Why I Ditched My Complicated PKM System for a Simpler Approach

by admin in Productivity & Tools 25 - Last Update November 21, 2025

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Why I Ditched My Complicated PKM System for a Simpler Approach

I used to be obsessed with building the \'perfect\' Personal Knowledge Management (PKM) system. I spent countless hours, probably weeks, designing intricate folder structures, creating elaborate tagging taxonomies, and building beautiful dashboards that linked everything together. I thought I was creating a second brain. In reality, I was building a digital prison for my ideas.

The trap of digital perfection

The problem with my \'perfect\' system was that it demanded more from me than it gave back. I found myself spending more time on maintenance than on thinking. Every new note became a chore. \'What tags should I use? Which of my 27 nested folders does this belong in? Do I need to create a new link for this on my master dashboard?\' The friction was immense. My creativity, which this system was supposed to serve, was being suffocated by digital bureaucracy I had imposed on myself.

My breaking point

The moment of clarity came when I desperately needed to find a specific insight from a book I\'d read months earlier. I knew the note was in my system somewhere. But I couldn\'t remember the exact tag I\'d used or the folder I\'d filed it under. After 15 minutes of fruitless searching through my own complex creation, I gave up and just used a web search engine to find the concept. It was a massive wake-up call. My elaborate system had failed at its most basic task: retrieval.

Embracing \'good enough\': My new philosophy

That day, I decided to tear it all down. I archived everything and started over with a radically simpler philosophy. Instead of aiming for a perfect, static structure, I now focus on a fluid, useful workflow. My goal is no longer to be a digital archivist, but a more effective thinker. It\'s about usefulness, not neatness.

The 3 simple rules I follow now

My new approach isn\'t tied to a specific tool, but to a mindset guided by three principles I now swear by:

Capture first, organize second (if at all). My priority is to get thoughts out of my head and into a note with as little friction as possible. I worry about where it \'goes\' later. Most of the time, it doesn\'t need to \'go\' anywhere.
Rely on search, not structure. I stopped building elaborate folder trees. Instead, I write descriptive titles and trust the power of the search function. I ask myself, \'What words would future-me use to find this?\' and I make sure to include them in the note.
Connect ideas, not just documents. The real power isn\'t in filing, it\'s in linking. I now focus on creating links between notes to show how ideas relate. This turns my collection of notes from a static library into a dynamic web of knowledge that sparks new connections.

What I gained by simplifying

Honestly, the change has been liberating. I spend less time managing my tools and more time engaging with my ideas. My stress levels have dropped, and my creative output has increased. My \'second brain\' no longer feels like a chore, but like a genuine partner in my thinking process. It isn\'t as pretty or complex as my old system, but it\'s infinitely more valuable.

Frequently Asked Questions (FAQs)

What's the biggest sign a PKM system is too complicated?

For me, the clearest sign was when I started spending more time managing the system—tagging, moving files, perfecting folder structures—than actually using it to think and create. If the tool becomes the task, it's too complex.

Is it necessary to use a specific app for a simple PKM?

Absolutely not. In my experience, the principles are more important than the platform. I've found that a simple system can work in almost any basic note-taking app. The key is to resist the urge to use every single feature the app offers.

How do you find information without a complex folder or tag system?

I've shifted my entire mindset to rely on search. Modern search functions are incredibly powerful. Instead of asking 'Where did I file this?', I now ask 'What words would I use to look for this?'. I focus on writing descriptive titles, and that has proven far more effective for me.

What's a good first step to simplify an over-engineered system?

I'd suggest starting with a 'digital reset.' Archive everything you haven't touched in six months into a single folder. Then, for one week, use only the most basic features: create new notes and search. It feels strange at first, but it quickly reveals what you actually need.

Does a simpler system mean you capture fewer ideas?

Quite the opposite, in my case. Because my capture process is now almost frictionless—just open a new note and type—I capture more fleeting thoughts. The complexity was a barrier. By removing it, I made it easier for my ideas to flow from my brain into the system.