Stop Procrastinating With Note-Taking Apps Like Obsidian, Roam, Logseq

The speaker discusses how some individuals excel in their work without even knowing what Personal Knowledge Management (PKM) is. PKM, which has gained popularity with tools like Obsidian, Roam, and Notion, promises enhanced productivity and effectiveness. However, for many, PKM leads to procrastination disguised as productivity. Unlike obvious procrastination, where we engage in activities like watching Netflix or playing video games instead of working, sophisticated procrastination involves tasks that make us feel smart but do not lead to meaningful progress. Examples include overly complex planning, endless research, and discussing ideas without taking action.

The speaker reflects on their initial excitement about PKM, specifically with tools like Roam and bi-directional linking. While PKM made them feel smarter, it didn’t actually improve their work. They realized that creating complex note-taking systems, although intellectually stimulating, didn’t equate to better work outcomes. Feeling smart from using such systems is misleading because it doesn't guarantee productive results.

Many PKM enthusiasts fall into the trap of constantly optimizing their systems, thinking that with a few more tweaks or a new tool, they’ll achieve superhuman productivity. However, the idea of a perfect system is a myth. The work process is inherently messy, full of uncertainty and frustration. Chasing perfection is futile and often serves as a sophisticated form of procrastination. The speaker stresses that meaningful progress can only be made by embracing the messiness of work rather than trying to eliminate it.

The speaker introduces the 'collector's fallacy,' where accumulating notes, bookmarks, PDFs, and Kindle books gives a false sense of productivity. Many people feel good simply by gathering information, but this doesn’t translate into effective work. Using this information productively—whether for writing an article, creating a video, or another tangible output—is what truly matters. Without producing something, collecting knowledge is just another form of procrastination.

The speaker argues that PKM, while useful, is not the actual work that matters most. Treating PKM as 'work' can lead to it consuming excessive time, allowing individuals to procrastinate without guilt. Instead, PKM should be viewed as a tool that aids in the real work, not a substitute for it. Like how a bodybuilder knows that working out is more important than finding the perfect workout routine, writers and entrepreneurs need to focus on doing the core tasks rather than getting lost in systems and planning.

The speaker emphasizes the importance of action over planning. While having a note-taking system can be helpful, true insights often emerge during the act of doing work. Writers uncover ideas while writing, and entrepreneurs find solutions through action, not just planning. If PKM is viewed as a prerequisite for doing good work, it becomes another form of procrastination. Many people act as though it’s necessary to plan extensively before starting, but the reality is that action breeds progress.

One common trap is ‘optimization procrastination,’ where individuals focus too much on refining their PKM system rather than actually doing the work. This manifests in constantly switching tools or making unnecessary tweaks beyond what’s useful. There’s no perfect system, and aiming for 'good enough' is far more productive. The speaker shares examples of successful individuals who use messy, unstructured systems yet manage to be highly effective because they prioritize work over optimization.

The speaker discusses the ‘perfect tool’ trap, where PKM users constantly switch from one tool to another, believing that the next tool will solve all their problems. This constant tool-hopping wastes time and energy. The speaker recounts their own experience of switching between multiple tools (Evernote, Roam, Obsidian, etc.) and how it detracted from productivity. They urge listeners to settle with one tool for at least six months and focus on doing the work rather than seeking a perfect solution.

To escape the cycle of tool-hopping and endless optimization, the speaker recommends sticking with one tool for at least six months. While it may be tempting to switch to a new app, this habit only leads to procrastination. By committing to one tool, users can focus on actual work rather than getting sidetracked by new features or apps.

The speaker encourages listeners to trust their brain more instead of relying heavily on PKM systems. While note-taking can be helpful, important insights often come organically, during moments of reflection or relaxation, not while obsessively organizing notes. It’s essential to allow room for creative thinking and not overburden yourself with constant documentation.

Rather than taking notes for the sake of it, the speaker advises being project-based with your note-taking. Focus on gathering information relevant to your current project, and ignore irrelevant details. This approach reduces information overload and procrastination, helping users work towards tangible outcomes instead of aimlessly collecting information.

Before worrying about structuring your PKM system, the speaker recommends focusing on work capacity and output. Spending more time organizing than working is a form of procrastination. Most systems have adequate search functions, so detailed organization isn’t necessary. Once work momentum is established, then users can optimize their system, but only when it’s genuinely helpful.

To avoid over-investing time in PKM, the speaker advises setting limits on how much time is spent working on your system. For example, limiting note-taking optimizations to 30 minutes a day can prevent procrastination. Separating the processes of capturing information and structuring it also helps reduce distractions and focus on more important tasks.

The speaker concludes by reiterating that a PKM system is only valuable if it enhances your work output. If, after several months, your productivity has decreased because of your system, it’s not a good system. The true measure of an effective system is whether it helps you produce higher-quality and higher-quantity work. Listeners are encouraged to reflect on their system and adjust it to better serve their goals.