Note-Taking: A Quiet Skill That Changes Everything

Note-taking is an essential skill very few of us are ever taught.
And in work, especially, I see surprisingly few people learning how to take notes well.

That’s odd — because good note-taking does something quietly powerful.

It calms the mind.
It sharpens thinking.
It helps us remember what matters.
And over time, it changes how seriously others take us — and how seriously we take ourselves.

Done properly, notes are not a record of the past.
They are a tool for thinking, learning, and making sense of work as it unfolds.

You can watch the video, or read on.

This piece was originally explored on video as part of my earlier work on Creative Soul Projects before it took on that name.
The thinking still stands — even if the format has evolved. 

New videos for Cultivated are now on the Cultivated - Notes channel.

Digital vs Analogue

Let’s get the digital versus analogue question out of the way early.

I recommend starting with pen and paper.

Not because it’s nostalgic.
Not because digital tools are bad.
Not because I am a Stationery Freak.
But because writing by hand changes how we think.

We write to remember now

There’s growing research showing that writing by hand improves recall and understanding. When we write, we’re not storing information for later — we’re processing it in the moment.

We write to remember now.

This matters in a world flooded with information. Writing slows us just enough to decide what matters — and what doesn’t.

Interpret, don’t transcribe

Keyboards make it easy to type everything. Too easy.

When we type, we often transcribe instead of thinking. We capture words without digesting them. Learning happens in interpretation — not transcription.

Handwritten notes force choice. They ask: What’s the essence here?

That act of sense-making is where understanding lives.

Removing devices shows we’re listening

Closing a laptop and picking up a pen sends a signal — to others and to ourselves.

It says: I’m here.

Listening, after all, is the greatest compliment we can give someone.
A notebook creates connection. A screen often creates distance.

It also signals professionalism. Very few leaders, creators, or decision-makers move through the world without a notebook close by.

Digital tools distract — even when we don’t notice

Notifications, messages, open tabs — they fragment attention.

Multitasking is a myth. You cannot properly listen, think, and type emails at the same time. And everyone else in the room knows it.

Presence matters. Especially when the work is human.

Effectiveness beats efficiency

Typing may feel faster. But faster is meaningless if the thinking is poorer.

There is little point in making something ineffective more efficient.

The goal of note-taking is not speed.
It is clarity.

Notes Are for Thinking. Systems Are for Storage.

This distinction matters.

Notes help us:

• think
• notice
• connect ideas
• stay present

Systems help us:

• store
• retrieve
• search
• act later

Confusing the two leads to overload.

So the rhythm is simple:

• Think on paper.
• Store digitally.

Where Digital Tools Do Help

I’m not anti-technology. Digital tools are excellent at what paper is not: long-term storage and retrieval.

The key is to process notes intentionally.

Once a week, I review handwritten notes and decide what they become:

• actions
• reference
• ideas
• learning

What tool you use matters less than why you’re using it.

Two principles are non-negotiable, especially at work:

1. Sensitive information must be stored securely and appropriately.
2. Tasks must live in a system you trust.

Notes are thinking.
Systems are commitment.

Three Rules That Make Note-Taking Work

Over time, I’ve found three simple rules that make note-taking sustainable — regardless of notebook, job, or role.

1. One container, one purpose

Each notebook has a single job.

This creates mental clarity. When you open it, you know how to think.

2. One legend, everywhere

Use the same symbols and labels across all notes.

Consistency beats cleverness.

3. Make notes “60-day proof”

Write notes so they still make sense in two months — when context, emotion, and memory have faded.

Dates. Names. Purpose. Enough detail to understand why this mattered.

Future-you will thank you.

A Worked Example: How I Apply This

What follows is not a prescription — it’s an illustration.

I use different notebooks for different kinds of thinking (images are below):

• A journal for reflection
• A learning notebook for study and growth
• Yellow pads for breaking down big ideas
• A weekly planner for focus
• A small notebook for capturing thoughts on the move

Each one invites a different mode of thought.

The notebooks differ in size and feel on purpose.
Tools shape behaviour.

You may choose one notebook for everything. That’s fine.
What matters is intention.

A Simple Labelling System

To make notes actionable, I use a lightweight legend:

• A — Action
• I — Idea
• B — Blog Writing / content
• O + F — Observation + feedback (positive or negative) - management related!

This makes processing fast and reduces mental load.

Especially in work, written observations matter. They support fair feedback, better decisions, and clearer conversations later.

Notes protect memory from bias.

Making Notes Last: The 60-Day Rule

Most notes fail because they assume context will be remembered.

It won’t.

Good notes include:

• date
• people involved
• purpose
• enough detail to stand alone

You’re not writing for today.
You’re writing for future clarity. Make them 60 days proof.

Different Shapes for Different Thinking

There is no single “best” way to take notes.

Different thoughts need different shapes:

• Mind maps for exploration
• Cornell notes for structured learning
• Flow diagrams for processes and relationships
• Bullet lists for clarity and action
• Free writing when thinking is still forming

Experiment. Find what resonates.

Notes are personal. The goal is not beauty — it’s usefulness.

Why This Matters

Good note-taking does more than capture information.

It:

• frees mental space
• improves listening
• sharpens thinking
• builds trust
• creates continuity in learning

Over time, notes become a quiet advantage.
They help you see patterns others miss.

Combine thoughtful note-taking with a simple personal knowledge system, and something shifts.

You stop reacting.
You start noticing.
You move through work with more calm, clarity, and intention.

That’s not productivity.
That’s presence.

My Notebooks

Journaling

My journal is written into a Moleskine notebook. (aff link)

Learning Notebook

My learning notes and ideas for growth are written into a super posh Ted Baker notebook. (aff link)

Breaking out big ideas

Big ideas, brainstorming and breaking down concepts is all done on my trusty Yellow Legal Pads. (aff link)

Weekly Planning

My weekly plan is done into this funky little Inamio Planner. (aff link)

Film Making Project Book

My weekly video shots and ideas are captured in a funky little project management book from Paperchase.

Out and About Note Capture

And finally, I carry a little notebook like this when out and about.

The Index System in Action

Note Taking Styles

Products mentioned:

Moleskine soft cover notebook (aff link)

Posh Ted Baker notebook (aff link)

Trusty Yellow Legal Pads (aff link)

Inamio Planner

Project management book from Paperchase