- Beth's Musings
- Posts
- Why I use 4 different Note Taking Apps
Why I use 4 different Note Taking Apps
Have I really thought this through?
My content will forever be available for free.
If you gain value from my content, please consider supporting my work with a tip š¤©
Following The digital tools that run my life post, I have had a lot of questions about why I use several apps that could all do similar things.
I am referring to my usage of Capacities, Notion, Twos and Apple Notes.
I understand the question (particularly as I work for Capacities) but my answer is this:
Just because these apps can do similar things, doesnāt mean they should, and in my system, they donāt.
Each app has its strengths and weaknesses, and I take all of this into consideration for how my brain works what my goals are with these digital tools.
I then assign an app to a given context because I really like segmenting my use-cases. This means crossover isnāt a really concern because each app has its own job description.
So hereās how I ended up with all four apps in my current app stackā¦.
My whole PKM/digital life management journey began in early 2020 after an Ali Abdaal video about Notion. Iāve pretty much been using it ever since.
Now, itās the core of my digital system. Itās where I run most of my life, home and business in all its imperfection. I want it to externalise the mess of my brain but harness it somewhat with databases, relations, formulas in order to do what I want to do, and think about what I need to think about.
I wrote some more about this here:
But there are two long-standing issues with Notion
Itās slow
It has improved over time for sure, but I have always hated it for quick capture, so I was always looking elsewhere for my capture needs (even in 2020).
Itās not a networked note-taking app
Of course not everything needs to be a networked note-taking app, but I started to use Roam Research a couple of months after Notion and that convinced me that my knowledge work simply had to live in one, and therefore not in Notion.
Consequently, apart from 2/3 months in 2020, I have nearly always had Notion and something else for my knowledge work and something else for quick capture.
I guess Iāve always known that Iād rather have 3 apps do things really well than have everything searchable in one app, and that is the mindset everything has developed from.
My PKM app of choice has varied throughout the years, but since November 2022 itās been Capacities. It solved a lot of friction for me and it brings me such joy and happiness to use that I canāt imagine me not using it long term. Itās my perfect PKM app and I have lots of content about why that is.
But I had identified the need for quick notes long before Iād heard of Capacities, and I believe the obvious choice for quick notes as an iPhone user is Apple Notes.
It is omnipresent, fast and easy to use, so this is what I used alongside Notion and Roam, Notion and Logseq, and all other previous permutations of my systems.
The issue was, I ended up with so many notes, both quick notes, lists, recipes and more, that I couldnāt tell what I wanted to keep and what I needed to process and delete.
So I pinned all the lists I wanted to keepā¦. but at one time there were over 70, and scrolling through them just seemed really inefficient, I couldnāt find what I wanted very quickly (this was before I got into the habit of using the search bar, so thatās on me, at least). I felt overwhelmed with them and this was sad because lists are actually a massive part of my digital life.
I donāt mean shopping lists, I mean really random things like my favourite song bridges, or my list of pet peeves. Itās lots of parts of my human experience that I want to capture and keep in list form.
So I tried moving my lists to my PKM app of the time, but this meant I never looked at them. This helped me realise that actually most of the time, I want to read my lists whilst on buses and trains, therefore on my phone, and often without internet connection. No other app in my system bar Apple Notes would fit this.
In April of this year, I tested out Twos, and I finally found the fit I needed. Lists are a built in structure to the app and I love how each thing you enter is timestamped, that is perfect for the essence loving side of my brain.
That was the final piece in this puzzle, and thatās how I ended up with Notion for Life, Capacities for Knowledge, Apple Notes for Quick Notes and Twos for lists.
Now at their core, all of these apps deal with text, and you will find people using each for their entire second brains.
But I am not looking for all my digital activities to live in one app. It is actually the polar opposite of what I want.
I simply donāt want my in depth history notes alongside my list of pet peeves, and I donāt want to see long term information alongside quick notes that need to be processed and deleted.
Each type of note feels like it works with different sides of my brain (Iām sure thatās not actually true, but this is just how I feel) and Iād actively like to separate them.
Because I like categorisation, I think about what text I want to create (e.g. blog post, random thought, something to add to a list, note on a famous person) and that tells me which app to open. It feels incredibly natural to me now so thereās barely any thinking at all. In fact, sometimes I search Raycast for ālistsā to open Twos, because theyāre one and the same.
I liken this to how Microsoft Word and Powerpoint both work with text and can have images, formatting and more, but theyāre more powerful for certain types of activities, and therefore you choose the tool that works best for the context.
You absolutely can try to harness all the power of an individual app, but thereās no rule saying thatās the only way. Just take what you need!
If I was trying to do everything in all 4 apps, it would go against my goal of working with the noise of my brain and not against it, and it would obviously be super inefficient. Iād have no idea what was going on at a given point.
But equally, if I tried to do the vast amount of activities I do digitally in one app, I would feel so overwhelmed and never open the app and I would feel lost and unsupported again. I find even the idea of this really quite stressful.
Because my system has emerged over a very long time to meet my needs, I feel like Iām dealing with my brain in an empowering way, and thatās great.
So thatās how I ended up using 4 different note-taking apps.
I will never say that readers should copy my systems or that Iām correct, thatās an impossible statement to make. I am confident this set up is right for me right now, and I will let you know when things change, because they absolutely will.
What I will say though, is that since embracing this approach, I have become even more against the implicit standard of the all-in-one note app. I just donāt believe this should be the case.
The standard needs to be ādo what works, change it when it doesnātā. That means that an all-in-one app works great for those who want it, and it means those that donāt arenāt beholden to this standard.
Just have fun with your systems and craft them to do what you need, it feels amazing when you have a set up that works!
Reply