New Year Systems I
Issue #33 - keep it in a folder
Hi there,
I hope you're very well.
It's a couple of days to the beginning of a new year, believe me, I know you are either worried, anxious, or already planning, setting goals, or just faffing away the remaining time left in 2024.
In the remaining weekends, I will be sharing some life-changing strategies and tips.
I will be sharing how you can build systems that will help you achieve the most out of 2025.
It will boost your productivity and help you achieve more.
Today, I want us to talk about Building a Personal Knowledge and Management System (PKMS).
It might sound too complicated but it’s simply keeping your docs, images, files, videos, and everything in their appropriate folder and repository.
You see, creating a PKMS is not just a productivity hack; it’s a game-changer for anyone looking to streamline their workflow and enhance their learning.
Don't you think it's possible to have all your ideas, notes, and resources organized in one place for easy access?
Have you ever opened someone’s laptop and all you see are files scattered everywhere on the desktop, downloads window, videos, pictures, and documents window?
O boy! I hate that.
It just shows how their mind works.
If you want a clearer mind, you need a cleaner space and fewer distractions.
Sounds like a dream, right? Well, it’s entirely possible, and I’m going to tell you how.
Let me start by saying this: A well-structured PKMS (Call it Folders) is the backbone of personal and professional growth. Without it, you’re likely to feel overwhelmed by the sheer volume of information you encounter daily. But with a PKMS, you can turn chaos into clarity.
Here’s how you can build your PKMS:
1. Choose Your Tools Wisely: The first step is selecting the right tools. Whether it’s digital apps like Notion, Evernote, or physical notebooks, pick what works best for you, so you can stay consistent with it.
For me, I use Google Workspace for all I do. I use Google KeepNote for my notes and Ideas. I use Google Docs to write long letters or plans. I ensure every file is added and created to a dedicated folder.
If I die today (God forbid, typical Naija guy) anyone can access my Google Drive and access everything about me without struggle. My finance records, my certificates, my milestones, my plans, my pictures, everything is well organized.
2. Organize Your Information: Create categories or tags for different types of information.
For instance, you might have sections for work projects, personal development, and creative ideas. This way, you can quickly find what you need without sifting through a mountain of notes.
I have talked about this already, you need to create a folder category for everything you have and for the new ones to come in the future. This helps you easily locate a file and saves you the time you spend struggling to find or use anything.
3. Develop a Routine: Set aside time each day or week to update and review your PKMS.
For instance, you can decide to remove unwanted files in your documents every weekend, to free up space.
This habit ensures that your system remains current and useful. It’s like tending to a garden; regular maintenance yields the best results.
Me, I do this once a month, when I am moving my files from my laptop to an external drive. I move my files to an external drive because my laptop can crash on any day, google can decide to lock my account any day, they own the platform.
Find what works for you and stick to it.
4. Integrate with Your Workflow: Your PKMS should complement your daily activities. Use it to plan your tasks, set goals, and track progress. The more integrated it is with your routine, the more effective it will be.
For me, I use my Google Keep Note almost every day. I only put down some things in my hard-cover journal when I am far away from my devices or in a meeting. This helps me keep my things well-regulated.
When new files also get sent to me, I move them immediately to their folder and if I am downloading a new file, I download it directly to its right folder.
5. Review and Reflect: Periodically review your PKMS to see what’s working and what isn’t. Reflection helps you refine your system and make necessary adjustments. It’s a continuous improvement process.
Following these steps will help you become more organized, less stressed, and better equipped to handle the demands of your personal and professional life.
You see,
You might not know the essence of this lesson I am sharing today till you start implementing it in your personal life.
You will see the changes and most importantly you feel well-prepared for the worst thing that will happen to you.
I feel relieved anytime my phone or laptop gets bad because of this system.
I feel relieved if I die today, knowing my family will access my unpublished books, my money, and my assets.
These are just a few of the benefits you get by doing this.
This Week’s Ponder
simplicity is the absolute wahala.
live like today is your last day.
mementori mori!
- Sam Femi
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