Tired of Lost Notes? The Simple System to Organize Everything!

Summary

This video explores how to combat information overload by organizing your digital life with a framework called the 'action-reference system.' The speaker divides information into two categories: actionable tasks (like meetings and to-dos) and reference materials (like PDFs and notes). They discuss tools such as task managers, calendars, and notes apps to streamline productivity, offering a simple yet effective way to manage both personal and professional tasks. By designing a system that suits your needs, you can reduce stress and improve efficiency in a world overloaded with information.

Takeaways

• 😀 Modern life is overwhelming due to constant information overload from messages, notifications, and content consumption.
• 😀 The feeling of not being able to find what you're looking for is common, and it's not your fault — it's a result of trying to manage modern life with an ancient brain.
• 😀 To manage the overload, we turn to digital productivity apps to carry some of the load and organize information.
• 😀 The Action Reference Framework helps separate information into two categories: 'actionable' tasks and 'reference' materials.
• 😀 The 'Action' side deals with things you need to do, like tasks, meetings, and to-dos, while the 'Reference' side contains materials you want to refer to or learn from in the future.
• 😀 The first question when processing new information is whether it's something you need to act on soon or simply reference later.
• 😀 If an action needs to be done at a specific time (like meetings or events), it should go into a calendar app for time management.
• 😀 If an action doesn't require a specific time, it should be stored in a task manager app, like a to-do list, for easy tracking and completion.
• 😀 Reference materials, such as notes, images, or links, can go into a Notes app for easy organization and quick access during work.
• 😀 Larger files, PDFs, or documents that need to maintain their format should go into general file storage like Google Drive for safekeeping.
• 😀 When feeling overwhelmed by information, assess the productivity system you've built and adjust it instead of blaming yourself. A well-designed system can prevent overload.
• 😀 The Perah system, designed to help organize all types of information, crosses all four areas and provides a unified way to manage both actionable and reference content.

Q & A

What is the main challenge of modern life discussed in the video?

The main challenge discussed is information overload, which comes from the constant stream of messages, notifications, documents, and content we consume.

Why do people feel overwhelmed by information in modern life?

People feel overwhelmed because they are trying to manage a 21st-century life with a brain that evolved for a much simpler, Paleolithic world, making it difficult to process all the incoming information efficiently.

What is the 'second brain' as mentioned in the video?

The 'second brain' refers to a digital system for managing information, which helps organize and store data in a way that mimics how our biological brain works.

What are the two hemispheres of the 'second brain'?

The two hemispheres of the second brain are the 'action hemisphere,' which is for tasks and meetings, and the 'reference hemisphere,' which is for information you want to refer to or learn from in the future.

How do you differentiate between actionable and reference information?

Actionable information is something you need to do soon, like tasks or meetings, while reference information is something you might need in the future for learning or reference but doesn’t require immediate action.

What should you do if you receive information that needs to be acted upon immediately?

If the information requires action soon, it should be placed in a task manager or calendar app, depending on whether it needs to happen at a specific time or not.

What types of tasks should go in a calendar app?

Tasks that are time-sensitive, such as meetings, Zoom calls, and events, should go in a calendar app because they have specific times when they need to happen.

What is the function of a task manager app?

A task manager app is used for organizing non-time-sensitive tasks, allowing you to manage to-do lists and actions that don't need to happen at a specific time.

What is the importance of using a Notes app in managing reference information?

A Notes app is useful for storing informal pieces of information like text, images, or links, which are not time-sensitive and need to be easily accessible for future reference or creative work.

How should large files or PDFs be managed in your digital system?

Large files or PDFs should be stored in general file storage systems like Google Drive, as they cannot easily be converted into other formats for quick reference.

What is the role of 'perah' in managing digital productivity?

Perah is a system designed to help organize all types of information, whether they are actionable or reference, across various digital platforms, streamlining the way we store and process information.

What is the advantage of using Google Calendar for managing time-sensitive tasks?

Google Calendar is highly reliable and free, making it an excellent tool for managing time-sensitive tasks like meetings and appointments, especially with the ability to send and receive meeting invites.