Paper Doll

Posted on: March 10th, 2025 by Julie Bestry | 10 Comments

On Friday, I renewed my driver’s license. Typically, that wouldn’t be blog-worthy.

I’ve lived in Tennessee for more than three decades, and generally I’ve been able to renew my license at a little kiosk that looks like an ATM. I’d verify some information on a screen, get a new (horrible) photo taken, and pay with my debit card, all in the vestibule of the DMV while avoiding the packed waiting area.

Not this time, though. I wasn’t merely renewing my license; I made an appointment to apply for my REAL ID, and had to engage with the DMV representative behind the glass barricades.

WHAT IS A REAL ID?

In 2005 (and yes, that really was twenty years ago), Congress passed the REAL ID Act in the long shadow of 9/11-related security concerns. The Act did the following: 

  • Set clearer standards for government-issued photo IDs — So, if you have a driver’s license, your great-grandmother has a non-driver ID card, or someone you know has different government-issued ID card, they will all fall under an established and uniform set of security standards so everyone will be on the same page.
  • Prohibited various government agencies (including the TSA) from accepting forms of identification that don’t meet the new standards. For quite some time, TSA agents had some wiggle room in letting people on airplanes even when/if they didn’t have proper identification (such as when they lost their wallet or had their ID stolen, and showed up at the airport desperate to make a flight). No more.
  • Added an extra layer of security to the process of flying — Having uniform requirements for flying makes it much harder for someone to use false documents to board an airplane or gain access to secure facilities.

Basically, the REAL ID Act established minimum security standards for state-issued driver’s licenses, permits, and ID cards to reduce identity fraud

REAL ID: A LONG TIME COMING

Dear Paper Doll Readers, you know I always try to share information with you in good faith, but ever since I originally blogged about the REAL ID, the US Department of Homeland Security has turned me into the boy who cried wolf.

Originally, the federal government wanted the new regulations to go into effect in 2008, but many states and territories opposed to the immense effort it would take to comply.

First, not all states had required photos for driver’s licenses; conversely, REAL IDs require facial image capture and states need “an effective procedure to confirm or verify a renewing applicant’s information.” To anyone who has watched too many episodes of Law & Order and other police procedurals, it’s a bit surprising that not every state was verifying that faces and names matched!

Second, states would have to confirm Social Security account numbers with the Social Security Administration and cross-check to make sure old or expired licenses were “terminated” in other state’s systems before taking effect in the state where someone was applying.

Third, states were going to be required organize and maintain the documentary evidence submitted. For example, each state would be need to either retain paper copies of documents for a minimum of 7 years or scanned/capture images of those source documents for a minimum of 10 years. 

Fourth, states must limit the validity of all driver’s licenses and (non-temporary) ID cards to 8 years; some states had previously kept IDs valid for ten years.

Lacking professional organizers to keep their processes straight, state governments were not particularly keen on having make these changes! Kerfuffles ensued. From 2012 through 2018, states and territories acted in fits and starts.

Eventually, the federal government announced that it would require REAL IDs effective October 1, 2020. However, as we all know, 2020 didn’t exactly turn out as anyone planned, and the CARES Act (remember that $2.2 trillion COVID stimulus package?) delayed the start to September 30, 2021. Later, after several more changes to documentation and funding regulations, the date was pushed to May 3, 2023.

And now, finally, the official date appears to be on the horizon: May 7, 2025, which is (as of this writing), 57 days away!

If you already have a REAL ID-compliant license or other identification, you’re good, but if your license wasn’t due to renew over the past five years or so, you might have figured there was no need to rush to upgrade. But now, it’s time to pay attention.

WHY MIGHT YOU NEED A REAL ID? 

Now that you understand why the government has been working toward this change for the last twenty years, you may wonder how it affects you. Why might you need a REAL ID?

1) You Need a REAL ID to Fly

As of May 7, 2025, in order to board an commercial aircraft, your identification must be REAL ID-compliant. Some people seem to believe that flying for particular purposes makes the new law inapplicable to them, but just to be clear, the REAL ID Act will apply no matter what kind of commercial flying you will be doing, including:

  • business travel
  • vacation/pleasure travel
  • heading to college (or taking your children to/from college)
  • accompanying minor children during a custody transferral
  • traveling to care for ill relatives
  • getting health care from specialists in distant cities
  • looking for houses in a city to which you’re moving

United Airlines Red Carpet, courtesy of 1950sUnlimited, CC BY-NC 2.0

Do you need a REAL ID to fly on a private plane?

Yes!

Even if your non-commercial flight has private screening or you travel through a private FBO (fixed-base operator), the REAL ID act still sets — and the TSA must enforce — a minimum security standard for all air travel.

Do you need a REAL ID to fly on Air Force One?

No, but that’s because it’s categorized as a military (not commercial) aircraft used for official government travel. Journalists and politicians authorized to fly on Air Force One go through such thorough vetting by the Secret Service that gathering documents to secure a REAL ID will seem like a walk in the park.

Do you need a REAL ID to fly a crop duster?

Nope.

A crop duster is an agricultural aircraft, so flying in one is not considered commercial airline travel and therefore doesn’t fall under the REAL ID requirements. However, to work as an agricultural pilot, you must earn a private pilot license, a commercial rating, and a tail-wheel (conventional gear) airplane endorsement, and get specific agricultural aviation training. That seems like a lot of extra effort to just to avoid going to the DMV to get your REAL ID.  

Do you need a REAL ID to fly firefighting aircraft (like air support to drop water or fire suppression chemicals on a fire)? 

Sometimes, actually, yes. These aircraft, like those operated by Cal Fire during the recent fires, are sometimes considered commercial aircraft. I was surprised, too.

If you’re not familiar with these aircraft that drop water or pink suppression chemicals, may I point you to the CBS TV show Fire Country, or if you’re feeling up for something sappy but wonderful, the star-studded aerial firefighting movie Always, a remake of a WWII-era film A Guy Named Joe

 

Do you need a REAL ID to fly on a rocket like SpaceX, Virgin Galactic, or Blue Origin? 

Yes! These non-NASA rockets are considered commercial flights. Pack your REAL ID.

But no, you don’t need a REAL ID to go hot air ballooning like Dorothy in The Wizard of Oz, as there are no TSA checkpoints in the sky

Can’t you just use a passport to fly? What about a Trusted Traveler card?

What a smartypants you are! In order to fly, you must have a REAL ID-compliant document, which includes a US passport or passport card (the acquisition of which already requires the kind of documentation required for a REAL ID).

However, most Americans do not have valid passports. Currently, only ~45% of Americans hold one. If you have a passport, you’re set; if not, and you aren’t likely to do international travel, a state-issues REAL ID is a more economical choice

Trusted Traveler program cards, like Global Entry, TSA Pre-Check, NEXUS, SENTRI, and FAST are REAL ID-compliant, but are pricier than a driver’s license and may not be applicable to your lifestyle.

What about a state-issued Enhanced Driver’s License?

Michigan, Minnesota, New York, Vermont, and Washington issue these for land or sea border crossings with Canada, Mexico, and the Caribbean. They require the same documentation and count as REAL ID-compliant; if you have one, you already know it. But if you don’t, and unless you live in these states and don’t have a passport, go ahead and upgrade your driver’s license.

2) You Need a Real ID to Enter Secure Federal Buildings

If you have reason to enter any secure federal buildings, you’ll need REAL ID-compliant documentation.

Panorama of United States Supreme Court Building at Dusk courtesy of Joe Ravi, CC BY-SA 3.0

You may be thinking, “When the heck will I ever have to go into a secure federal building? I’m not a judge or legislator!” However, you might go to a federal building to:

  • apply for or renew certain federal benefits — For example, some Social Security Administration offices are in federal buildings.
  • access services at a VA facility — While most VA medical centers won’t require REAL ID, some administrative offices do.
  • attend an immigration or visa appointment 
  • work in or visit a federal agency — If you’re a contractor or consultant, or if you’re applying for a federal job, or if you need to visit the IRS, EPA, or Department of Labor, know that such offices are in federal buildings
  • attend a public hearing or town hall — Agencies hold open meetings for the public on policy matters.
  • attend a government conference or training — Federal agencies host public events, seminars, and professional development sessions.
  • retrieve records or conduct research — Agencies like the National Archives or Library of Congress require in-person access to certain records.
  • serve on a federal jury or grand jury
  • give testimony in legal proceedings — And no, if you’re accused of a crime at the federal level, you can’t get out of being tried for that crime just because you don’t have a REAL ID.
  • report to a federal probation or parole office
  • visit an inmate in a federal detention center 

The REAL ID Act doesn’t require you to present identification anywhere it’s not currently required for accessing a federal facility.

So, while all federal buildings have security, they don’t all count as “secure federal facilities.”

You don’t need a REAL ID to visit the National Archives museum or its reading rooms, but you do need a valid form of identification to enter the research rooms. Similarly, you don’t need a REAL ID to visit the public areas of the Smithsonian Institute.

3) You Need a REAL ID to Enter Nuclear Power Plants

Do you work in a nuclear power plant

Are you a government employee whose job it is to inspect nuclear power plants? Engineers, safety inspectors and maintenance crews often have to visit plants for inspections and upgrades.

Are you a government regulator from the Nuclear Regulatory Commission or the Environmental Protection Agency?

Are you a vendor or contractor for a nuclear power plant? Whether you restock the candy machines or service the bathroom plumbing or do public speaking events for the staff, you’ll need a REAL ID-compliant document to gain access.

Are you a first responder? Emergency personnel, firefighters, and HAZMAT teams often train in nuclear facilities.

Are you an energy industry professional or a policymaker taking a tour? Are you a journalist? A researcher? You’ll need that REAL ID!

Are you a teacher or professor planning on taking your students to visit a nuclear power plant? If you’re taking third graders on a tour of a nuclear power plant — wow, that’s weird — they wouldn’t need to be REAL ID-compliant, but if you’re a college professor, your age 18+ students would. 

Are you Homer Simpson? 

via GIPHY

One assumes this also applies to Mr. C. Montgomery Burns (Homer’s boss) and sycophantic Smithers. However, Mr. Burns is a billionaire, and they seem be getting a lot of special treatment lately. Your mileage may vary.

WHEN DON’T YOU NEED A REAL ID?

  • If you’re a kid — Children under 18 are not required to have REAL ID-compliant identification.

However, I strongly encourage you to make sure your college-bound students get their IDs as soon as they are able, particularly if they attend school more than a few hours’ drive away. From Spring Break to getting home for a family emergency or a funeral, help them be prepared.

  • If you’re showing ID to vote — You can’t be required to show a REAL ID to vote.

The REAL ID Act is for maintaining security, so as long as your assigned polling place is not on an airplane, in a secure federal building, or in a nuclear power plant, you should not be required to have or show a REAL ID-compliant identification. (For more on IDs for voting, see my post, The Ultimate Guide to Organizing Yourself to Vote.)

What if you aren’t a US citizen?

If you’re a tourist, you’ll have a passport, which serves the same purpose. If you are neither a citizen nor tourist but are lawfully present in the United States, you can obtain a REAL ID, provided you can demonstrate your legal presence and meet other requirements.

Remember, this doesn’t just include citizens of the 50 states and Washington, DC. If you live in Guam, Puerto Rico, American Samoa, the US Virgin Islands or the Northern Mariana Islands, the REAL ID Act applies to you, too.

REAL ID MINIMUM DOCUMENT REQUIREMENTS

To be a valid REAL ID-compliant state-issued ID (whether a driver’s license or other identification card), it must include the following:

  • Full legal name
  • Date of birth
  • Gender*
  • Driver’s license or identification card number
  • A digital photograph
  • Address of principle residence
  • Signature
  • Physical security features designed to prevent tampering, counterfeiting, or duplication of the document for fraudulent purposes.
  • A common machine-readable technology, with defined minimum data elements.

*Until recently, the gender marker on a passport could be M, F, or X. However, the current administration has announced that the X marker will no longer be allowed on renewed/new passports issued and the marker must match the individual’s assigned sex at birth. However, at least right now, states can make their own rulings regarding gender markers on REAL IDs.

Remember, REAL ID is a set of standards, not a national identification card. Each state issues its own unique licenses and ID cards. 

SO, HOW DO YOU GET A REAL ID?

First, gather your documents. You will need to present the following types of original or certified documents to your state to apply for a REAL ID. 

  • Proof to establish citizenship or legal presence — Again, if you have a passport or passport card, you’re covered. Otherwise, you’ll need official documentation, like:
    • a birth certificate
    • US Certificate or Consular Report of Birth Abroad
    • a valid, unexpired Permanent Resident card issued by DHS or INS
    • a certificate of citizenship or naturalization
    • an unexpired employment authorization document issued by DHS
    • an unexpired foreign passport with a valid US visa and approved I-94 form
  • Proof of your full Social Security number — Find your official Social Security card. If you’ve lost yours, replace your Social Security card as I explained in How to Replace and Organize 7 Essential Government Documents before applying for a REAL ID. However, my state gave me the option of alternatively showing a W-2, 1099, or payroll check stub bearing my SSN.

  • Two proofs of residency of the state in which you currently reside — My state offered more than a dozen options, including a recent home utility bill, a vehicle registration, a voter registration card, an IRS tax return, a bank statement, and a variety of other financial and insurance documents.
  • Documentation of any name changes — due to marriage, divorce, adoption, change of name (associated with a gender reassignment or otherwise, etc.), explaining a discrepancy between the names on all your forms of proof.

Safeguard your documents; don’t just put them in a manilla folder where they can fall out or damaged by inclement weather. I used a teal Container Store vinyl zippered document pouch because it looked like it might rain.

Next, make an appointment to apply at a local branch of your state’s Department of Motor Vehicles or equivalent. You must apply in-person, and it’s possible that only some (or even one) DMV location in your community will process these applications. Don’t just show up when you have a free afternoon, unless your idea of fun is rubbing elbows with random strangers in uncomfortable plastic seats.

Make yourself look presentable. You’ll be showing this ID all the time. (Also note: you’ll be required to take off your glasses for the photo, so try not to squint.)

Give yourself ample time to arrive. (I was told to arrive 15-minutes before my appointment. I got stuck behind a train and was only 10 minutes early.)

Be prepared to check in on your phone using a QR code. Many people were befuddled by this process and it delayed their appointments.

Be kind; the DMV staff goes through a lot. The wonderful representative processing my application spilled some serious tea about the way some people behave. (People apparently show up for their appointments while on drugs. People get high and then suddenly feel the need to renew their licenses? Seriously?) 

HOW DO I KNOW IF MY ID IS A REAL ID?

Look in the upper right-hand corner of your ID. Do you see a star that looks like any displayed below?

No star? It’s not REAL ID-complaint. (In addition to the star, Enhanced Driver’s Licenses will have an image of the United States flag and the word “Enhanced” at the top of the card.) 

For further information, check the Department of Homeland Security‘s REAL ID Frequently Asked Questions page.


Because my papers are organized, it took me about five minutes to gather my documents, and another five to make the appointment online. Even delayed by the train, I arrived ahead of my 2 p.m. appointment.

When my number was called a few minutes later, I was walked through the process of providing all of my documents, signing required statements, and getting my photo taken. At one point, all of the women behind the counter and several applicants stopped to call attention to a very handsome man with a dazzling smile (who looked quite a bit like the actor Donald Glover) getting his ID photo taken. 

Dani Pudi, Betty White, and Donald Glover Doing the Anthropology Rap

I was back in my car at 2:21 p.m. It had taken longer to fix my hair for a good DMV photo than to apply for my REAL ID.

Getting organized makes obtaining a REAL ID REAL(ly) painless.

Posted on: March 3rd, 2025 by Julie Bestry | 10 Comments

Do you get shaky when your phone isn’t in your hand? Are you chronically online? Do you need a digital detox?

A year ago, I wrote Celebrate the Global Day of Unplugging. In that post, I explained the observance’s purpose, to bring attention to the importance of taking a break from 21st-century technology, embracing silence, and interacting directly with others. I also did a deep dive into the mental and physical dangers, as well as the damage to our productivity, wrought by the oh-so-compelling devices we carry everywhere.

We examined why it’s so hard to step away from our phones, from dopamine-dripping design to always-on culture, and explored tips for de-centering phones in our lives. It focused on lifestyle changes as well as ways to alter phones settings to make them less compelling. I mentioned some apps for reducing screen use and a phone designed to make essential work easier but social media less appealing

The next Global Day of Unplugging is from sundown this Friday, March 7, 2025 to sundown on Saturday, March 8, 2025.

According to Backlinko, in 2025, American adults spend an average of 4 hours and two minutes a day on phones. We are spellbound! (Cell-bound?)

Reducing screen time (and replacing it with a phone-free activity) can decrease depression and anxiety and improve social connections. What could you accomplish if someone gave you back even one of those four hours? What dreams could you achieve? (What literal dreaming could you do if you weren’t doomscrolling into the wee hours?) 

Most of the strategies I shared last year required willpower. Today, we look at tech that maximizes functionality but inserts friction to minimize the seductive draw of our phones.

MINIMAL PHONE

Minimal is an upgraded version of the phone I previewed last year. Resembling an early Kindle more than a modern phone, it use an E-Ink Touch display to reduce eye-strain and promote healthy sleep

It’s higher tech than a flip phone, but less inviting than a typical smart phone. Fewer hits of dopamine means you’ll only grab it when you need it instead of when you want it, and you’ll want it less often. Plus, without blue light, it’s less destructive to your sleep patterns.

Some of the key features and benefits of Minimal are:

  • The black-and-white E-ink display is designed for eye comfort — With a 4:3 aspect ratio for optimal viewing, 4.3″ screen size for productivity without distractibility, and 230 ppi for improved readability, you could use Minimal to read all day long (but don’t!) without eye strain.
  • It dramatically reduces distractions — There are no intrusive blink-y features and bright colors. The more you focus on the actual work you need to do, the quicker you’ll be off your phone and spending time with family, friends, hobbies, or even your dream world. 
  • The QUERTY keyboard is tactile — Remember how powerful you felt when you used your BlackBerry? Wouldn’t you love that sense of accuracy and speed again? With a 74mm-width keyboard for comfort, a 35-key (plus hot-key) layout, and .25mm key travel (the depth a key can be pressed) for precision tactile sensation, you’re set up for old school power.

  • Minimal is made for the long run —  Too often, phone batteries die after about two years and the hardware stops being supported by the upgrades far too soon. Planned obsolescence is a huge part of most manufacturing models, but Minimal promises it will be supported by software updates for five years and is “crafted with quality materials…to stand the test of time.”
  • Minimal still has all the essential Android apps you need —  With full access to the Google Play Store, you can download any necessary apps (like Dropbox, CashApp, Google Maps, etc.) with no muss and no fuss. It supports Android Auto, can be linked via Bluetooth to fitness watches,,,, and supports contactless payments like Google Pay.

Minimal may be visually minimal, but it’s maximal when it comes to features:

  • Along the top phone edge, there’s a microphone, phone speaker, and proximity sensor.
  • The bottom edge has a 3.5mm headphone jack (for all of us who are tired of cordless ear buds falling into the street (or soup!), a USB-C port for charging, and an audio speaker.
  • There are two cameras: a 5 MP rear-facing (selfie-taking) camera to the bottom left of the keyboard, and a 16 PM front-facing camera (with flash) on the back.
  • Above the keyboard, there’s a simple navigation bar.
  • Side buttons provide a fingerprint unlock power button, dual sim/expandable storage, volume  up/down and an E-ink refresh button. (Note: Minimal does not support E-Sim.)
  • Built-in goodies include a flashlight, compass, and gyroscope, and it supports Wi-Fi calling and hotspot functionality.

Choose 6 GB memory with 128 GB storage or 8 GB memory with 256 GB storage.

There are three versions of the Minimal Phone: Pebble (white), Onyx  (black) and Fusion (black top with white key board). Minimal is $499.00, they’re offering $100 off of pre-orders. (Shipping is free world-wide!)

 

MINIMALIST PHONE (APP)

Not to be confused with the Minimal Phone, there’s also a Minimalist Phone, which isn’t a phone at all. Rather, it’s an Android app designed to reduce cell phone addiction by changing the user interface by which you see and launch your apps.

Minimal Phone replaces the default Android screen with a custom home screen which encourages more mindful use of phones and directs your focus to your most productive apps. Instead of being pestered by pop-ups, counters, bright colors, and icons on a traditional home screen, the mostly icon-free, minimalist user interface helps you recognize how unhealthy your usual phone usage patterns are (all those dopamine-seeking behavior!) and curb mindless scrolling.

Note, Minimalist Phone’s monochrome interface isn’t the same as just setting your Android to black-and-white or your iPhone to greyscale. Instead, it also lets you view selected apps in black-and-white. Use it just where it’ll be the most helpful, while leaving color in place for apps like Maps, where color is essential.

Monochrome reduces screen time because image-focused apps (like games and social media) just aren’t that appealing in black-and-white. Reducing color and vibrancy curbs the impulse to “bed rot” and scroll until the sun comes up.

  • Install Minimalist Phone as you’d install any other app from the Google Play Store; uninstall it just as easily to return to a traditional home screen. There’s no hardware or tinkering. Add your essential apps to the launch screen — but seriously, don’t add the time vampires!
  • Minimalist Phone supports all versions of Android phones with operating systems v 6.0 and higher — dating back to 2015!
  • It’s privacy-focused. Minimalist Phone “doesn’t sell any personally identifiable information (PII) to 3rd parties” and it’s GDPR-compliant, complying with stiff European privacy regulations.
  • Maintain access to all of your apps; the non-essentials are just hidden to keep from going down a rabbit hole. If you want to open a hidden app or unhide an app, just access the phone settings through a gear icon on the app page and select Home screen> Hidden apps.
  • The app links to your Google account, not your device, so you can use it on any/all devices linked to your Google neighborhood.
  • Other features include app blocking (so you don’t need willpower), time limits, and mindful launch delays to prompt you to reconsider opening an app.

Minimalist Phone has a 7-day free trial, after which there are three different plan levels: monthly, annual, or a one-time purchase. Unfortunately, you have to download the app to see the pricing. (To change your plan, you must cancel it in the Google Play store or wait for the current period to expire, and then re-subscribe at a different level, or email them to request a change.)

DUMB PHONE (APP)

We’ve had the “benefit” of smart phones for a while, but wasn’t life blissful apps and texting? Remember feature phones? Flip phones? We weren’t so stressed before we carried the power of a desktop computer in our pockets.

Enter: Dumb Phone. As with Minimalist Phone, it’s not a phone, but an app, and one designed to help you avoid (and conquer the cravings for) easy distractions and dopamine hits. If you liked the idea of the Minimalist Phone app but were bummed that it was Android-only, Dumb Phone has you covered — it’s for iOS users.

Michael Tigas came up with the Dumb Phone when he was creating features for the focusedOS app, which hides iOS distractions with one click; he hoped to further reduce all of the visual distractions that suck us into using phones longer than planned.

Apps are still on the phone, and they still work. They’re just not imitating street-corner floozies or three-card monte hucksters, begging for attention.

The idea is that if the icon and dopamine rush of tapping aren’t front-and-center, you’ll only use the apps you really need and want. 

Download the app and add the Dumb Phone widget and wallpaper to your home screen. Then Dumb Phone takes your fancy, expensive, bells-and-whistles iPhone and transforms it into a minimalist-styled phone that:

  • Simplifies your busy home screen — It eliminates photo-filled, graphics-heavy wallpapers, colorful icons, and notification badges, leaving just text-based buttons. Your phone becomes a sleek time traveler from the late 1990s.
  • Breaks your “Oh, let me just grab my phone so I never have to be left alone with my thoughts” habit — Without all the “Hey, look over here!” yoohoos, you’ll use your phone when you want and need it, without unnecessary distractions.
  • Gives you speedy access to your most important apps — Whatever apps you want to use frequently will be just one tap away, without having to swipe pages of screens.
  • Access everything with just one hand — even with the largest iPhones, your thumb can reach everything!

With the Dumb Phone app in place, tweak it make your phone less seductive.

  • Make the home screen minimalist (but not unappealing) by picking either a Light or Dark theme.
  • Select the font and font sizes, positioning, color(s) if you want any, and more.
  • Designate multiple “app launchers” for different periods of your life/day — Have one app launcher screen with work day apps; have another with NO work-related apps (so your brain can have real downtime without checking for emails from the boss during your toddler’s birthday party). 

Dumb Phone’s basic level is free. It costs $2.99/month to upgrade, or $9.99/year at a discount, or $24.99 for a one-time purchase to gain access to all functionality and configurations. Get it on the iOS App Store.

Dumb Phone’s blog is also full of advice for curbing the addiction to specific apps. (Sigh, TikTok, I’m looking at you.)

 

BRICK (DEVICE)

Brick is neither a phone nor an app. But it is an actual device. It’s a bit like a chastity belt for your phone, and the key is kept out of convenient reach.

The creators, two college students, looked at the concept of distraction-free flip phones, which had hardly any useful tools, and modern smart phones, which have all sorts of useful apps, but ceaseless distractions. Where’s the middle ground? You can’t just leave your phone at home if you still want to be able to hail a ride share, make contactless payments, map your way to the right street, or tell someone you’re running late.

Brick’s creators felt that an app or software solution (like Apple’s Screen Time limits that blocked you from using distracting apps wasn’t the way to go. You could always do an end-run around your carefully-made plans, just like when you put the chocolate in a high cabinet to discourage yourself from snacking but find yourself climbing a step-stool at 1 a.m.

Instead, by having a physical device acting as a “key,” and the key is elsewhere, temptation is easier to ignore.

Taking the notion of bricking your phone (a colloquialism for making a device useless), they found a way to make your phone brickable, but not permanently bricked

 

Buy the Brick device, then download the Brick app from the iOS App Store, create an account, and follow the steps in the set-up guide. From there, create up to five custom “modes” (like “work mode” or “home mode”), to limit what apps you can access during specific times of day. (You can even block specific websites in Safari.)

To (temporarily) brick your phone to focus on what’s important, tap the center Brick icon on the screen and press the phone to the Brick. Alternatively, if you don’t have the Brick device with you, you can “remotely” Brick your phone: just hold down on the Brick button in the app for 5 seconds.

However, you still need the physical device to unBrick your phone.

The video of how it works can’t be embedded, but you can view it on the Brick site. Other features:

  • View your history — Track how much time you spend Bricked each day.
  • There’s no battery, so there’s nothing to charge. 
  • Brick doesn’t track which apps you use, nor does it access any of your data.
  • You can use one Brick with any number of phones; you could also buy multiple Bricks to assign to one phone so that you could have one at your office and one at home (or your significant other’s home) to cover lots of different life situations.
  • Brick supports iPhones running iOS 16.2 or later; an Android version is expected in the future.

It comes in grey and white, and has anti-slip silicone surface and a high-grade magnet in the bottom to ensure it stays securely in place, wherever you decide to put it — on the fridge at home or a whiteboard or filing cabinet in the office. 

Think carefully about where your Brick(s) should live so you don’t counteract your productive work time by searching all over your home, office, or car when you’re ready to switch modes. You don’t want to finish work, head to the airport, and realize your vacation-related apps are bricked and your Brick is back in the suburbs or at your office.

Buy the brick for $59 and you get complete access with no subscriptions or fees; there’s a 30-day money-back guarantee. If you buy two Bricks, you get 10% off and free shipping; for three or more Bricks, you get 15% off and free shipping. You can also sign up for email and get a “mystery” discount.

 

LIGHT PHONE

A Light Phone is a bare-bones, 5G/4GLTE, unlocked cell phone with just a few non-negotiable tools. Rather than changing the way you launch apps, it’s specifically designed for “going light” so your quality time has fewer distractions and more quality in it. 

 

Light Phone III has a black-and-white E-Ink screen, similar to the Minimal Phone. Because these screens don’t emit blue light, they won’t impact sleep patterns; it can also be read in direct sunlight. To clear the screen between different pages, the E-Ink screen “refreshes,” flashing the screen between black and white, making previous information go “poof.” There’s also a screen light for being able to view the phone at night.

Use it to make calls and send text messages. When you have a voicemail, there are no floating badge notifications, just an asterisk next to the digital clock. Tap to see your recent (unanswered) interactions, then return the message with a call or text (or, y’know, don’t).

Press the large center button on the right side of the phone to access the toolbox menu, your key to navigating to the Light Phone’s various settings and tools, and back to the home screen.

Manage your Light Phone from a dashboard on the website to import contacts or add/remove optional tools. Adjust brightness with an analog wheel (like a radio dial) on the phone’s left side.

The Light Phone’s other tools include an alarm, timer, calculator, music and podcast apps, notes, calendar, directions, and a phone directory. The updated Light Phone III also has GPS, a fingerprint ID power button, Bluetooth, a noise-cancelation microphone, camera (with a two-step shutter button), and flashlight, can be used as a hotspot and it supports voice-to-text.

Light Phones operate on the Light operating system (i.e., not Apple or Android) and requires active, compatible nano-SIMs and work a standalone devices; they don’t need to connect with a smartphone (though you can use them to complement your usual iPhone or Android phone when you need to take a break). Either swap your SIM between your Light Phone and other smart device, or get a second phone number assigned to the Light Phone, as you prefer.

The older Light Phone II comes in black or light grey, and includes a free SIM card for $299; the new Light Phone III is $799 but is currently $599 on pre-order and will be available June 2025. (Light Phone II will continue to be available Light Phone III launches.) There are colorful cases to fit the Light Phones.

The three Light Service plans are limited to the United States and run on AT&T cell towers: 

    • $30+tax/month for unlimited domestic calls and messages with 1GB of data
    • $45+tax/month for unlimited domestic calls and messages with 5GB of data
    • $70+tax/month for unlimited domestic calls and messages, plus data for hotspot usage.

However, because the Light Phone is unlocked, you don’t have to use Light Service; use a SIM from your own carrier and keep your service from AT&T, T-Mobile, Verizon, Ting, Mint, or US Mobile.

 


Changing how your phone works is great, but in the end, the best solution to toxic scrolling and phone addiction isn’t to change your phone, but to change yourself. Here are some apps that give keep your behavior accountable.

CLEARSPACE (APP)

Clear Space calls itself “a lever for you at your best to influence you at your most distractable.”

Personally, I think it’s more like tollbooth, requiring you to pay a toll that prompts you to slow down and consider your route.

Clear Space recognizes that dopamine cravings will be less powerful when you pause, creating a virtuous “atomic” habit to replace an unappealing one. Aligning intentions with actions can be hard, but Clear Space offers accountability in three ways:

  • Before you can use an app, you must do a centering exercise. The screen guides you through a prompt to breathe, do a push up, or similar, and then tells you how many times you’ve visited the apps you’ve cordoned off (and where you are in your scrolling budget), and provides a motivating quote.

  • Set a session length for using any app or block some altogether, and ClearSpace will literally do an intervention before the social media addiction monkey gets on your back.

  • Pick specific apps in which you want avoid getting entangled.

Clear Space redirects those impulse clicks (like the Reese’s Peanut Butter Cups I grab when I’m waiting too long in the cashier line) and prompts you to think before you click. It retrains you to stop impulsively opening apps “to check” them; instead it encourages you to stop, breathe, and think about what you really want to achieve.

Clear Space also provides data insights to analyze app usages patterns and track your progress over time. 

Clear Space is free and available for iOS and Android phones, as well as a Chrome extension for the web.

 

Check out Clear Space’s great productivity blog posts to help break phone addiction. 

STEPPIN (APP)

Steppin gets you off your butt, locking you out of your social media accounts until you go for a walk! Created by Paul English, the founder of the travel search engine Kayak), Steppin has you trade steps for screen time.

In other words, if you want to scroll, you have to roll! (Oy. Sorry.)

  • Identify which apps you want to limit (social media, games, streaming videos, or whatever steals your focus) and use the app blocker controls. 
  • Set your own rules — For example, set a minute of app time for every 100 steps you take; decide how often you want the limits to refresh. Customize goals to fit your focus: reducing screen time, motivating yourself to get fit, or achieving digital wellness. Re-set available screen time daily, weekly, or not at all.
  • Earn your screen time — The more you walk, the more screen time you unlock. 
  • Track your steps seamlessly across your favorite fitness trackers — Steppin syncs with the built-in step counter in your iPhone and integrates with Apple Health App. Hitting step goals reinforces the habit, and habit tracking motivates you to maintain a healthier) balance.  

You can also connect Steppin to your Apple Watch, Oura Ring, Fitbit, Google devices, or Garmin tracker, and your privacy is protected: “Steppin uses Apple’s Screen Time API to enable app blocking without storing sensitive personal data.” 

Steppin is currently free, but may have an annual fee in the future. Find Steppin for iOS in the App Store or for Android at the Google Play Store.

(A similar app, promoting fitness and discouraging chronic scrolling is the iOS-only Fitlock.) 

ONE SEC

The One Sec app uses powerful research on phone (and specifically, social media) addiction to halt mindless instant gratification in its deeply-scrolled tracks:

  • Configure One Sec to make you think twice, prompting you to explain the purpose for each attempt to access social media apps. Do you really want to go to Instagram or are you seeking an escape from work, stress, or boredom?
  • Trigger One Sec to stop you whenever you open Facebook, Instagram, Twitter, WhatsApp, TikTok or any other app on your iPhone or Android device. You can also block/limit web sites!
  • Set an intention for your social media use. If you planned to just check if people are reacting to your blog post share, One Sec will check in with you in one-to-five minutes to make sure you haven’t gone down any rabbit holes.
  • Visualize your “open attempts” data in graphs to motivate further progress. 
  • One Sec prompts you to take healthy pauses to focus:

One Sec is free for iOS, Android, and Mac browsers and can be synced across devices.


This is only a sampling options to get some accountability from your phone when it’s hard for you to summon the willpower to step away from the addictive aspects of modern technology. 

Just last week, Rhys Kentish, a London-based app designer, announced the Touch Grass app. When it launches later this month, the iOS app will require users to go outside, take a photo of themselves touching grass, and upload it before they can access distracting apps. (It’s based on a Gen Z slang expression: when someone is melting down or acting weird, they are told to “touch grass” to get fresh air and gain perspective.)

Whatever it takes, right?

Posted on: February 17th, 2025 by Julie Bestry | 8 Comments

Two weeks ago, in Take Note: Paper Doll’s Guide to Organized Note-Taking (Part 1), we looked at the wide variety of situations in which you might take notes, and took a side journey into the relative merits of handwritten vs. digital notes.

Last week, in Take Note: Paper Doll’s Guide to Organized Note-Taking in Lectures & Presentations (Part 2), we explored solutions for taking notes when someone is imparting information to you verbally: in class, watching a webinar, attending a conference, and in collaborative meetings. Some variation on these methods work for casual note-taking situations, like when you’re learning about a diagnosis or treatment, you’re hearing about a new program at a PTA meeting, or even when you’re fielding information on a phone call.)

Whether you want to capture information for a later test, to improve your professional (or passion project) success, or help your team hit its action items, taking notes ensures that information can be captured, processed, learned, and acted upon

Using my colleague Linda Samuels’ rubric, we looked at how to “listen, capture, and engage” with information using text-based note-taking (e.g., the sentence method, outlining, and the Cornell Note-Taking Method) and visual note-taking (e.g., mind mapping and sketchnoting).

We also harkened back to the idea that not all note-taking depends on information coming to you verbally. When you’re studying printed material as part of coursework, doing academic research (like a term paper on Alexander Hamilton) or writing a non-fiction book (like the history of sandwiches), you will need to take notes on what other people have written to achieve your goals.

You may also create notes from scratch, not based on someone else’s concepts (presented verbally or in writing), but invent something totally new with the help of the elves in your brain. You might write the score for a Broadway musical, engineer the schematics for a cool invention you aim to patent, or draft a novel about vampires from Jupiter or grandmother protesting injustice, or vampire grandmothers… 

With modifications, you can take notes using the methods we discussed last week, but there are also note-taking methods that help you create and organize notes on non-verbal content.

ANNOTATION

Picture yourself studying for an exam or preparing to give a speech to your colleagues. However much material you already know, there’s going to be a larger chunk of the unknown printed in books, journal articles, and online.

The advantage of taking notes on what you’re reading is that you can take it at whatever speed you need to make sense of the information and organize it, combined with your own thoughts, without having all the inbound knowledge outpace you. The main disadvantage is that, unlike when a speaker accents what’s important (with voice, body language, or saying, “Hey, you numbskulls, this is going to be on the tests!”), text may not give you a clue as to what is vital.

 

Sure, textbooks may have concepts in bold or italics, but novels will not; if you’re reading the Federalist Papers, there’s no formatting to clue you in on what Alexander Hamilton (yes, him again!) thought was key. And if you’re researching to support your creative endeavors, only you know what will hit the spot.

Key Benefits of Annotating

Annotating enhances comprehension by allowing you to actively engage with the text, identify key points (either what the writer thinks is key or what is key for your purposes), ask yourself questions (so you can find answers in the text or in other resources), and record your own thoughts.

Annotation can lead to a deeper understanding of the printed word, making it easier to recall information later and prepare for discussions, writing assignments, or drafts. Annotating your notes reaps the following benefits:

  • Improved comprehension — By highlighting important information and adding notes, you’re forced to actively process the text, leading to better understanding and retention.
  • Critical thinking — Annotating pushes you to question the author’s arguments, identify biases, and form your own interpretations. In fact, as described in the New York Times article, How Students and Teachers Benefit From Students Annotating Their Own Writing, annotating improves metacognition, or thinking about how you think about something.
  • Active engagement —The very act of writing notes as you read encourages focused attention and deeper engagement with the material. You’re less likely to let your eyes glaze over if you’re annotating the material.
  • Organization of ideas — Annotations can help you identify the main points, structure of the text, and see how different concepts relate to one another. Sometimes it happens as you are annotating; other times, the act of annotating creates the magic that helps you see how things are connected later. If you’ve ever seen the TV show The Good Doctor, this is the way we see Dr. Shaun Murphy arriving at life-saving connections.
  • Customization — You can add your own thoughts, reactions, and connections to the text, making the reading experience more meaningful. Whether you’re studying for a test or bringing concepts together to write a book, you can add your own metaphors or connections (and references to pop culture!) to make it resonate.
  • Preparation for writing — Annotations are first drafts. They’re the key to making someone else’s first line of research into a foundation for your own work, whether you’re writing essays for Medium, research papers for a class, or a work project where you need to analyze and synthesize information from varied sources.

Analog Methods of Annotating

Marginalia

If you’ve ever scribbled notes, comments, or questions in the margins of a book, you’ve been annotating. You’ve done the active reading and critical thinking referenced above, and created a personal dialogue with the author of which only you are aware. (That’s OK, some authors are cranky and don’t welcome questions.)

Marginalia are great for when you want a quick reference for future review of the material. Last week, I was in a book club Zoom for the National Association of Productivity and Organizing Professionals’ Authorship and Publishing Special Interest Group (no surprise, we call it the NAPO A&P SIG), discussing On Writing Well: The Classic Guide to Writing Non-Fiction by William Zinsser.

Our leader, my colleague Deborah Kawashima, had extensive marginalia, and used those notes to lead the discussion — and to find related material when members brought up points.

I can’t bring myself to write in books — my first job was working in a library, and books are so sacrosanct to me, I can’t bear to even make a pencil notation. I use sticky tape flags combined with handwritten notebook pages for the short term (like a book discussion) and either handwritten or digital notes when working on a blog post or book project.

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Transparent Sticky Notes

I wrote extensively about the benefits of see-through sticky notes in my blog post See Your Way Clear: Organize With Transparent Sticky Notes.  

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To summarize, they give you flexibility when taking notes on written material. You can add non-permanent markings (especially good with library books or borrowed materials), take extensive notes without cluttering the page with marginalia, and reposition them, either on the original text, or as applicable, on your drafts or mind-maps.

Traditional Handwritten or Typed Notes

If you’re taking notes on printed resources to research an article, book, or presentation, you might need room for your mental gymnastics. Taking your notes in a bound notebook, on a sheaf of loose paper, or in a digital document will give you the ample space you need.

You’ll also be able to organize your notes — with clear headings, bullet points, numbering or outlining systems, and any kind of doodles (even marginalia on your notes) you like. The physical act of taking the notes will increase retention.

And yes, in case you’re about to remind me that I talked about how typing/digitizing lecture notes tends to reduce comprehension and memory because you tend to transcribe rather than process, I’m not flip-flopping. When you type what you hear, you don’t process it. But when you type what you read, you translate and process anything that’s not a pure quote.

Additional Analog Annotation Methods

You can also annotate without writing actual sentences, employing:

  • Highlighting and underlining — Mark key phrases or sentences, and color-code highlighting to match themes and concepts. However, if you overuse it, the highlighting or ink will bleed through to the reverse side. Use sparingly.
  • Symbols, abbreviations, shorthand — Develop your own system to speed up the annotation process; use the same characters to mean the same things across all of your note-taking.
Visual Annotation Methods

As with the mind mapping and sketchnoting methods we discussed last week, there’s a related method for note-taking when you’re trying to gather and synthesize written knowledge

The Blank Sheet Method is described in detail on Shane Parrish’s Farnam Street Blog, so I encourage you to read his post, From Passive Reading to Active Learning: The Blank Sheet Method. I can’t reproduce Parish’s proprietary illustration, but the basics are:

  • Before beginning to read, write down what you know about the subject on a blank piece of paper.
  • After you read, add new the information you’ve gained with a different color pen or marker.
  • Before you read the next time, review the sheet. (Lather, rinse, repeat.)

Parish recommends storing finished sheets for periodic review and rewriting for clarity. 

Digital Methods of Annotating

When taking notes on analog content, analog note-taking may be the best approach. When the material you’re studying, researching, or investigating is already in digital form, it’s often easier to annotate digitally. Some of the more popular digital annotating tools are:

  • Adobe Acrobat Reader is best for annotating PDFs. It features highlighting, comments, on-screen sticky notes, drawing tools, and text markup.
  • Notability is best for handwritten and mixed-media notes. It can handle handwriting, text, audio recordings, sketching, and PDF annotation. If you use an iPad and want to blend digital and handwritten annotation, Notability is ideal.

  • Hypothesis works best for annotating web articles, blogs, and research. It’s a web-based tool for highlighting, adding comments, and collaborative notes on PDFs and online materials. It’s for students, researchers, writers, and teams.

Analog or digital, as with note-taking methods for verbally-presented material, annotating written material is just the beginning. Whether you “listen, capture, and engage”  or “read, capture, and engage,” you still have to engage, and that means keeping your notes organized and connected to one another and the central purpose of your work.  For more on annotation:

Annotating Texts (The Learning Center at the University of North Carolina)

The Art of Annotation: Teaching Readers To Process Texts (Cult of Pegagogy)

More Than Highlighting: Creative Annotations (Edutopia)

Why you should annotate your books (Johns Hopkins Newsletter)

Zettelkasten

Do you know Zettelkasten, also called the slip-box method? It was developed by Niklas Luhmann, a German sociologist, to reduce researcher overwhelm and create a network of interconnected ideas, rather than one simple, static archive of information in separate silos. 


David B. Clear, Zettelkasten — How One German Scholar Was So Freakishly Productive, in: The Writing Cooperative, 31 December 2019, CC BY-SA 4.0, Link

How Zettelkasten Works

Zettlekasten was designed to be analog, using garden-variety index cards. (Obligatory link to The Humble Index Card: Organize Your Life, Then Organize Your Cards.) But with modern computing, you can link digital notes notes to one another easily, as with the internal links in Evernote. Here are the basic steps:

  1. Capture notes, each with practically microscopic bits of information — A note should have only one fact, concept, or idea. Brevity is the soul of Zettelkasten; so, no long, convoluted, Paper Doll-style paragraphs. Let’s say you’re writing a book: in the analog version, you’d have one quote to prove your point. At first, that quote is isolated.
  2. Link your notes together — Each subsequent note you take gets connected to related, already-existing notes, forming a network of ideas, a Charlotte’s Web of notions.
  3. Use unique identifiers — In an analog system, this means you’ll use a system of numbering or indexing the notes. In a digital system, your tools (like Evernote or Obsidian) will offer backlinks, the digital equivalents of the red yarn connecting the bad guys in a mystery movie’s murder board.
  4. Create “fleeting” (temporary), “literature,” and permanent notes — 
    • Fleeing notes let you quickly capture raw thoughts that come to you on your own, scratchpad-style. Think of them as shower thoughts.
    • Literature notes are one step up; they serve to summarize key ideas from whatever resources you’ve used: articles, journals, books, lectures, etc., but in your own words. (So, don’t copy & paste, but also, don’t use AI.)
    • Permanent notes are the refined, interconnected insights that build on the ideas you’ve collected and/or created.
    • You may also create “meta” reference notes, which help you think about how your Zettelkasten comes together.

Develop a personal knowledge system (PKS) — Over time, your Zettlekasten becomes an idea-generating machine. It represent what you know, and what you might want to share. It could be everything your freshman needs to write a term paper for Social Studies or the amazing non-fiction self-help book that earns you a place at the top of the best-seller lists — or a series of brilliant stand-up routines George Carlin developed, as explained in this video.

 
How to understand Zettelkasten

Think of Zettlekasten like the Six Degrees of Kevin Bacon game. Each note you take is an aspiring Hollywood star, just needing to be linked to someone bigger. Let’s say I’m writing a chapter on productivity.

  • One lone note about time management is like an indie actor, good but totally isolated and unlikely to reach stardom.
  • If I add a note about prioritization techniques, like a link to my well-established character actor Paper Doll Shares Presidential Wisdom on Productivity with the bit about the Eisenhower Decision Matrix, it’s in a movie with my time management note — one degree of separation.
  • But let’s say I have a third note about Parkinson’s Law (“Work expands to fit the time available to complete it.”), link it to both the general time management note and the Eisenhower Decision Matrix note, and suddenly they’re all in a Marvel summer blockbuster about productivity!

(Hey, it could happen!) 

The point is that a good Zettelkasten is not merely a random collection of notes, but an ever-growing network of interconnected concepts; developing it over time sharpens your thinking and makes your knowledge base not only more expansive, but more powerful.

Zettelkasten is perfect for researchers, authors, deep thinkers, and anyone developing a huge body of networked knowledge. If you’re writing your thesis, a series of books, or building lifelong learning, Zettlekasten is your man (well, system) for less overwhelm, more creativity and retention, better organization, and increased productivity (if handled deftly), 

What are the drawbacks of Zettlekasten? It’s freaking complicated if you’re using an extensive numbering/indexing system connecting all the moving parts.

Some of the best tools to develop your own Zettlekasten include:

  • Index cards of uniform size (so, go 3 1/2 x 5 or 4×6, but not both)
  • Obsidian (for backlinking and networked thought)
  • Roam Research (outline-style, with powerful linking capabilities)
  • Logseq (a privacy-focused, open-source alternative to Roam)

For more on how Zettelkasten might fit into your note-taking (and organizing) style, read:

The Zettelkasten Method: A Beginner’s Guide (Goodnotes)

Try the Zettelkasten method to manage information overload (Atlassian)

Getting Started: The Introduction to the Zettelkasten Method (Zettelkasten)

Ahrens’ Smart Notes

Sometimes, you need to build an easier mousetrap. Sönke Ahrens, a German author, took Luhmann’s Zettelkasten ideas and modernized them for his now-classic, How to Take Smart Notes: One Simple Technique to Boost Writing, Learning and Thinking.

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Ahrens looked at Zettelkasten and said “Jeez, Louise, that’s a lot of complexity with numbering and indexing!” (Well, he said it in German.)

So, the Ahrens’ Smart Notes Method is a simplified method designed for knowledge workers (particularly academics, researchers, and writers) who want to create a structured knowledge workflow without going hardcore into the Zettelkasten approach.

Ahrens’ system focuses less on numbering or indexing of notes and places a much heavier emphasis on summarizing concepts (wherever possible) in your own words. It encourages you to write as you go, rather than taking the fleeting notes and the literature notes and then going back to write your permanent notes.

Ahrens advises creating notes with your own interpretations at an earlier stage so your notes are really first drafts. Less structure, more trusting your gut earlier on.

The Feynman Technique 

Physicist Richard Feynman’s system is a learning method, not about note-taking, per se, but baked into his process for helping people understand complex topics is a way to take notes that spur the learning process.

  1. Write down the concept you’re trying to learn about. 
  2. Explain it in simple terms — On the internet, you’ll often see someone say ELI5 — text-speak for “Explain it to me like I’m five-years-old.” How would you explain what you’re trying to learn to a kindergartener, or at least someone who is an absolute non-expert?
  3. Identify areas of confusion or gaps in your knowledge — What are you struggling to simplify? If you can’t explain it, then you don’t really know it yet.
  4. Review and refine your notes — Keep rewriting your notes until your explanation is crystal clear. Picture yourself writing the answer as an exam question, or presenting it on a webinar.

Feynman’s approach is less about note-taking for capturing information than for processing it until you understand it. It’s ideal for students, journalists, speakers, authors, and anyone who needs or wants to both acquire knowledge and put it to use, ostensibly to eventually communicate it to others — even if that communication is solely to pass a test on the material — or use it in their own lives. It can be an academic study aid, or a system for pursuing knowledge on a more lofty level.

Using the Feynman system encourages more active engagement with the content instead of passively copying key phrases out of a book or re-reading lecture notes. It also prompts you to seek clarity, cutting away the excess so your notes are focused and uncluttered. As a professional organizer, Paper Doll approves!

Some good tools for taking Feynman-based notes would be:

  • Traditional notebooks (though it may kill trees)
  • GoodNotes — especially if you’ll be using an iPad or tablet)
  • Evernote — use a combination of handwriting and sketching for clarifying explanations; if you spent your time in the Microsoft environment, OneNote is a similar option.
  • Notion (for refining the explanations over time)
  • Flashcard apps to help reinforce key ideas over time and find them again. Examples include Anki (free, open-source), Quizlet, and Kards.ai.

DIGITAL NOTE-TAKING PLATFORMS

Beyond options for general academic purposes (and those mentioned in these three posts), there are too many specialized digital note-taking platforms to mention even a representative number.

For casual, situational note-taking on your phone or organizing notes for travel, Apple Notes, Evernote, OneNote, and Google Keep suffice.

Creative writers and journalists alike benefit from Scrivener to keep their research close to their writing; novelists might like Campfire for character notes, world-building, and plotting. Know someone composing musical notes? Try 7 Best Music Writing Software Programs for DIY Musicians or Resources for Creating Your Own Sheet Music.

HYBRID NOTE-TAKING: A MARRIAGE PERFORMED BY A ROBOT

AI’s role in note-taking will continue to expand in ways we can’t imagine. Right now, we can feed our notes (whether handwritten or typed) into an AI to yield notes on our notes.

You could record a lecture, interview, or meeting and ask your favorite AI for a transcript so you can focus on just key concepts and then go back to flesh things out. After reviewing the transcript, you could ask the AI to write an outline or summary.

Last week, I uploaded the link for the podcast I did with Frank Buck and asked ChatGPT to outline and summarize our conversation. It was revelatory. I stored links, the actual video, and the outline in Evernote to link to other podcast appearances. If I uploaded the audio file, with the click of a button, Evernote could transcribe the entire conversation!

Did you know that your (paid) Zoom account’s Smart Assistant can not only transcribe any Zoom call, but can summarize the chat messages and identify action items? Whatever audio or video recordings you create in any setting, you can turn around and use a variety of AI platforms to transcribe, summarize the discussions, identify next steps, and draft an email to your boss explaining why you deserve a raise!

You can have an AI interrogate your own notes to help you find specific research material without having to hand-search with Command-F. Imagine you’re writing a book and have 1000 research notes in PDF form. Upload them to a tool like Google’s Notebook LM, and instead of having the AI find content from all over the web (and risk AI “hallucinations,” false content), you can have it just provide you with snippets of research specific to what you want to write about that day. Scarily, you can even have “conversations” with the AI about the notes you’ve taken!

Nota bene: the future (of note-taking) is going to get weird.

Posted on: February 10th, 2025 by Julie Bestry | 12 Comments

In last week’s post, Take Note: Paper Doll’s Guide to Organized Note-Taking (Part 1), we looked at the variety of situations in which we might take notes. Of course, it’s instinctual to think of classroom notes or notes in meetings first, but as we reviewed, we take notes all the time in other ways.

To review, we take notes on other inbound information:

  • non-academic learning and skill acquisition
  • at conferences, in webinars, and at professional lectures
  • in collaborative meetings
  • situationally, such as when we’re learning about a diagnosis or a new project, or we’re fielding information captured on a phone call
  • in legal and financial situations, such as when conversing with professionals providing guidance
  • when we’re gathering quickly-changing information when dealing with a crisis situation

In the comments for that post, my colleague Linda Samuels described the process as “Listen, capture, and engage” and that’s exactly the case when someone (a lecturer, a presenter, a group of people in a meeting) are speaking.

However, we’re not always listening and porting someone else’s spoken thoughts into our notes.

Quite often, the categories of note-taking involve figuring out for ourselves what is important and worth capturing, such as when we do research or plan travel. And sometimes, the notes we take are completely of our own devising, such as when we are writing fiction or music, designing, inventing, or otherwise capturing our own thoughts.

So, Linda is right, note-taking can be about listening (to others or ourselves) or reading, capturing, and engaging with the material. Ultimately, it’s about what they said, what they wrote. and what we thought (and continue to think).

Our notes are extensions of our brains, and the more organized they can be, the better able we will be to use that information, whether it’s to get better grades, further our careers, choose the best course of action, or create something masterful.

Today, we’re going to explore some of the best methods for organizing our note-taking.

NOTE-TAKING METHODS WHEN SOMEONE IS SPEAKING

We’re going to start with the category we think of most often when conceptualizing taking notes — when someone else is imparting information verbally.

In these situations, you generally have little-to-no sense of what information is coming next (unless the speaker has provided an outline or detailed agenda) and — unless you’re watching a recorded presentation — you have no control over the speed at which the information is coming at you. Common situations include:

  • In a class lecture (whether in-person or virtually)
  • When taking a webinar (whether live or recorded)
  • At a conference (whether in crowded plenary sessions, like keynotes, or smaller breakout sessions)
  • In a brainstorming session or meeting at work

As we look at methods of note-taking in these situations, we’ll begin with text-based notes, and then look beyond at notes that employ graphics and symbols.

TEXT-BASED NOTE-TAKING METHODS

Sentence Method

Have you ever been in a course or at a conference where you’ve been given no sense of the outline of material to come? It’s hard to take notes without context.

If the information is coming out firehouse-style, with a rapid-fire, fast-and-furious assault of information (and often abbreviations or unfamiliar buzzwords), the best thing you can do is to accept that you will not get the necessary context, and treat each thing you hear as existing on its own little island.

Literally, each new thought or fact that you hear gets its own sentence/line in your notes. If you can transcribe it into your own words, do so; if you haven’t a clue, start the line with some quotation marks, write as much as you can of what you hear in a sentence, close the quotation marks, and put an asterisk (or whatever symbol you prefer) in the left margin, to remind you to come back for it later.

If you write each sentence sequentially, with a break between lines (skipping a line on paper, or double- or even triple-spacing on your screen), you’ll at least capture the essentials and give yourself space to revise and make it make sense once you do get context. That context may come either from continued lecturing, from reading a textbook or associated PDFs, going to office hours with your professor or a one-on-one meeting with your supervisor, or speaking with your fellow students or colleagues

The disadvantage of the sentence method, which is not very different from most people’s default “try to get everything down” method is that until you go back to review and flesh out your notes (and perhaps add context from your readings or later discussions), the notes themselves don’t really indicate which points are major vs. trivial.

The Sentence Method is equally applicable to analog or digital note-taking. Just remember, as we discussed last week, that digital note-taking temps you to transcribe rather than to cognitively process, making it less likely that you’ll learn as you take notes.

Outlining Method

Outlining is one step up from the sentence method in terms of organization. You know what a formal outline looks like:

I. Overarching categories start at the left.

A. Sub-categories of the overarching category are indented further right, and are indicated with a capital letter.

      1. Examples or subcategories are numbered and indented even more.
      2. More examples are further numbered.

a. Further sub-breakdowns get lowercase letters

b. And if you need to indent further, you can start using bullet points.

B. And here’s your fabulous second sub-category under the first point

II. Your second major overarching category goes here, and the process continues.

Formal outlining tends to work well if the speaker is organized, if you already have some familiarity with the topic, and especially if you’re provided guidance in advance. In a history course, for example, you’re likely to know that you’ll need to track political, economic, and social factors. In a science course, the material is usually presented from top-level down to the specifics.

A more informal outlining system will focus on putting the super-mostest-importantest stuff toward the left, indenting somewhat for sub-categories, and indenting more for examples or less important things. When you’re informally outlining, it takes some effort to get a sense of the speaker’s intent to create your sense own of hierarchy.

An outlining method works best when you have enough time to consider and make decisions about organizing the information as it is spoken. Of course, if you’re not entirely sure about the information coming at you (or the person lecturing isn’t particularly organized), neither method of outlining is likely to be much superior to the sentence method. 

Cornell Note-Taking System

When I arrived at Cornell University in August 1985, I had never heard of the Cornell Note-Taking Method. About a week into my freshman year, I sat in a biology lab where a teaching assistant taught us the basics, and (as I inhaled the scent of what I assumed was formaldehyde and anticipated having to be cruel to a poor, departed cousin of Kermit) I assumed that this note-taking method was specific to my school.

I had no idea that it had been devised 30+ years earlier by Cornell professor of developmental education, Walter Pauk, who made the method famous in How to Study in College

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The Cornell Note-Taking Method requires dividing each page into three sections. (N.B. — remember that abbreviation from last week? — some people refer to a fourth section, which is the top of the page, where you reference what the notes are about. You could call it the topic line or the subject line. However, it seems a bit too obvious to discuss in depth.)

First, the majority of the page is divided into two vertical columns or sections, with the left (Cue) column taking up about a third of the page and the right (Notes) column taking up about two-thirds.

Sticklers would say to divide it as 30% for Cue and 70% for Notes. In this regard, Paper Doll is not a stickler. If this were an 8 1/2″ x 11″ piece of notebook paper, the Cue column might be 2 1/2″ and the Notes column 6″.

The bottom of the page is not divided vertically, but spans the entire page horizontally. It’s used as a summary section. I’ve seen some articles require that the section should be 2 inches high, but again, I’m not a stickler. (I attended college before there were many pre-created styles of Cornell Notes notebooks. I just eyeballed everything. Nobody will put you in note-taking jail if your lines aren’t straight.)

How does it all work? 

  • The Notes Column — In this section, take notes by whatever method you can — sentence method, outlining method, your default note-taking style, etc. The key is to record the lecture or presentation as faithfully and meaningfully as possible here. Quoting the words Linda Samuels used at the start of this post, this is where you listen and capture.
  • The Cue Column — As you take notes, the cue column will largely remain empty, but as soon as possible after the lecture or the presentation, re-read your notes and declutter them. Reduce the material in the Notes column to their essence. What is it you absolutely need to know? This is where you engage!

In an academic setting, you might use the cues to “recite, review, and reflect” (in Pauk’s words) as you study. You can use the Cue section to write prompting questions to help you quiz yourself later. 

At a professional conference, these might be ideas you intend to put into practice, such as marketing methods or software platforms you intend to try. 

  • The Summary Section — This area gives you the chance to sum up the key information from that page in just a few sentences.
 

Cornell Note-Taking is best for academic notes, conference notes, or any time you’re focused on learning or key aspects of something presented by someone else, as it encourages intentional notet active recall. (You can also use it for taking notes on study material you read.)

Understand that it will be rare for the end of the page to sync up with the end a concept. That’s OK; use the Summary Section to summarize the concepts on that page

You might also wish to try the Cornell Note-Taking Method in collaborative meeting notes, and use the cue column for action items that are your responsibility.

To learn more about the Cornell Note-Taking Method, Cornell University offers a free public-facing course called Note-Taking Strategies.

Products to Help the Cornell Note-Taking Method

You can absolutely try the Cornell Note-Taking Method with a sheet of notebook or bank paper and a writing implement and just free-draw the dividing lines; a ruler or any available straight-edge will perfect your lines. But if you (or your favorite student) are more likely to commit to a method when  there are fun school or office supplies to use, you can add a variety of goodies to your note-taking arsenal. For example:

Cornell Notes Notebook — rustic cover, 8 1/2″ x 11″, lined, 120 sheets, $6.99

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Oxford Tops FocusNotes —8 1/2″ x 11″, 50 sheets, three-hole punched, $6.06

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Oxford FocusNotes — 6 ” 9″, 80 pages, top spiral bound steno version (good for lefties), $6.14

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Mochi Things Pieces of Moment Cornell Notebooks — 7 1/2″ x 10″ pages, unlined notes section, grid summary section, only 26 pages (!) but 8 gorgeous designer colors, $6.95

Horizontal-style iQ Organizer Tablet — 8 1/2″ x 6″, landscape, 80 sheets, $5.99

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Of course, if you prefer the digital approach, a number of digital platforms have Cornell templates built in:

VISUAL AND HYBRID NOTE-TAKING METHODS

Some people (like Paper Doll) think in words; in fact, I think in outlines, with Roman numerals, capital letters, Latin numbers, and lowercase letters, and in my head, I see how new, inbound information should fit in that mental model. (Y’know how they taught outlines in fourth grade? That’s what’s going on in my head.)

However, to my shock and utter confusion, not everyone in the world is exactly like Paper Doll. Not everyone thinks and understands best solely in terms of text-based notes. For the visually inclined, there are a note-taking methods that incorporate graphics that represent concepts and the connections between them.

Mind Mapping

Mind maps are literally maps that allow you to see how to get from one concept to another. The basis of mind-mapping is that, depending on the complexity of your understanding of the connections between concepts, you can use branching diagrams to draw the way ideas are connected.

And the better you understand a concept, the better you will remember it!

Mind mapping helps you to visually connect ideas regardless of how they are presented. The key is that you have to pay attention to the nuances of the way your lecturer or presenter delivers information so that you know whether whether something is a whale (a big, new idea) or a small fish swimming in the specifics with other little fishies. 

For academic purposes, reviewing your mind maps requires that you restructure each of your thought processes, ensuring you truly understand. You can even break down the sections of your mind map onto index cards to text yourself on small sub-sections, then piece them altogether like a jigsaw puzzle to see the big picture.

Nicoguaro, CC BY-SA 3.0, via Wikimedia Commons

Mind mapping for knowledge acquisition is often best done free-hand, as classrooms, webinars, and conference settings don’t offer the time necessary to quickly click and format a device screen; however, you can take traditional text-based notes and then study by creating visual links as you understand the relationship between concepts.

In a group/work meeting, you might capture brainstormed notes on a white board. For whatever purpose you’re using mind-mapping, if you employ an analog method as you acquire the information, you can always adapt and augment your notes afterward in a digital format.

Popular mind-mapping software platforms are MindMeister, Coggle, Scapple, MindNode, and The Brain.

Even if you’re a visual thinker, mind mapping may be hard to use in an academic setting, when you need to capture a lot of complex details. However, it’s an exemplary tool for visual thinkers taking notes on their own research and personal creative projects.

Sketchnoting

Mind mapping requires words, maybe a few circles about the big concepts, and lines connecting the ideas.

But what if you are so creative and/or non-linear that you need actual pictures for your notes to have meaning? Sketchnoting may offer a better solution; it blends text with doodles and drawings, as well as customized symbols, to help make sense of material presented in a class or at a conference.

Designer and author Mike Rohde coined the term sketchnoting in 2006. His process uses words, pictures, and symbols, including:

  • standard text
  • emphasized text (though colors, all-caps, “bubbling” of letters, and anything that makes the text stand out)
  • shapes, either on their own or combined with bullet points
  • “containers” or larger shapes, like boxes, quote bubbles, thought bubbles, for showing larger concepts
  • “connectors” like solid or dotted lines, arrows, or squiggles to show connections between concepts
  • symbols and icons
  • drawings, usually done in quick comic-esque style to capture metaphors

Most of the videos on sketchnoting are long; however this little intro (designed as a teaser for a course) is just five minutes and provides a good overview.

 

Personally, the most creative I get is drawing a delta (a Greek letter that looks like a triangle) as the shortcut for the word “change,” and arrows up/down/right/left to mean increase, decrease, backward, forward.

Additionally, my drawing skills are so poor that when playing Pictionary with my family, it’s been noted that my cows, cars, and maps of the United States all look pretty similar. (Conversely, getting the word “motorcade,” my sister once drew the entire JFK assassination, complete with the grassy knoll and the book depository. I suspect only one person in a family gets artistic talent.)

For a visually creative person, sketchnoting can enliven the material and make it grippier to understand and remember

If you’d like to delve more deeply into using sketchnoting, Rodhe has his own YouTube channel, and there are there are numerous books on sketchnoting, starting Rohde’s own The Sketchbook Handbook: The Illustrated Guide to Visual Notetaking.

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Next time, we’ll continue this series and look at the importance of annotation for learning, as well as note-taking methods for situations that do not involve lectures or presentations, such as research and creation. This will include Zettelkasten, Ahrens Smart Notes, and the Feynman Technique, and we’ll match up the various note-taking situations with the best methods, both analog and digital.

We’ll wrap up this series with thoughts on how AI can help us take notes (or improve our notes), provided we take certain cautions.

Tell me, did you use any special note-taking methods when you were in school? And how do you take notes when you’re in a class, webinar, conference session, or meeting? Please share in the comments.

Posted on: February 3rd, 2025 by Julie Bestry | 10 Comments

Have you ever seen a sign with the letters “N.B.” on it or a set of instructions where the highlighted part says N.B.?

N.B. is short for nota bene, the Latin for “note well,” or in our own vernacular, “Hey, take note!” and until about thirty years ago, it was common to see N.B. on documents, notices, and signs, warning that something was important.

The Maryland Gazette (March 19, 1801). “Wanted, A Wife (Advertisement, Extra)” Public Domain Link

We may not use the Latin abbreviation much anymore, but we sure do have a lot of things to which we need to pay attention, or pay heed, or take note! Today, we’re going to look at different areas of our lives in which we need to capture and organize information by taking notes

The inspiration for today’s post was friend-of-the-blog Dr. Frank Buck. Recently, I sat down again with Frank for his fabulous podcast Get Organized!, to talk about note-taking in all of its myriad forms

In the episode entitled, Your Note-taking Just Got Better (with Julie Bestry), Frank and I chatted about the evolution of note-taking from the structured forms we learn in school to the various ad hoc and formal notes we use in adulthood, and we explored the importance of adapting our note-taking strategies to our individual needs and contexts.

I espoused my personal preference for analog note-taking (on my beloved purple Roaring Springs Enviroshads legal pads) in client sessions, both for the tactile engagement as well as how it helps me ensure my clients feel that I am focusing on them.

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But because Frank and I both love tech solutions (and are both Evernote Certified Experts), we also looked at the ways we are able to integrate our notes digitally into searchable, accessible formats.

Our discussion delved into how to establish a consistent system, and we came to some agreement on the practical tips that ensure that notes are useful. But note just take my word for it. Frank included an amazing outline and list of resources in his show notes. (N.B.: scroll down).

You can listen to the episode on the episode page linked above, or on Spotify, Apple Podcasts, or wherever you get your yummy podcast goodness. And, if I managed to link this properly, you might even be able to listen from this embedded version.

Of course, if you prefer to see our smiling faces, can watch the episode on Frank’s YouTube page or even here, but be sure to click through to YouTube to leave Frank some nice comments and a thumbs-up/like.

 
 

TYPES OF NOTE-TAKING SITUATIONS

When you think of taking notes, what first comes to your mind? Is it sitting in a lecture hall scribbling notes to later study for a test? Perhaps you envision gathering information for a project? The truth is, the concept of “notes” cuts a wide swath through our lives, and our ability to take notes and keep that information organized may determine our success in a wide variety of endeavors. For example:

Academic Settings

We start taking notes in elementary school, with the teacher telling us what will be important to write down. (“This will be on the test!”) As we get older, in high school and college, we’re expected to suss out for ourselves which material is important enough to capture and how to separate the wheat from the chaff. (“Will this be on the test?”) Why? Because we can’t get it all down before the instructor moves on to something else!


Sidebar: analog vs. digital notetaking in academic settings

We aren’t robots or androids. (Though it might be cool if we were.) We lack the motor dexterity to hand-write everything as fast as the educator can speak, so it’s important to try to figure out what is essential.

While we can type faster than we can write, research have often found that for academic success, it’s not ideal. For children and adults, writing notes in long-hand can improve memory word recall; for kids, that means creating the foundational aspects of learning and literacy. For adults, handwriting notes has been proven to improve conceptual understanding of educational material.

Computer and Notebook photo by Matt Ragland on Unsplash

The research spells out the academic advantages of taking notes by hand as:

  • Improved memory retention — The act of physically writing notes engages more brain regions associated with memory formation, so students recall more vs. when they just type their notes. 
  • Forced summarization — When students write by hand, they must condense spoken words, narratives, asides, jokes, responses to students’ inquiries, etc. into key points. This process promotes “active learning” so the note-taker will better understand the material.
  • Reduced distractions — Paper is boring. It just sits there, and unless you doodle, there’s nothing but your notes to look at, so distractions are minimized. On a computer or tablet, audio and text notifications pop up, tempting the note-taker to divide attention between mitochondria being the powerhouse of the cell and the a notification of the latest celebrity breakup.
  • Visual organization — “Aha!” you’re thinking! Here’s where Paper Doll must be wrong. Surely you can do more to organize notes visually on a computer, because you can format important things in bold, italicize unusual terms, use different color text, or even highlight entire sections in different colors.

And yeah, you can, but not until later, after class, when you’re studying, and might no longer remember which things needed accenting. Plus, the cognitive component of studying is different from the one at play when you’re taking notes.

But when you’re taking notes contemporaneous with the lecture, you can:

    • change from cursive to printing
    • add block letters
    • underline or circle key information
    • draw diagrams
    • put symbols in the margins (like an asterisk to say, “Hey, this will be on the test!” or a question mark to tell yourself, “I totally don’t get this. Go to office hours to ask the prof what this meant.”)
    • use different pens (or sparkly ones!) to color-code as you go
    • or use the geographic landscape of the page for different methods of learning the material. (That last part is key to the Cornell Note-Taking Method, which Frank and I discussed in the podcast, and which I’ll explain in greater detail in next week’s post.) 

All of these advantages convince me, but one element of this “feels” the most believable to me. In a classroom setting, when we hand-write, we process first, then translate what we hear into those few, condensed phrases; when we type, we’re more likely to try to transcribe (almost) everything we hear, bypassing our brains and letting our fingers do the walking. We become like court stenographer, gathering the details without relating to them. When we transcribe, we may as well be an AI platform

Of course, there are advantages for students to take academic notes on devices vs. writing in longhand.

      • Typing is faster; when you’re feeling overwhelmed by the influx of information, typing may give you some breathing room to absorb what you’ve taken down in those few extra seconds vs. the pen-on-paper peeps. 
      • You can organize digital notes with pertinent headings, color-coding, and after-the-fact added graphics, plus you can copy & paste notes you’ve taken from the readings. If a professor makes an aside or expands on an earlier topic because a fellow student has asked for clarification, you can cut & paste the later blurb into the earlier, related section.
      • Digital notes can be edited after the fact to make them make more sense. You can’t really edit notes in longhand; you can only re-write them.
      • Digital notes are searchable, allowing you to key in on particular concepts. 

If you’d like to geek out on this, avail yourself of these research papers and articles, arranged starting with the most recent:

Not everyone agrees on this, particularly in an academic setting. The politics of teaching (or not teaching) cursive writing, the neurobiology of how our brains process information when writing vs. typing, and the arguments of the relative merits of speed vs. comprehension make this a fighty topic in the world of education. Maybe I believe the research because I’m already inclined toward a slower, more analog approach to note-taking, or maybe it’s just (in Stephen Colbert’s words) the seeming truthiness of these researchers explanations. Students must find their own way.

As Frank and I discussed, however, it doesn’t have to be either/or.

In academic note-taking, as well as in all of the other note-taking situations described below, you have options.

A hybrid approach, one in which first-level notes can be taken in longhand, then digitized to be edited, organized, refined, and searched, is increasingly applicable, both for students and for most of these other situations. 

OK, back to our regularly scheduled program.


Academic settings don’t just include taking notes in the classroom. Diligent students also take notes on what they’re reading, whether by writing on notepads or typing in a document,  annotating books and documents by scribbling in the margins (or on transparent sticky notes, as I wrote about in See Your Way Clear: Organize With Transparent Sticky Notes), making flashcards, etc. We’ll look more at this aspect in the next post.

Non-Academic Learning and Skill-Building

When you’re not learning something for a grade, there’s less pressure on your note-taking skills; you may not have to learn as quickly, so you can focus on hitting the things that seem essential, as you can always go back to get help with the finer points. This category encompasses things like learning a new language, learning how to code, even gaining cooking skills.

(Il vegetariano compra l’insalata. In case you were wondering.)

As with academic settings, you may take notes on what you hear from a lecturer (whether in person, on a webinar, or even watching a YouTube video), but you also may make experiential notes: telling your future self that you should only whip the sugar and eggs for two and a half minutes, not the three called for in the recipe, or that you should inhale after the fourth measure of the song you’re learning for choir so you’ll have the lung capacity to make it to the bridge or the chorus.

Conferences and Large-Scale Professional Settings

I’ve attended many NAPO conferences, and the educational offerings are tremendous. But I have to admit, sometimes I psych myself out when trying to take notes.

There’s a voice in the back of my head shouting, “You paid SO MUCH for this conference, air fare, hotel, and cute outfits so your colleagues don’t think you only own that one cardigan you always seem to be wearing on Zoom, so be sure to get EVERYTHING down in these notes.” Even though there’s no exam, there can be self-imposed pressure to capture every nugget of information.

I’ve written in the past about my attempts to take conference notes on my iPad vs. my traditional notepad method. The first year, I’d only had an iPad for a few weeks, didn’t yet own a smart phone, and was so delighted (and distracted) by the availability of email and texting (both of which I’d only had through my iMac at home) that I struggled to focus.

The next year, I wrote about my more concerted digital efforts in NAPO2014: Taking Notes–The Paperless Experiment. I provided the results of my experiment, but ruled that the jury was still out. At that time, I felt the jury was still out, and up until 2020, when the conference was canceled due to the pandemic, I was still not happy with a fully digital note-taking approach. Tech has come a long way in the last five years, making a hybrid method much more appealing. 

Work Meetings

You know the expression about how, “This meeting could have been an email.” If it had been an email, you wouldn’t have had to take notes!

Because communication in meetings, even with agendas, can be ad hoc, there are fewer indicators of what is important to capture. Certainly, you want to write down any “next actions” assigned to you, but unless it’s your responsibility to take minutes in meetings, the best reason to take notes is to make sure you don’t get caught being distracted by things on your phone.

When I worked in TV, my otherwise stellar general manager would ask a department head to take notes during meetings when the executive assistant was on vacation. But he only ever asked women. (This was the 1990s.) It made me cranky, not only because it felt sexist that only half of us were ever asked to do it, but also because my handwriting was bad and I couldn’t engage meaningfully if I was playing stenographer.

The first time, I was only 25 and not yet confident enough to either say no or be maliciously compliant, so asked everyone to give me their speaking points and I’d type up a summary. The next time, I said, “No thank you. I’m sure it’s Larry’s turn.” Happily, Larry was much better at it, and after that, we passed a micro-cassette recorder around the table to record what each of us said, so nobody took notes.

Situational

These are “life” notes. They can range from serious, like the notes you might take if you or a loved one has just received a medical diagnosis and you want to write down the treatment options and next steps, to casual, like the notes you take when you make (or receive) a phone call and want to capture quick details like names, appointment times, or directions.

Research

Research notes encompass everything we take notes on where the information is not spoon-fed to us. Unlike in a lecture hall, webinar, or conference, this kind of information involves gathering data from multiple sources — books, periodicals, journals, interviews, and even scientific (or social science) experiments. 

Notes by Hand and Computer, Photo by Kaboompics.com

Such notes may be taken by journalists, authors of non-fiction, students writing academic papers, graduate students writing a doctoral or other thesis, etc.

Creative

Unlike taking notes on research, which tends to be outwardly focused on what is found elsewhere, whether created by others or observed by the note-taking individual, creative note-taking is more personal.

Guitarist making musical by Artem Podrez

When you take creative notes — for example, if you’re a novelist, an artist, a musician, a designer, etc. — you are capturing your own thoughts and innovations in the form inspirations, lyrics, sketches, etc. Creative notes may involve words, drawings, musical notes, or other note-capturing formats.

Travel

If you’re planning travel, you might take notes on the research you’ve done regarding options for hotels, flights (or trains or ships), and sights, in advance of your trip. However, you might also make contemporaneous notes about changes in your itinerary, jot thoughts down for later journaling of experiences, or capture must-remember details, like what platform to switch to when you changing subway trains.

Legal and Financial

These are life notes with added importance, similar to the more serious situational notes. These might be require taking notes in a meeting or conversation with your attorney or investment advisor, or could involve making notes on what you’ve read (similar to the different academic note concepts).

For example, I have clients who’ve taken precise notes in divorce mediation meetings, combined with notes on each iteration of the divorce agreement until everything was finalized; for some, this was about having a sense of control during an emotionally roiling time

If you’re negotiating a contract, figuring out how to invest for retirement or your child’s education,  trying to structure a business, or deal with the best possible tax implications, you may want to take notes to help you better understand the options or to make sure that later on, you can reflect on why you chose to make the decisions you did.

Emergency or Crisis Situations

When you’re calm and nothing is distracting you, taking notes can be a perfectly ordinary (or boring) task. But in a crisis situation, when your mind is spinning, keeping track of information and urgent next steps can be overwhelming.

Calming your mind to make sense of things can be difficult if you’re the victim of a crime (as I wrote about in Organize to Prevent (or Recover From) a Car Theft) or there’s a family crisis (such as during the floods in western North Carolina this fall, when my client was trying to capture snippets of phone information while his elderly mother was being airlifted to safety).

During a crisis, taking notes gives you the opportunity to focus on something a little more tangible and removes some element of emotion from the process.

During a crisis, taking notes gives you the opportunity to focus on something a little more tangible and removes some element of emotion from the process. Share on X

Back in 2017, Paper Mommy‘s heart surgery ran much longer than we were told it would, and when the doctor finally came to speak with me, he began explaining what had happened. I immediately started writing down what he said, but he discouraged me, saying I wouldn’t be able to get it. I stared him down, and our family friend encouraged him to keep talking.

When he was done, I said, “This is what I think I understand…” and proceeded in my own words to recap what had happened, what they were going to do next, and what the timeline was. This wasn’t just so that I could explain things later to my sister and my mom’s friends (or to prove the doctor wrong). Taking these notes was an essential part of making sense of what was going on in order to calm me down. 

I’m not a doctor; I didn’t “need” to know the science of it. But as a daughter (and as a person who struggles when things are vague or confusing), I nonetheless needed to take these notes. 

NOTE-TAKING: WHAT’S THE BEST METHOD FOR YOU?

When I initially told Frank I’d be delighted to be on his podcast again, I vaguely thought, “Oh, and then I can write a follow-up post with a few extra ideas. It’ll be a short post.” Well, long-time Paper Doll readers know how that usually turns out!

After recalling the handful of note-taking situations Frank and chatted about, I kept thinking of other, more narrow categories. Then, I’d figured I’d write a few paragraphs about the Cornell Note-Taking Method and a few other analog methods, and then give a nod to digital note-taking platforms.

But then I realized I’d completely skipped the idea of audio notes and AI!

The more I read of my own notes on note-taking (how meta of me!) from recent years, it became obvious that one post wasn’t going to be enough. So, if you’re trying to learn how to take better notes in webinars, or you have a high school or college student who is looking to improve how they capture and organize their notes, be sure to make a note (heh) to come back next week for the follow up. 

Going forward, we’ll examine:

  • analog note-taking methods you may not be familiar with (like the Cornell Note-Taking Method, Zettlekasten, the Ahrens’ Smart Notes Method, the Feynman Technique, mind-mapping, and more)
  • digital note-taking platforms including, but beyond the big names like Evernote, OneNote, and Notion, and including apps for organizing learning, remembering, and being productive
  • identifying which of these analog and digital methods might be initially better for the categories outlined earlier in this post
  • how to create a hybrid system, combining the advantages of analog and digital note-taking
  • the different capturing methods applicable for taking notes on things people are saying vs. concepts you’re reading/researching vs. ideas you’ve created on your own 

I can’t guarantee you’ll have fewer meetings that should have been emails, that your novel will sell better, or that your kid will remember what happened in the War of Jenkins’ Ear. But you will have a broader idea of the varieties of note-taking options you have, and a better sense of which might work best for you in different circumstances.