My Note-Taking Approach (with a Dash of Task Management)

Before diving in, I should clarify my background with note-taking. I have been a loyal Evernote user since 2012, having utilized it since its inception. Over the years, I've experimented with various note-taking applications such as Notepad++, OneNote, Google Keep, and Apple Notes, which led to a somewhat chaotic organization system. Eventually, I decided to consolidate my notes into one primary platform: Evernote.

Why did I choose Evernote? Its simplicity allows me to compile various types of notes, including text, attachments, recordings, scans, emails, and web clippings—all without needing third-party integrations. Additionally, its annotation feature via Skitch, which has since been integrated into the app, enhances its usability.

Last year, I recognized the necessity of incorporating a to-do list app to manage tasks and set reminders, thus freeing up mental space from daily responsibilities. Although I initially relied on my calendar for scheduling, I ended up using a to-do application for meetings. This streamlined my workflow.

I experimented with several task management tools such as Wunderlist, Things, and Apple Reminders, eventually settling on Todoist. This app checks all the boxes for me: it is cross-platform and utilizes natural language processing for task input, which has revolutionized my experience. Todoist also integrates seamlessly with various third-party applications.

Previously, I had attempted to replace my task management with Evernote's Tasks feature, but its limitations prompted me to explore alternatives. Notion, however, offers more flexibility in linking tasks with notes, albeit with some adjustments.

Limitations and Considerations

Transitioning from Evernote to Notion necessitated some adaptations in five key areas that are central to my note-taking strategy:

1. Web Clipping

   Notion has a web clipper function, but it isn't as polished as Evernote’s. Since Evernote's web clipper doesn't operate on mobile devices, I use Goodlinks to clip content into Notion, so that aspect is manageable.

2. OCR Functionality

   Currently, Notion lacks OCR support for attachments. While third-party integrations could provide a solution, I prefer to avoid that route for now, hoping for a future update.

3. Emailing Notes to Evernote

   You can send notes to Notion through third-party tools like Make or Zapier, but I haven’t explored these options extensively yet.

4. Automatic Scanning to Evernote

   I can scan documents and share them to Notion, which replicates the desired functionality with a slight extra step.

5. Recordings in Notes

   Evernote’s recording feature was very useful. Now, I can still utilize my phone's recording app to capture audio and then attach it to notes—though this is less efficient.

6. Offline Notes

   The most significant drawback for me is Notion's lack of offline note access, which I heavily relied on while traveling. I've reached out to Notion support regarding this limitation and hope for future improvements.

Why Embrace These Changes?

Notion and Evernote serve different purposes. Where Evernote acts primarily as a note repository, Notion operates as a "database-driven" system. Notion’s real strength lies in its ability to organize notes within databases, allowing users to connect tasks to projects and resources. This capability facilitates the creation of a comprehensive system that categorizes notes under various Areas while linking them to Tasks and Projects, as outlined in the PARA method.

I stumbled upon an excellent tutorial by Thomas J. Frank on his YouTube channel, ThomasFrankExplains, which provides a thorough overview of Notion's capabilities. I'm currently working my way through his videos.

Beyond these features, Notion supports an array of third-party integrations thanks to its API, and its ability to transform any page into a website, along with its AI functionalities, makes it a more versatile tool overall. While Evernote excels as a note-taking app, Notion offers a comprehensive productivity system that can be customized to suit individual needs.

Is This System Right for You?

Tiago Forte categorizes users into four types: The Architect, The Gardener, The Librarian, and The Student. Depending on your personal style, you may find that one application suits your needs better than others. Once you identify your preferences, you can implement the PARA method—or any suitable method—to enhance the organization of your notes and tasks.

By leveraging these tools and strategies, you can declutter your mind, which is the essence of developing a Second Brain.

Will I Commit to This Method?

The pressing question remains—will this approach work for me? One thing is certain; I need to allow some time for adjustment. For now, I plan to adopt the PARA method within Notion. When my Evernote subscription comes up for renewal next March, I will evaluate whether Notion meets my requirements.

I hope you found this exploration valuable. Thank you for reading!

The first video, "Notion Masterclass: Build a Second Brain from Scratch," provides a comprehensive guide on how to effectively use Notion for your productivity needs.

The second video, "How We Organize Our Life in Notion | Second Brain," discusses practical approaches to organizing life using Notion.