Knowledge systems

My thoughts on creating and using personal knowledge management systems.

Changes ahead →

Published July 17, 2023  ·  All posts on Jul 17  ·  

I’m trying to sort out a problem concerning my slipbox: It’s not quite working the way everyone else claims it should. I’ve written a lot about my slipbox. Over the past 2+ years it’s grown to be about 1,000 slips (aka 3×5 cards) Plus the 1,200+ slips containing my collection of quotes.

I occasionally get a flash of inspiration and I sense the awesome power . . . and then it doesn’t happen again regularly. The problem has to do with how I’m putting things into the slipbox. This is a crucial point and (as far as I can find) it’s not often mentioned nor clearly explained. Everyone—including me—goes off into the weeds talking about how slips each get a unique address, how the addresses are fractal, etc. That’s classic systems-building nerd digression.

No the problem I have is, holding a slip with some idea on it, where do I put it? Literally, where is the specific spot in the collection of slips? …between which two existing slips do I place it?

What’s happened to me, is my slipbox is like a lawn: It has a wide collection of short blades of grass. It has few tall plants. There’s an amazing index of people, but each person usually has just one connection to something else in the slipbox. (For example: A podcast guest is usually only connected to the one slip for that conversation’s recording.) While I have hundreds of slips for my recorded conversations, they have almost no connections leading off from them. Again, I’ve a collection of ~100 slips for essays, books and other things I’ve put “into” the slipbox, and those cards have no other connections.

What I’ve built is what I build best: A large categorical archive. A library organized by thinking like a librarian. I’ve organized by topic or category. Here again, there’s a systems-building nerd digression into how you do that. But alas, it’s all just navel gazing structure for structure’s sake. Building a library is not sufficient. A good slipbox can be my library and enable me to find specific things. But a good slipbox is supposed to also let me do more. (It’s supposed to let me have a conversation with my previous thinking. It’s supposed to let my brain have ideas, while the slipbox let’s me explore all the ideas I’ve had.)

Instead of organizing by topic and subtopic, it is much more effective to organize by context. Specifically, the context in which it will be used. The primary question when deciding where to put something becomes “In which context will I want to stumble upon this again?”

In other words, instead of filing things away according to where they came from, you file them according to where they’re going. This is the essential difference between organizing like a librarian and organizing like a writer.

[…]

A writer asks “In which circumstances will I want to stumble upon this note?” They will file it under a paper they are writing, a conference they are speaking at, or an ongoing collaboration with a colleague. These are concrete, near-term deliverables and not abstract categories.

~ Tiago Forte from, How To Take Smart Notes: 10 Principles to Revolutionize Your Note-Taking and Writing – Forte Labs

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After much thought—weeks of thinking, finding the above article, reading, more thinking… I’ve decided I have two problems. The second problem is the one I mentioned at the top: Where exactly do I put this specific slip? I’ve been fixated on this problem for a while, and the solution is above.

But the first problem is that I’m not generating enough slips. (Yes, I have 2,000+ slips in the slipbox. Yes, I’m serious about not generating enough slips.) I’m not capturing what slipbox builders call “literature notes” or “reading notes.” I’m not grabbing my pen and writing stuff down, right in the moment, as I’m thinking about something. I believe this started on day one, when I felt like I didn’t know where I would put such a slip (ie, the second problem) and off I went not making enough notes.

So my new focus is to jot stuff down more. Generate more literature or reading notes. At which point I should quickly get comfortable figuring out where to put stuff into the slipbox.

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Irrelevant in all circumstances →

Published July 9, 2023  ·  All posts on Jul 9  ·  ,

I waffled on my title. I started a draft with the current title, which is simply item #7 plucked from Housel’s post. Later, I misread it as “Irreverant…” and, even after noticing my speling error, still thought myself clever; “Haha, yes, I am irreverant in all circumstances.” Which my mind then toggled back to “irrelevant” and, “Yes, I am probably also irrelevant in all circumstances.” Ouch.

The firehose makes it easy to mirror the poor Oxford boy: since information is free and ubiquitous but adding context has a mental price, the path of least resistance is to know facts without a clue where they go or whether they’re useful.

~ Morgan Housel, from Different Kinds of Information

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And no, it’s not at all a diss on [a]social media. It’s a terrific little post listing different kinds of information. I’d love to be a source of a large amount of #2 and #4. But if I’m being honest, I’m more a source of #5. …and #7, I definitely generate a lot of that. Maybe even some of #8—but only in the, “oh my gawd, no! Spit that out!” sort of way.

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Taking note →

Published April 14, 2023  ·  All posts on Apr 14  ·  ,

As it happens, my journalism often requires I read a mountain of material. For any given Wired column, for example, I might read dozens of white papers, reports, and news articles. I’ll also do ten or twelve interviews and transcribe them. When I’m researching a longer feature for a magazine? This number quickly grows to scores of documents, and several dozen interviews. And with a book — like my last one, Coders — we’re talking about literally hundreds and hundreds of documents (books, papers, etc) and several hundred transcribed interviews.

~ Clive Thompson from, How I Take Notes When I’m Doing Research

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I love when people take the time to explain some of the effort which goes into writing, then writing well, writing articles well, and writing books well. I’m still on level, “writing” and knowing what goes into writing well (let alone writing articles or books well) keeps me from developing any delusions of grandeur. I read Thompson’s article (which I hope you can read on Medium if you wish to click through) and I loved it. That’s enough to make the reading worth doing. Being able to quote, share, reflect and sometimes integrate what I’ve read? Priceless.

Also: Thank you for reading. I don’t take your attention for granted. :^)

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Ya big softie →

Published April 5, 2023  ·  All posts on Apr 5  ·  

Maybe I’m just a big sentimental softie, but I bet if you peer deep into your past, you don’t see a list of names, dates, and places. Instead, I bet you get a hodgepodge of images and events, and I bet that some of the details are hazy or mixed up, like who was there, what they were wearing, or whether it happened when you were six or when you were eight. But I bet the feelings are clear. You’re probably not confused about whether you felt proud or afraid, welcomed or rejected. And I bet that although you could describe these memories to me—a golden-hued day at the zoo, the last fight your parents had before they got divorced—the words would leave a lot out. To really get me to understand, you’d need to hook your brain up to mine, Avatar-style, so I could feel what you felt.

~ Adam Mastroianni from, You’ll forget most of what you learn. What should you do about that?

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Mastroianni’s article is about learning. In particular, how and why and when we forget, and what might we try to do about that fact. I go through cycles of grasping at trying to remember, and leaning into the forgetting. At the end, I expect I’ll forget everything. (Just sayin’.)

My life improves when I realize that my happiness is relative to where I set my sights. If my goal is to remember as much as possible, I’m going to fall short and be disappointed. If my goal is to be pleasantly surprised when I’m reminded of things (experiences, ideas from others, and my own ideas) which I had already discovered, then that suggests a different course of action. Rather than strain to hold on to everything, I try to release everything from within my mind, and try arrange the world around me to bring me joy.

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Knowledge →

Published January 3, 2023  ·  All posts on Jan 3  ·  ,

What is important in knowledge is not quantity, but quality. It is important to know what knowledge is significant, what is less so, and what is trivial.

~ Leo Tolstoy

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You’re doing it wrong →

Published November 30, 2022  ·  All posts on Nov 30  ·  

That morning, my mind spun as I tried in vain to re-create the various perceptions and emotions that had been written into Google’s servers and were now abandoned to the ether. I felt a sudden sense of mourning that I still have not gotten over. And yet, to my surprise, I felt something else alongside it: a conflicting sense of relief and even levity. I would never have voluntarily deleted all of those emails, but I also can’t deny, not entirely, that there is something cathartic about sloughing off those thousands of accumulated disappointments and rebukes, those passionate and pathetic fights and dramas, even those insights and stirrings—all of those complicated yet ephemeral layers of former selves that no longer contain me. I began to accept that I would need to imagine my way back into those previous mental states if they were truly worth revisiting—and that if I could not, then the loss was necessarily manageable. I closed my laptop, wandered outside into the specific corner of France that my former selves’ cumulative choices had led me to inhabit, and was overtaken by a sense of hope.

~ Thomas Chatterton Williams from, Whoops, I Deleted My Life

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Disclosure: I quoted the entire last paragraph. Yes, that takes the zing out of the article—but I fear few of you, dear readers, will click through for something… this again, Craig?! …related to my opinions about email.

If you have folders (and sub-folders, and sub-sub-folders) of email, or especially if your Inbox is not empty: You are doing it wrong. Don’t save the email. Instead figure out why you feel the urge to save the email. Then fix that urge.

The real underlying problem is that systems thinking is not something everyone is accustomed to. And lest you fear that Wikipedia article, it’s really very helpful. Does this sound like something worth understanding?

Systems thinking is a way of making sense of the complexity of the world by looking at it in terms of wholes and relationships rather than by splitting it down into its parts. It has been used as a way of exploring and developing effective action in complex contexts.

~ https://en.wikipedia.org/wiki/Systems_thinking

You’re saving that email because it has a photo attached. Saving this other email because it has the order confirmation for that thing you just ordered—should be fine, but every once in a while you need that email when the thing doesn’t show up, or you need to return it, or you can’t log into their online system. Saving this other email because it has the details for that thing we’re going to. And this email has a link to something your friend said to read. That email is a newsletter you really want to maybe read later some day maybe. And so on. I’m not saying it’s easy to imagine systems for all of that stuff— but it is possible. Pick one of those emails, and have an honest think about why you’re saving it.

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Cursive →

Published September 19, 2022  ·  All posts on Sep 19

It was a good book, the student told the 14 others in the undergraduate seminar I was teaching, and it included a number of excellent illustrations, such as photographs of relevant Civil War manuscripts. But, he continued, those weren’t very helpful to him, because of course he couldn’t read cursive.

~ Drew Gilpin Faust from, Gen Z Never Learned to Read Cursive – The Atlantic

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People of a certain age know that cursive is no longer taught and that of course there must be people who can’t read or write cursive. But I certainly wasn’t clear on when the sun actually set. (Hint: Teaching of cursive ended in 2010.)

What struck me in this article was how Faust’s not knowing about the sunset of cursive knowledge sparked an interesting discussion among himself and the students in his class. Rather than rail against the cessation of cursive education, I’m left with interesting questions: I was taught a specific, super–simplified form of cursive. I know there are other styles, even hardcore calligraphy, which I can barely read. While there are lots of reasons trotted out for why cursive should be taught, maybe I should go through the effort of learning another form of cursive to put my efforts where my mouth has always been? If my cursive knowledge—for example—opens up my ability to access certain documents, wouldn’t it be better (my own argument goes) to learn another form, or to practice even more, to access even more?

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Physical or digital? →

Published August 19, 2022  ·  All posts on Aug 19

In the past couple weeks I’ve been thinking a lot about whether or not to keep my slipbox physical or if I should switch to a digital system. There are specific reasons for having it be physical:

  • Physical “viewing” is vastly better. I can do countless things with markings, colored sticky notes, standing cards up/on-angles, pulling cards out and spreading them on my desk, it’s faster to make a few marks on paper than it is on digital. Some of that can be done with vastly complicated systems (always a bad idea to build those), but physical is simply better.
  • The small size of each paper slip (I’m using 3″x5″ cards) is a feature. Any digital system is going to let me put way too much on each digital slip. There’s value gained by forcing myself to think about just what to put on a slip.
  • It’s not digital. Any time I have to use a digital device, I’m that much closer to the things which cause me problems. Any time I can avoid digital systems, that’s a Good Thing™.

I knew all that when I started. That’s why I created a physical slipbox. But lately, the following things have become a problem, and led me to reconsider going fully digital:

  1. I have a fairly small collection of things I refer to that I want to be able to find quickly when I have computers handy. Where’s that awesome grammar and punctuation site that I love? What’s that odd–ball command to do that thing I have to do only rarely? It’s all stuff that I could figure out again by searching the Internet, but if I just had a little digital note, I’d be moving forward again in an instant. For this type of lookup, the computer is faster than the physical slipbox.
  2. Sometimes I really do want to put a lot of content “on” one slip. For example, I have these fairly large digital files of research on people that I’d like to be able to connect to people who are in the slipbox. If I’m working with the slipbox, and I find Jane Doe, then I want to know that I have a digital file for that person.
  3. For those larger digital files, I want to be able to write a URL which instantly takes me to viewing them.

It’s that last item which is really a big deal for me. To solve those three issues I was considering changing the entire slipbox to be digital (and giving up all the other positives of a physical slipbox.)

Fortunately, I kept thinking, reading and experimenting and I figured out I can have both worlds.

I eventually realized that I already have really large “slips” in the slipbox. I already have a collection of digital books, essays, and articles that are in PDF format. For those digital files, their corresponding physical slip has a doodle (it looks like a piece of paper with one corner turned down) that reminds me there’s also a digital file. All of those files are currently “on” slips below the “2” address in the slipbox. (e.g.: The “2tu3” slip has a digital file doodle, and there’s a “2tu3 – Whatever the Title Is.pdf” file.)

For my item 2 above (big digital files of research on people) I just do the same thing for those people. “Jane Doe” would already be on slip “4c1do” (which is a listing of “Doe”, “Donatta”, “Droge”, etc.) I can simply toss in a slip “4c2do1” with a digital-file mark (and name the digital file “4c2do1 – Jane Doe”.) The next person on “4c2do” who needs a digital file gets to be “4c1do2”, and so on.

For item 1 in my list, there’s no reason I can’t have a bunch of files where I keep little “remember this” notes. So I added physical slip “4c3”, and then every slip that might ever go under that address is a digital file. For example, my grammar web site is on “4c3wi1a”. But I never have to know or remember that. I just search for “grammar” and I land on that digital file.

It was item 3 from my list that had me stumped until I remembered Obsidian!

I simply have a folder full of folders and text files in the same organizational structure as my physical slipbox. Where I once had a bunch of digital books, essays, and articles tossed in one folder; those are now all stored under “2”. And there’s a now a “4” folder, with a “4c1” for people’s digital files, and a “4c3” for those “remember this” items. Back over in the physical slipbox, any slip that has a digital-file mark, I’ll find the digital file in the parallel universe of this tree of folders.

Finally, I pointed Obsidian at the outermost folder. Voila! For anything in this tree of folders, in the Obsidian app I can click “copy Obsidian URL…” and I get a URL like this one which I paste anywhere I want:

obsidian://open?vault=Craig's%20Slipbox&file=2%2F2i%2F2io1%20-%20Inconsistent%20yet%20persistent

I have the Obsidian app installed on all my devices. Any time I try to navigate to an obsidian:// method URL, it open the app, and Obsidian opens that file.

Physical? Digital? I can’t choose… How about: Mostly physical, but digital when it needs to be? Nice.

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R e p e t i t i o n →

Published July 30, 2022  ·  All posts on Jul 30

The popular history of spaced repetition is full of myths and falsehoods. This text is to tell you the true story. The problem with spaced repetition is that it became too popular for its own effective replication. Like a fast mutating virus it keeps jumping from application to application, and tells its own story while accumulating errors on the way.

~ Piotr Wozniak from, The true history of spaced repetition – SuperMemo

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If you’ve never heard of Super Memo, and you click over there, it’s likely to distract you for an hour. This article is both the origin story for Super Memo and for spaced repetition. I’ve read at least one other thing (I’ve not read this article in full, but I have read at least one other one), that is a comprehensive deep dive. Today, I’m sharing this in the hopes that you’ll glance over at it, skim around and realize that, since you will then be acquainted with Wozniak, I am not the most systems-crazy person you know of.

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Three habits →

Published June 17, 2022  ·  All posts on Jun 17  ·  

The thing about really deep learning is it actually changes the structure of your brain. You are breaking an old pathway and creating a new neurological pathway. […] The three habits I’ve talked about—seeing in systems, taking multiple perspectives and asking different questions. Those are the natural habits of people who are farther along in this adult development path. If we can encourage ourselves to develop some of those patterns in ourselves, and we can be learning those things in ways that create new neural networks, then suddenly, we are living our way into these more advanced forms of development as we are just going about our daily lives.

~ Jennifer Garvey Berger from ~1h 13m into, The Mental Habits of Effective Leaders with; transcript edited for clarity; The Mental Habits of Effective Leaders: My Interview with Jennifer Garvey Berger

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This episode from Shane Parrish’s, The Knowledge Project, podcast is excellent. About two-thirds of the way through the 90 minutes, they start going really deep into mental habits including specifics of how to change one’s mindset. The title of the episode could well be expanded to, …of Effective People.

I’ve been asked how it is that I do what I do, in podcast conversations. Here Berger and Parrish have explained it; Frankly, I better understand how I do it, now having listened to Berger. These three habits she points out are the magic that I use to power my conversations. I’ve always had the habit—my parents would say, “to a fault”—of asking good questions. About 35 years ago, when I became immersed in engineering, physics, computers, and the Internet I perfected the habit—here I would say, “to a fault”—of thinking in systems. And 10 years ago, as I began my journey rediscovering my personal movement, I realized the magnificent knowledge and experience available to me through others’ perspectives.

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