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How to build your Personal Knowledge Management System [Full Guide 2024]

I. Personal Knowledge Management System [Full Guide 2024]

Ever find yourself scratching your head, trying to recall where you left those important notes for your future self? It’s incredibly frustrating, isn’t it?

But don’t be too hard on yourself. This is really just a side effect of living in a world overflowing with information. We’re all in this together!

Knowledge management (KM) is the process of capturing, organizing, and making use of your information (notes, ideas, articles, papers, etc.). 

The Personal Knowledge Management System (PKMS) is a tool that helps you collect, manage, understand, and apply your knowledge effectively.

It’s more than just collecting information; it’s about making sense of it, connecting the dots, and utilizing it in meaningful ways.

Who needs personal knowledge management?

Anyone seeking to enhance their learning or work efficiency will benefit from implementing a PKMS. Whether you’re a student, entrepreneur, researcher, or creative professional, a structured approach to managing your personal knowledge can improve your work quality and overall productivity.

III. What is the purpose of knowledge management?

Knowledge management (KM) is all about making everyone’s job easier and more effective. Imagine having quick access to all the answers and insights you need, without having to dig through piles of paperwork or old emails. That’s the heart of KM – it helps everyone work smarter, not harder.

Here’s how it makes a difference:

    • Better decisions, faster: With KM, the right information is at everyone’s fingertips. This means decisions are made on solid ground, quickly and confidently, pushing the business forward.
    • Less time searching, more time doing: KM cuts down the hours spent hunting for information. This means  spending more time focusing on the real work, boosting productivity and efficiency.
    • Spark new ideas: Knowledge Management (KM) is more than just keeping things in order—it’s a springboard for new ideas. With AI tools like the ‘similar note‘ feature, you can easily find and connect related content. This helps you link different ideas effortlessly, creating a space where creativity thrives and innovative solutions come to life.
    • Peace of mind:  With the right PKMS, you will experience this. It ensures that any information you find valuable is effortlessly captured and stored. Whether it’s a snippet from a web article, a note from a meeting, or a memorable quote, your PKMS keeps it all organized. The best part? When you need that piece of information again, it’s readily accessible. No more digging through piles of paper or scrolling endlessly through your digital files. With a PKMS, you can relax knowing that your knowledge is well-organized and always at your fingertips when you need it most.

In short, PKMS helps everyone do their jobs better, faster, and smarter by making sure that all the knowledge needed is easy to access and use. 

IV. How to build personal knowledge management

Here’s how you can create a system that feels like a second home for your thoughts and information.

Information can come from virtually anywhere — media, blogs, personal experiences, books, journal and magazine articles, expert opinions, encyclopedias, and web pages — and the type of information you need will change depending on the question you are trying to answer. 

Once you have identified your sources of information, you can start capturing the relevant information that you come across.

When setting up your Personal Knowledge Management system, picking the right tools is like choosing the perfect backpack for a long hike—it needs to fit well and carry everything you need comfortably. There are plenty of options out there to help you collect, organize, and manage your information. 

Here are a few types of tools you might consider:

Note-taking Apps: These are great for jotting down ideas, lecture notes, or even saving snippets from web articles. Apps like, Google Keep can be incredibly handy and sync across all your devices.

Mind Mapping Tools: If you’re a visual thinker, mind mapping tools can help you see the connections between your ideas. Tools like MindMeister or XMind allow you to create visual outlines of your thoughts, which can be especially useful for planning projects or essays.

File Storage Services: To keep all your documents and resources in one accessible place, consider using cloud storage services like Google Drive, Dropbox, or iCloud. These platforms are great for backing up your work and sharing files with classmates or professors.

Feel free to experiment with different tools to see which ones you find the most user-friendly and effective for your needs. Remember, the best tool is the one that you actually enjoy using—it should make managing your information easier, not more complicated!

Here’s a friendly guide to get you started:

Categorize Your Information

Think of categorizing, like sorting your books into different genres on shelves. You might have categories based on the source (like textbooks, websites, or lecture notes) or the subject area (such as history, science, or literature). This step helps you group related information together, making it easier to retrieve when you’re working on a specific topic.

Tag Your Information

Tagging is like putting a quick sticky note on your documents that tells you what each one is about at a glance. Use simple, consistent tags on all your files and notes. For example, if you’re studying Shakespeare, you might use tags like “Hamlet,” “poetry,” or “Elizabeth drama.” This makes it super easy to pull up all related notes and files with a quick search.

Map your information

Mapping your information is about seeing the bigger picture. It’s like drawing a map that shows how your different notes and ideas connect. You can use a mind map to visualize relationships or create a simple outline that links concepts together. This can be incredibly helpful when you’re trying to understand complex subjects or when you’re planning a project or essay.

By setting up this system, you’ll be able to manage your information more effectively, making your study sessions more productive and less stressful. Plus, it’s pretty satisfying to see your knowledge neatly organized and ready to use whenever you need it!

How AI make this much easier

AI improves how you search for information. You don’t have to remember where you stored something or waste time searching through files. AI-powered search functions understand your questions and quickly pull up relevant information, no matter where it’s stored. This not only saves time but also cuts down on the stress of misplacing important data.

Additionally, instead of spending time manually tagging each piece of information, You can use AI tools like to do it for you.

It analyzes the content you input—whether it’s notes, emails, or documents—and automatically assigns relevant tags. This means that every piece of information is organized without you having to lift a finger.

Discover how AI can revolutionize your knowledge management here.

As you learn and gather new information, your understanding deepens and expands, creating new connections and insights.

Why Regular Reviews are Essential:

    • Stay Updated: Just like a garden that needs weeding, your knowledge system might have outdated or irrelevant information that needs pruning.
    • Make New Connections: Every new piece of information can link to older knowledge in exciting ways, helping you see the bigger picture or solve problems more creatively.
    • Refresh Your Memory: Going over your notes and resources can refresh your memory and reinforce learning.

How to Keep Your Knowledge System Thriving:

    • Set a Review Schedule: Whether it’s once a month or once a quarter, having a regular schedule helps you keep your knowledge garden flourishing. Mark it on your calendar as a recurring event.
    • Assess and Update: During each review, look for any areas that need updating or clarification. Add new information and adjust old entries as needed.
    • Explore Connections: Use this time to explore how new knowledge connects with what you already know. This might be a great time to update your mind maps or outlines.
    • Reflect on Your Learning: Consider what you’ve learned recently and how it affects your goals or projects. Reflection can provide deep insights and reinforce your learning.

When you open up and share what you know with friends, family, or colleagues, you’re inviting new perspectives, insights, and opportunities to learn and connect. Here’s why it’s a wonderful step in your Personal Knowledge Management (PKM) process:

Benefits of Sharing Your Knowledge:

    • Enhance Understanding: Explaining concepts to others helps clarify your own understanding. It’s like teaching someone to bake; you get better at it yourself with every batch you explain.
    • Gain New Insights: Different people see things from different angles. By sharing, you invite others to contribute their views, which can help you see things in a new light or solve problems more creatively.
    • Build Relationships: Sharing knowledge helps build trust and strengthens relationships. It’s a way of showing you value others’ growth and success as much as your own.
    • Inspire and Be Inspired: Your knowledge could be the spark someone else needs to achieve something great. And their reactions or ideas could inspire your next big thing!

How to Share Your Knowledge Effectively:

    • Choose the Right Medium: Whether it’s a blog post, a casual conversation, a workshop, or a social media post, pick the medium that best suits the message and the audience.
    • Be Clear and Concursive: When sharing, try to be clear and to the point. Use examples and stories to make complex ideas more relatable and engaging.
    • Encourage Feedback: Make it a two-way conversation. Ask questions and encourage others to share their thoughts and ideas too.
    • Be Open and Receptive: Be open to learning from the feedback and insights you receive. This not only enriches your knowledge but also shows respect for the knowledge of others.

V. Best 10 apps PKM to boost your productivity

Struggling with context switching, overwhelm, and forgetfulness? Meet a One-stop AI Productivity app crafted for ADHDers. Stay on top of your work and life with a simple-design note & to-do list app, using best-in-class AI Assistants

It offers a streamlined interface for information collection and organization, utilizing AI to automatically categorize and retrieve notes, significantly reducing the manual effort involved in organizing and finding ideas.

Best feature of

    • Quickly capture notes and clips via the side panel without switching around.
    • Get tag suggestions for your notes 
    • Ability to find back information based on what you remember.
    • A personal AI provides relevant suggestions for what you are working on.
    • Ability to use multiple AI bots (GPT4, Claude3, Gemini Pro, search Internet), alongside your notes, helps you brainstorm and write on a single screen.
    • Write tasks directly in your notes and receive reminders until they are completed. Limitations

    • Requires internet access: You need to have access to the internet to search through emails or log into the Delta website, which might not be possible everywhere. pricing

    • Free Trial: 0$ /month
    • Starter: Monthly at $7.89/month, Annually at $5.89/month
    • Standard: Monthly at $15.89/month, Annually at $10.89/month

Notion is a popular knowledge management tool that now includes AI functionality. People using Notion to build databases, internal wikis, and knowledge bases 

Best Features of Notion

    • Build and customize knowledge bases: Create and customize internal knowledge bases with pages and databases tailored to your team’s needs.
    • Autofill tables: Transform raw data into polished presentations by autofilling tables.
    • AI search: Ask the built-in AI questions to surface relevant content and share knowledge within your workspace.

Notion Limitations

    • Notion can become complicated with many sources and table when you scale your information

Notion Pricing

    • Free: Basic plan with essential features.
    • Plus: $8/month per user.
    • Business: $15/month per user.
    • Enterprise: Contact for pricing.
    • Notion AI: Can be added to any paid plan for $8/month per user. approaches personal knowledge management with its object-centric design tailored for visualizing and managing information in networks.

Best feature

    • Capture: Fabric allows you to save various types of digital content from the web using its browser extension. Quick shortcuts like Ctrl+alt+F and alt+N make capturing content straightforward.
    • Organize: After saving, organize your content into collections, add tags for easy searching, and annotate with personal notes.
    • Retrieve: Easily find your saved content through searches, browsing collections, or using tags. Fabric’s timeline view and upcoming AI-enhanced search aim to streamline content retrieval.
    • Collaborate: Share content with others by inviting them to view or collaborate on collections. Fabric supports teamwork within specific spaces. limitations

    • No Note Linking: lacks the ability to link between notes, limiting its effectiveness in building a connected knowledge base.
    • Limited Text Formatting: The app offers minimal text formatting options, which may not suffice for complex documentation needs.


    • Fabric offers 14 days free trial 
    • Pro plan starts at 9$/month or 89$/paid annually.
    • One-time payment Believer plan for lifetime access at $160.

Obsidian is a powerful note-taking app that offers a range of features for personal and commercial use. Here are its key points:

Best feature

    • Backlinks: Automatically track how your notes reference each other, allowing you to see the bigger picture and discover hidden relationships.
    • Graph View: Visualize your notes as a network, revealing clusters of related ideas and uncovering new connections.
    • Customizable: Tailor Obsidian to your unique workflow with a wide range of community plugins and themes.

Obsidian limitations

    • Steep learning curve: The app has a complex interface that can be challenging to navigate, especially for new users. Understanding Markdown and interlinking notes requires some time and effort.


    • Free for personal use: Obsidian offers all its features for free for personal use.
    • Commercial use: For commercial use, Obsidian costs $50 per user per year. This plan includes priority support and a commercial-use license, but no additional features.
    • Add-ons: Obsidian Sync costs $8 per month when billed annually or $10 when billed monthly, and Obsidian Publish costs $8 per month per site when billed annually or $10 when billed monthly.

Coda is another standout option for collaborative PKM. It combines the flexibility of documents with the functionality of apps, allowing you to create powerful workflows and knowledge bases that your team can easily access and update.

Key Features

    • Building Blocks: Integrate tables, charts, calendars, and other interactive elements into your documents, creating dynamic knowledge hubs.
    • Automation: Automate repetitive tasks and workflows, freeing up your team’s time for more strategic work.
    • Integrations: Connect Coda with other tools like Slack, Google Calendar, and Jira to streamline your workflow and keep information flowing seamlessly.

Coda limitations

    • No desktop app.
    • Slight learning curve.
    • Priority support and training only in the Enterprise plan.


    • Free
    • Pro $10/month per Doc Maker
    • Teams: $30/month per Doc Maker
    • Enterprise: Custom

Logseq is a networked thought note-taking application with the ability to create notes, create daily notes, connect notes and visualize in a graph view, use a whiteboard to bring ideas together

Best feature

    • Advanced Note-Taking: Ideal for research and project development, Logseq supports extensive note-taking and idea generation.
    • Graph View: Essential for connecting and referencing notes, Logseq’s Graph View enhances personal knowledge management by visualizing links between notes, journals, and ideas.
    • Flashcards: Convert notes into flashcards for effective revision, making it a useful tool for students and professionals alike.
    • Whiteboards: Similar to Obsidian, Logseq offers visual note-taking on a digital canvas, allowing for the creative expression of ideas.

Logseq limitations

    • Lack of premium pricing: There’s not much focus on premium pricing which might be scary for some. Being able to see how the company makes money is always helpful to see where their future lies for notes.


    • Logseq currently operates on a free model, allowing you to download and start using it without any initial cost. However, it’s worth noting that while the core app is free, there may be charges associated with certain features.

Capacities is an object-based note-taking application with a focus on building relationships between your notes – popular for journaling, making notes & managing personal ideas.

Best feature

    • Embed Views: Capacities allow for enhanced linking within notes, offering options like embedded content, ‘wide’ or ‘small’ cards, and ‘link blocks’ for organized and visually appealing layouts.
    • Tags: Facilitate flexible categorization and unified content viewing across different areas with tags on any object.
    • Search and Command Bar: Efficiently navigate and manage your workspace with powerful search capabilities and quick command execution.

Capacities limitations

    • Like some of the PKM apps there is a learning curve to using a tool like Capacities
    • The Pro pricing can be much steeper than other PKM tools on the market right now


    • Capacities Basic: Free
    • Capacities Pro: For professionals $9.99 /month
    • Capacities Believer: For supporters from$12.49 /month

TheBrain takes a unique approach to knowledge connection by using a mind map-like interface. It’s designed for visual thinkers who prefer a non-linear way of organizing information.

Key Features

    • Visual Interface: Connect ideas visually with a mind map that expands and evolves as your knowledge grows.
    • Multiple Views: Switch between different views, including a list view, a graph view, and a 3D view, to gain different perspectives on your knowledge.
    • Rich Media Integration: Embed images, videos, documents, and web pages directly into your mind map.

TheBrain limitation

    • Information processing speed is still slow


    • TheBrain has a free version and offers a free trial. 
    • TheBrain paid version starts at US$299.00/year.

Anytype is a note-taking and personal data organization application designed to empower you with control over your information on an Alpha version.

This platform leverages a decentralized architecture, ensuring that your data remains private and secure.

Best feature

    • Advanced Note-Taking: Connect up notes together in Anytype and bring together a sense of brain-like organization to your vault. 
    • Object-Based Note-Taking: Organize your notes as objects before you begin them, this allows you to save templates and replicate them as you use them throughout your account.
    • Graph View: See the way your notes connect with graph view in Anytype and also the abilities like flow that allow you to see the relationship and knock-on effect of the notes in your workspaces.

Anytype limitations

    • Steeper Learning Curve for Some
    • Requires a Shift in Workflow


    • Explorer: $0 just your email
    • Builder: $99 per year
    • Co-Creator: $299 for 3 years

Roam Research is designed for networked thought, embracing the idea that knowledge is interconnected. It emphasizes bi-directional linking, allowing you to navigate between related notes seamlessly.

Best feature

    • Bi-Directional Linking: Create links between notes that work both ways, fostering a fluid exploration of your knowledge base.
    • Graph Overview: Visualize your entire knowledge base as a network, revealing patterns and connections you might not have noticed otherwise.
    • Daily Notes: Encourage a habit of daily reflection and capture fleeting thoughts, contributing to a rich tapestry of knowledge

Roam research limitation

    • The tool is not always easy to use, and users report a lack of willingness from the company to build the features that customers need


    • Pro: $15 per month
    • Believer: $500 per 5 years

Setting up a Personal Knowledge Management System (PKMS) is a smart move for anyone who wants to handle information better and make smarter decisions. Whether you’re studying, running a business, or just trying to stay on top of your daily tasks, a PKMS helps you organize all the information you come across every day.

We’ve gone through what PKM is all about and highlighted some of the best apps out there to help you get started. These tools are designed to make it easier for you to sort, store, and use your knowledge effectively. Remember, the key is not just to collect information but to use it wisely.

By choosing the right system for managing your knowledge, you can improve how you work and make life easier!

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