Archive for ‘Productivity’ Category
Global Day of Unplugging 2025: Phones and Apps to Reduce Phone Use and Improve Your Life
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:
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- $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?
Take Note: Paper Doll’s Guide to Organized Note-Taking for Learning and Creative Projects (Part 3)
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.
Take Note: Paper Doll’s Guide to Organized Note-Taking in Lectures & Presentations (Part 2)
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.
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- Examples or subcategories are numbered and indented even more.
- More examples are further numbered.
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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.
Take Note: Paper Doll’s Guide to Organized Note-Taking (Part 1)
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.
Paper Doll’s Ultimate Guide to Memento Mori and Appreciating Your Time
Pardon me, handsome stranger, would you happen to know the time?
I can’t find a trace of 1988 or ’89.
If you see the daredevil ghost of my youth go racing by (woah-yeah)
Will you flag him down and let him know I’ll be running a good ways behind?
A Tall Stand of Pines, ©1998 Jeff Holmes/The Floating Men (From the album The Song of the Wind in the Pines)
If you’ll indulge me, let’s start with the inspiration for this post. Last weekend, after five years of avoiding all large groups out of an abundance of COVID caution, I did something essential for my mental health. I saw my favorite band in concert two nights in a row.
I started seeing The Floating Men perform in 1993, and went to just about every gig near me until the last time they performed in Chattanooga, in 2010. I’d also seen them in Johnson City and Nashville, TN, and most memorably, for 30th birthday (with family and friends) in Atlanta.
Their songs range from keening heartbreakers to joy-filled romps, all with complex lyrics and reflecting a louche, delightfully misspent life. I am an old, overly cautious soul, so I’ve lived a misspent youth vicariously through those songs. Seeing The Floating Men’s live made me unceasingly happy.
The Floating Men, Barrelhouse Ballroom, January 19, 2025
The bandmates’ “real” careers took them all over the country, so it had been a long time since they played together. But the fandom, The Floatilla, remains loyal. When the band scheduled one Nashville show in 2024, it sold out in moments; they added another night, and the same thing happened; and a third night. No tickets for me. But for this year, they scheduled one (and then two) shows in Chattanooga, and five years of caution gently stepped aside. Echoing Robert Frost, I can only say, “And that has made all the difference.”
In Act V, Scene 5 of Shakespeare’s Richard II, the erstwhile king bemoans that:
I wasted Time and now doth Time waste me.
King Richard II was indecisive, squandered opportunities, and was forced to relinquish his crown. Time was once a resource he could have directed, but once imprisoned, time became a force that eroded his life and meaning.
Last week, in How to Use Time Tracking to Improve Your Productivity, I wrote about time tracking as a tool for mindfully ensuring that your actions align with your goals and values. That post focused on the minutes and the hours, the nitty-gritty of our lives.
However, I keep coming back to the expression, “The days are long, but the years are short.” We “manage” our time (our days), seeking out new ways to be efficient and get specific tasks done. But fewer of us are adept at working on the bigger picture, making sure that the larger aspects of our lives intentionally arc toward meaning.
Today, we’ll look at how we perceive time and ways to elevate our appreciation of the passage of it in order to organize a life that better reflects what we want. We’ll also review tools to help us achieve a more ongoing sense of mindfulness about the passing of the days (and years) of our lives.
APPRECIATE THE SPEED OF TIME
When Daylight Saving returns, and you Google (for the seventh time) how to change the clock in your car, do you grumble that it feels like we just fell back, and now we were springing ahead? But you’ve also sat in interminably long meetings, shocked that each glance at the clock shows only a minute has passed.
What time “is” and what it feels like can be very different.
Time is a precise, but in some ways, arbitrary set of measurements for something we have never fully understood. St. Augustine believed that time actually just “sits between our ears.” There’s no actual external, objective, universal time; our measurement of time has (mostly) become culturally accepted, but it’s just by collective agreement that we measure time in 60 increments of seconds, 60 minutes, etc.
(Admittedly, the 24-hour day is fairly fixed by the Earth’s rotations, but the number of days in a year is a convention. The Jewish calendar, for example, has lunar months, 28 days each; to make up for the “extra” time, there’s an additional month in a leap year.)
For more on the history, philosophy, psychology, physics, and neuroscience of time, I recommend In Why Time Flies: A Mostly Scientific Investigation by Alan Burdick.
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