. If you are in another profession, I believe it can also inspire you. It may help you choose elegant tools that suit you or help you find new paths in designing your own workflow.
Evolution of Concepts#
Since I first wrote about the second brain last year, my understanding of its concept has gone through three stages (perspectives): tools, systems, and mindsets. Now, I realize that it is not just a tool, but a systematic approach that ultimately evolves into a mindset, constantly interacting with our first brain.
Tools#
Initially, I only used Evernote, which was a standard case of "hamster syndrome" in its late stages. I stuffed everything I saw into it without any categorization, essentially just copying and pasting. The whole process was filled with the illusory satisfaction of "collecting is learning." Looking back now, the most useful feature of Evernote for me was just its multi-platform synchronization. However, the meager monthly limit on synchronization data and the bloated, slow client gradually made me lose interest in it.
Then, attracted by the unlimited synchronization, I fell into Microsoft's OneNote, but soon found the mobile experience very unfriendly, and the UI on the PC side quickly led to aesthetic fatigue. I withdrew.
Later, I switched to Notion, drawn in by its free unlimited capacity, elegant interface, and flexible yet reasonable layout. When I was ready to import all the content from Evernote into Notion, I ironically discovered how trivial the content I had mindlessly copied was, much of it being images of artworks introduced by art bloggers on Weibo.
Tools, or software, are essentially digital platforms used to manage and organize information. I focused on selecting the right tools, learning how to use them, and trying to organize my notes, documents, and ideas into an orderly structure. However, as I delved deeper into using the second brain, I began to realize that it was far more than that.
Systems#
In the second stage, I began to view the second brain as a system, a systematic approach to processing and managing complex information. I no longer limited myself to simply collecting and storing information, but instead thought about how to build a more complete and organic knowledge system. I set out to redesign the structure of my second brain, creating richer categories and tagging systems to better reflect the relationships and connections between different pieces of information.
At this stage, I tried more software tools, ultimately narrowing it down to Notion, Obsidian, flomo, Apple Notes, and Apple Reminders. I abandoned my previous obsession with an all-in-one solution, leaving specialized tasks to specialized tools.
Mindsets#
Now, over time, the data and information from various tools have slowly undergone subtle changes. I gradually realized that the true value of the second brain lies not only in the information it contains and the networks it grows, but also in the mindset it represents.
Then I entered the third stage, gradually refining the methodology based on the patterns summarized by predecessors to better suit my workflow. At this stage, the second brain has become a thinking tool used to organize, diverge, associate, and generate creative frameworks. It is no longer just a simple digital note-taking system and knowledge management tool; it is closely integrated with work and learning, even directly used to solve problems, make plans, and discover new ideas.
Design Approach#
As a designer, it is natural to assume that designing a second brain is like placing an order for oneself. The first step is to clarify goals and needs.
Clarifying Goals and Needs#
You need to define the goals you want to achieve and the needs you want to satisfy with your second brain, which could be knowledge management, creative thinking, project planning, etc. Of course, it can also be all-in-one.
After I streamlined all workflows in my work and life, the final core process that remained was very simple: reading, editing, outputting.
It's just that the type of data subject to operation varies under different tasks. For example, recording ideas, mind mapping, routine meetings, and writing involve text; drawing and designing involve models, images, and occasionally audio. The commonly used files on my computer are essentially just a few categories; I generally only frequently operate on other project files and software tools in scenarios involving recycling and learning skills. Purely work-related items are managed with another set of methods, so let's return to knowledge management.
Based on my needs, the overall design framework for adopting the second brain is: CODE, which stands for Capture, Organize, Distill, Express. (Originating from Tiago Forte's "Building a Second Brain") I also casually noted down the tools I decided to use at each stage.
My drawing hand isn't very neat, please forgive me.
This record was made last year and differs somewhat from the current situation; it was just a casual note at the time, and the thought process was not yet mature.
Choosing the Right Tools#
Choosing the right tools is crucial, as they affect the efficiency, quality, and experience of the entire process. Before selecting, it's important to understand the design philosophy, functions, applicable scenarios, and aesthetics (a designer's occupational hazard) of different tools.
The tools I currently use are: Notion, Obsidian, flomo, and Apple Notes.
Below, I will introduce each according to the overall design framework.
Capture#
The first step is to capture information, which falls into two main categories: what I see and what I think.
Valuable information I see generally comes from books, audio-visual media, the internet, social media, RSS, newsletters, and news media. This order is also arranged according to the average quality of the information types.
Aside from books, I generally use Notion's clipping plugin to collect other information in this stage, which is stored in the Inbox page of Notion, managed with a unified database, without special categorization, only recording whether it has been revisited. Overall, it serves as a "read later" function. However, its main function is to record work projects, which I won't elaborate on here.
I believe books are the most valuable information that requires dedicated time. I don't mind the format, whether it's an e-book or a physical book, as both have their benefits. I will directly record both original excerpts and my thoughts after reading in Obsidian. Additionally, Obsidian also serves the purpose of daily recording, allowing me to clearly feel my progress towards my goals.
Valuable information I think of mostly comes from the real world. I generally record it in flomo and Apple Notes. Flomo's lightweight and cross-platform synchronization features are much better than those of Notion and Obsidian, making it more suitable for the domestic internet environment. Apple Notes is more convenient for me to record without internet access (such as on planes and trains) or to use the Apple Pencil for casual writing and drawing.
As a side note, when it comes to information intake, algorithms and information cocoons inevitably come up. I am not entirely opposed to algorithms; everything has two sides, and being too much or too little is not ideal.
Organize#
When it comes to the classification and management stage, I not only need to consider the content characteristics of work and personal knowledge management but also optimize based on the characteristics of each tool.
At this stage, I use the classic P.A.R.A framework, which includes:
Project: Short-term activities being undertaken in work or life, with clear purposes and timeframes.
Area: Long-term commitments that, when done well, benefit others, and for which one is responsible. While specific goals are not set, each area must have standards for persistence.
Resource: Information with potential reference value, which can include topics of interest, research subjects, reference information, and personal hobbies.
Archive: The above three types of information are in a dormant state, which can include completed or canceled projects, areas no longer engaged with, and marginalized resources.
After understanding P.A.R.A, I categorized each of its categories into the workflow of a designer, as shown in the image below. The archived part is not considered in this stage because I use my own NAS, which has a unique management mechanism that suits me better.
For example, Notion is not only capable of synchronizing information at any time but is also better at collaboration and sharing. It is most suitable for managing commercial cooperation projects and brand operations. Flomo is primarily used for recording fragmented thoughts and real-world information, making it more personalized. Therefore, it is categorized as personal projects, skill enhancement, and hobbies. Apple Notes is more private and completely unrelated to work, so it is used to record life projects and hobbies.
Distill#
Next comes the stage of extracting and refining information. Notion is used for project reviews, recycling project assets, summarizing patterns in workflows, reducing and avoiding repetitive workloads to enhance efficiency. Obsidian is responsible for personal project management, deeply integrating the knowledge structure related to my profession, and establishing an increasingly complete knowledge structure network. The greatest benefit of this approach is that new knowledge can be integrated more quickly.
I also placed the task advancement system here, using Apple's built-in Reminders. On one hand, it can synchronize across platforms, and on the other hand, it can interact with calendar applications. After extracting information, any project can be broken down into individual executable tasks.
Express#
After the previous processes, the valuable discoveries and thoughts I believe in are organized and summarized, and presented in an easily understandable way for various outputs.
At this stage, the main outputs include articles, video scripts, and project introductions, which I use Obsidian for, as it focuses more on local data management. Additionally, using Git for synchronization and backup is also suitable.
For publicly published blog articles, technical tutorials, behind-the-scenes production, and artwork, I use Notion. These contents are primarily meant for sharing, and with Notion's beautiful interface, flexible layout, and relatively comfortable reading experience, it is more suitable. However, compared to its flashy appearance, the overall core structure design is more important.
Establishing Structure#
Next, establishing structure is key. In fact, it is about viewing the second brain as a thinking tool. The structure designed with this thinking tool can help me better organize and manage my content, and it is more flexible, not limited by any specific tool. I firmly believe: solid data, fluid programs.
From the overall structure diagram, it is easy to see that the structure I designed for myself follows a vertical C.O.D.E and a horizontal P.A.R.A.
C.O.D.E vertically spans the entire process of the second brain from input to output, while P.A.R.A horizontally spans the classification forms within each tool, used to categorize and manage the smallest units of information. These are independent of the tools used; even if I replace Obsidian with Windows Notepad, Word, or Visual Studio Code, it doesn't matter.
Personalized Custom Tools#
Personalized customization is, of course, necessary. You can also customize your tools according to your preferences and workflow. Here are a few examples for reference:
Notion#
In Notion, I use two custom databases to manage published articles and works, and then use Super to build a personal website, which, although not the main site, serves more as a backup function.
Obsidian#
The personalization in Obsidian is achieved through a variety of rich plugins, with the most significant being Git, Calendar, Projects, and Weread. Git is self-explanatory; Calendar is mainly used for daily records, Projects is for managing personal projects that do not require sharing, and Weread is used to synchronize highlighted paragraphs from WeChat Reading.
Organizing Existing Information#
After designing a complete structure, the next step is to organize the existing information, which includes my current notes, documents, e-book highlights, images, etc.
I believe this step only requires achieving two basic points: maintaining consistency and continuously recording, with agile iteration.
Maintaining Consistency#
Maintaining consistency is key to establishing an effective second brain. Consistency in the entire structure and usage process involves using similar naming conventions, tags, and classification methods.
In many projects I have undertaken, regardless of their scale, a consistent file directory structure and file naming method play a crucial role in project advancement and team collaboration. This requires a long time to cultivate good habits; do not overlook these details just because a project is small. As the number of projects gradually increases, if this step is not done well, whether in organizing archives or recycling reusable resources, you will face a pile of chaotic data with no way to start.
When you can maintain this consistency across various tools, even on your computer's hard drive, you will gradually realize the benefits of doing so:
- Improved Efficiency and Predictability: Maintaining consistency helps establish clear workflows and standardized operating methods. When all information and operations are managed and executed according to a unified standard, work efficiency can be improved, and confusion and errors can be reduced. Additionally, consistency makes workflows more predictable, enhancing the stability and controllability of work.
- Enhanced Professional Image and Brand Recognition: This can be considered an added benefit. Consistency helps shape the professional image and brand recognition of individuals or teams. When information and works present a unified style, language, and visual effect, they leave a deeper impression and enhance the brand value and influence of individuals or teams. Consistency can also enhance users' trust and loyalty to the brand, promoting the long-term development and success of the brand.
- Improved User Experience and Satisfaction: This point pertains to the content you will output, if any. Consistency can enhance the quality and readability of the output content, making it easier for readers to understand your content.
Continuous and Agile Iteration#
Finally, perseverance is the ultimate secret to building a second brain. As long as you continuously record and iterate your second brain, regardless of your workflow, you will naturally begin to think about how to improve this system, rather than jumping back and forth between various note-taking software.
Consistently investing time and energy means continuously updating and maintaining the second brain. This includes adding new information, adjusting structures and layouts, cleaning up outdated or useless content, etc. A continuous improvement attitude means constantly seeking opportunities for enhancement and improvement, often looking for ways to optimize the second brain based on external feedback, market changes, technological advancements, etc. Through constant reflection and adjustment, this system can remain agile and up-to-date, better adapting to your needs and changes in the environment.
Conclusion#
In this article, I shared how, as a designer, I continuously evolved and improved this system while building my second brain.
- Evolution of Concepts: The shift in understanding the second brain from a tool to a system and then to a mindset.
- Design Approach: A detailed demonstration of how I designed a knowledge management mindset tailored to my work and life based on the excellent ideas of predecessors.
- Personalized Custom Tools: I provided examples from Notion and Obsidian; although it may be a glimpse into a larger picture, I am continuously striving to improve, discovering better tools and methods of use, and will naturally share what I find valuable with you.
- Organizing Existing Information: The best time to do something is now; doing something that benefits you for a lifetime requires a firm belief to remain consistent, continuously iterate, and be agile. In fact, this principle applies to everything.
In addition to the above, there are many other topics I believe are worth sharing. I will stop here for now. If you are also a designer, do not waste this skill. If you are not a designer, I am also glad that my experiences can help you.
The article was first published on: CGARTLAB, welcome to subscribe for free via email.