After trying every note-taking methodology out there, I developed my own system in Obsidian. This is my complete operating manual for organizing thoughts, projects, and knowledge with clarity and consistency.
Core Philosophy
This system is built on a simple principle: folders define the state of a note, while tags define its context.
I use a minimal folder structure to separate broad categories (active notes vs. archived notes) and rely on a rich tagging system to dynamically connect and view information. Navigation happens through custom dashboards, not by clicking through folders.
Why Other Systems Failed Me
There are many ways to organize files for productivity. After experimenting with most of them, I noticed they all sit somewhere on a graph with links, actions, folders, and knowledge as the axes.
The Problem with Pure Zettelkasten
Link-based structures like Zettelkasten tend to become unorganized. You end up relying heavily on “Maps of Content” which are just another unorganized note with lots of links. You create a misconception that you have a note with many connected thoughts, when really it’s just an umbrella note trying to catch whatever comes around that topic - often too broad or not broad enough.
The Problem with Deep Folder Structures
Folders can also be a trap. You create more and more folders until you face a note that could live in two or more places. Then your system breaks. Imagine looking for a note, finally finding the folder that fits the topic, only to discover your note was somewhere else entirely.
The Problem with P.A.R.A
P.A.R.A is good, but moving things around constantly means you can lose track of notes. The constant reorganization becomes overhead.
My Solution
Folders should be namespaces - as broad as possible. An inbox folder groups things you’re working on. An archive stores what’s done. That’s mostly it. The real organization happens through tags.
The Folder Structure
Each folder has a distinct purpose. Numerical prefixes maintain logical order.
0. Overview/
├── 0.1 Inbox # New notes before processing
├── 0.2 Dashboards # Dynamic views of your data
└── 0.3 Maps of Content # Curated topic guides
1. Notes/ # Permanent knowledge library
2. Time/
├── 2.1 Weekly # Weekly reviews
├── 2.2 Daily # Journal entries
└── 2.3 Meetings # Meeting notes
3. Resources/
├── 3.1 Templates # Reusable note structures
└── 3.2 Attachments # Images, PDFs, files
4. Archive/
├── 4.1 Projects # Completed projects
└── 4.2 Time # Past time-based notes
Folder Purposes
0. Overview - The control center and entry point for your vault.
1. Notes - The permanent library for processed, timeless knowledge. Move refined notes from the Inbox here. This is home for atomic notes (single ideas), topic notes (deep dives), and evergreen content.
2. Time - A flat folder for all active, time-sensitive notes. Contents are surfaced through Dashboards, not browsed directly.
3. Resources - Supplementary materials that support your knowledge work. Templates and attachments live here, keeping main folders clean.
4. Archive - Cold storage for completed or inactive items. Keeps your active workspace focused on what’s relevant now.
The Tagging System
Tags are the core of this organizational system. They create multiple dimensions of context for any single note.
How to Choose the Right Tag
When creating or processing a note, ask yourself:
-
Is this note tied to a specific date or event? → Use
#time/...(daily, meeting, goal, weekly) -
Which part of my life does this belong to? → Use
#area/...(work, personal, health, learning) -
Is this part of a specific project with a clear goal? → Use
#project/...(website-redesign, q3-launch) -
What is the subject matter? → Use
#topic/...(psychology, programming, finance) -
Does this involve interaction with people? → Use
#person/...(client, family, colleague) -
Is this a single, self-contained idea? → Add
#atomic
A single note often has multiple tags. A meeting note might be tagged #time/meeting, #area/work, and #project/q3-launch.
Primary Tag Categories
#time/... - For notes in the Time folder
#time/daily- Journal entries#time/weekly- Weekly reviews#time/meeting- Meeting notes#time/goal- Goals with deadlines
#area/... - High-level life domains
#area/work#area/personal#area/learning#area/health
#project/[name] - Groups all notes for a specific endeavor
#topic/[name] - Subject matter classification
#source - Notes summarizing external content (books, articles)
#atomic - Single, self-contained ideas that can be linked from many notes
Understanding #area vs #topic
This is the most nuanced distinction. Use the “Hat vs. Library” mental model:
-
#areais the hat you’re wearing. It represents a personal domain or role in your life (work, health, family). -
#topicis the book you’re reading. It represents a universal subject of knowledge (history, marketing, psychology).
Example: A note about implementing a marketing strategy at your job gets:
#area/work- because that’s the hat you’re wearing#topic/marketing- because that’s the subject matter
The Workflow
1. Capture
All new thoughts start in 0.1 Inbox. Quick, low-friction.
Example: After a call, create follow up with Contoso Corp in the Inbox.
2. Process
Regularly review your Inbox. Refine notes, apply tags, move to permanent homes.
Example: The note becomes Meeting - Contoso Corp Intro Call 2025-05-27, tagged #time/meeting, #project/contoso-deal, #person/client, #area/work. Moved to 2. Time.
3. View & Navigate
Start sessions from a dashboard in 0. Overview, not the file explorer.
Example: Open your “Work Dashboard” which filters for #area/work and automatically shows all relevant notes.
4. Archive
When projects complete, move notes to 4. Archive to keep your workspace clean.
Example: Deal is closed. Move all #project/contoso-deal notes to 4. Archive/4.1 Projects/Contoso Deal.
When to Create a Dashboard
If you repeatedly search for the same type of information, build a dashboard for it.
Good candidates:
- Periodic Reviews - Gather all
#time/dailynotes from a month - Project Tracking - Display every note for
#project/alpha - Context Switching - Show only
#area/worknotes - Relationship Management - List recent
#person/clientnotes
Key Takeaways
- Folders = State (inbox, active, archived)
- Tags = Context (area, topic, project, time)
- Dashboards = Navigation (don’t browse folders)
- Inbox = Capture first, organize later
- Archive = Nothing is deleted, just stored
The goal isn’t a perfect system. It’s a system that gets out of your way and helps you think.