My Best Tips for Structuring Capacities- Objects, Collections and Tags

Summary

In this video, Beth shares practical tips on structuring your PKM system using capacities, focusing on the principle of the lowest viable number of object types. She advises consolidating related media (books, films, podcasts) into a single object type to reduce confusion and simplify maintenance. Beth also emphasizes the importance of collections for organizing content within object types, and the judicious use of tags to unite content across different areas of your system. The video is perfect for anyone looking to streamline their note-taking and personal knowledge management with clear, actionable steps.

Takeaways

• 😀 Keep the number of object types (content types) in your Capacities system to a minimum to reduce friction and simplify your workflow.
• 😀 Use collections within object types instead of creating separate object types for related categories (e.g., combine books, films, and podcasts into one 'media' object type).
• 😀 Tags should only be used to unite content from different object types when absolutely necessary, not for organizing similar content.
• 😀 Avoid duplicating work by using collections for subgroups of an object type, like grouping 'French presidents' within a collection, instead of creating a new tag or object type.
• 😀 Start with a simple input-process-output structure: Inputs are data or media (e.g., books, films); Processing is what you've learned from them; Outputs are your assignments or projects.
• 😀 Iteration is key. Begin with a broad setup and refine as you go. Merge content types when you find they track similar data.
• 😀 Focus on reducing setup and maintenance by limiting properties to only the essentials, avoiding clutter in your system.
• 😀 Use properties like multi-selects to track information that applies to multiple media types (e.g., 'author' for books and 'director' for films).
• 😀 Leverage the power of views in Capacities to sort and filter your data, making it easier to access what’s relevant at any moment.
• 😀 The flexibility of Capacities allows for the easy addition of collections or tags to reorganize content without needing to overhaul your entire system.

Q & A

Why is it important to have the lowest viable number of object types in your PKM system?

Starting with the lowest number of object types reduces setup, maintenance, and confusion in your system. It also minimizes friction, making the system more efficient and easier to manage.

What is the difference between an object type and a content type?

In the context of the script, 'object type' and 'content type' are interchangeable terms. Both refer to the fundamental categories used to organize your notes and content in your PKM system.

How does using collections help in organizing content?

Collections allow you to group similar content under one object type, like media (books, films, podcasts), without the need to create separate content types. This offers flexibility and reduces complexity in the system.

What are the three main stages for structuring a PKM system as described in the script?

The three main stages are Inputs (tracking media consumed), Processing (extracting insights from the media), and Outputs (creating content based on processed insights). These stages form the core structure for organizing your PKM system.

What should you do if you need to track different properties for various types of content (like books and films)?

You can track different properties within the same object type by using multi-select properties, which are customized for specific needs. For example, you can use properties like 'author' or 'director' and hide them when not needed.

How can collections be used to further organize content without creating additional object types?

Collections allow you to organize content within a single object type by grouping related items (e.g., films, books, TV shows) together. This provides flexibility and ensures your system remains streamlined.

When should you use tags in your PKM system, according to the script?

Tags should be used to unite content across different object types when necessary, especially when you need to link related items that belong to separate categories. For example, if you have information about a French president in both 'People' and 'Topics,' you can use a tag to unify them.

What is the downside of using tags too liberally in your PKM system?

Overuse of tags can lead to redundancy and unnecessary complexity. If you can achieve the same result with collections, there’s no need to use tags. Tags should only be used when they are necessary to unify content from different object types.

How do you determine if a new object type is needed in your PKM system?

A new object type should only be created when your existing collections and properties no longer meet the needs of your system. If you find that you need to track vastly different properties for a specific category of content, it may be time to create a new object type.

What is the benefit of using a flexible structure like collections over rigid folders in traditional file systems?

Unlike traditional folders, collections in a PKM system offer flexibility, allowing content to be grouped in multiple ways. This way, content isn't siloed and can be dynamically organized based on different contexts or needs.