Knowledge Hack: Organizing Your Notes

Last verified May 20, 2021

For some reason, no note-taking methodology ever solves some of the biggest pain points: keeping them all in one place, making them easily searchable, and knowing whether they’re still even valid. You might think about note storage as personal knowledge management. Here at Guru, we love thinking about the best ways to get the knowledge we need when we need it, and while we usually talk about it in a collaborative work capacity, we love using the same principles for personal organization as well. 


If you’re anything like me, you have to take notes to stay organized. I can’t keep every piece of feedback, every to-do list, or every brainstorming session in my head. And writing it down didn’t always solve the problem by itself, either. I was constantly searching for that sticky, that notebook page, or where in that never-ending Apple Notes entry I need to look.

Using Guru and the bite-size approach to knowledge management, I realized that I could keep all of my notes in one place, organized by topic, verified as up-to-date, and easily searchable. The answer is Private Cards!

Hacking your workflow with Private Cards

With Private Cards, I can make my notes as detailed or as vague as I want to, without having to worry about other people seeing them. (Don’t worry, they’re still searchable by you.) I can even set up Knowledge Triggers to make sure that my latest offsite brainstorming notes show up when I’m working on an email or a deck on that topic.


I use this for everything from account passwords, to questions I need to ask vendors in emails, to links to specific documents, and even to things I just want to remember — like what I need to make sure to mention in my 1:1. I just set the verification interval for 1 week and I’m always up-to-date without having to go digging through my notebook.

Do you have any personal knowledge management hacks you love? Give us the details on Twitter.