The Temptation of Complexity in Notes App Setup
Many of us interested in tech and productivity try out different notes apps as they become available.
As an introverted organizer, I am tempted to design and set up a complex notes organization system in advance. I want to be a systems architect by anticipating the topics on which I will make future notes and setting up folders to accept these notes.
I’ve learned that over-organizing in advance is a mistake that only makes things more confusing and awkward.
Gall’s Law: Start Simple to Build a System That Works
Definition of Gall’s Law
John Gall, writing in 1975, stated, “A complex system that works is invariably found to have evolved from a simple system that worked. A complex system designed from scratch never works and cannot be patched up to make it work. You have to start over with a working simple system.” Systematics: How Systems Really Work and How They Fail, p. 71.
Applying Gall’s Law to a Notes App
To develop a complex system that works in a Notes app, start simple, not complex. It’s a waste of time and even counterproductive to begin with a complex system of folders and areas in a new notes app. Having empty folders causes clutter.
Instead, it’s better to start adding notes and develop a simple organization from the ground up as needed.
I understand that some people prefer no organization in an electronic notes app. They depend on search or tagging systems to find information when needed. I’m not one of those people; I also want an organizational system.
When a Complex System Is Necessary: Lessons from the Military
There may be circumstances where following Gall’s Law is not the best approach.
When I was a JAG (lawyer) in the U. S. Air Force, each JAG office had a mandated identical paper and electronic file system. There were topical sections and file folders, even for areas without files.
In a military law office, people regularly moved between different offices in the United States and overseas. Everyone needed to know where to find information they needed to work and where to file it.
When computers started being used in JAG offices, it was a mess because everyone created their own file system. When I’d go to a new office with a unique system, I had no idea where to find the information I needed. A standardized, complete file system solved that problem.
Let Organization Develop Naturally As You Add Notes — My Experience Using Obsidian
When I began using Obsidian as my note-taking app, I would take notes and save them without organization. As I added notes related to each other or encountered unusual needs (like a templates folder to access templates), I created a folder at the lowest level of organization needed.
For example, as I added notes regarding my life roles, they started as individual root-level files. When I saw that I had several of these (one for each of several roles), I created a “roles” folder and moved the files into it.
“Never create an empty folder (or tag, or directory, or other container) before you have something to put in it.”
The PARA Method, Tiago Forte
As I continued to make notes on a folder topic, I added them to the folder when I drafted them. If I accumulated many notes in a folder, I’d create a hub note (also called a Map of Content) that provides a linked index of the folder contents.
I added a folder when the number of my root-level notes exceeded the space visible on the left-hand files panel, which I often use for navigation. If I can’t see some notes, I need some folder organization to make the root-level list smaller.
When I had groups of folders that naturally belonged under one topic, I’d create a new folder one level higher and add the applicable folders to it.
Start Small, Stay Flexible: A Better Way to Organize Your Notes
It is essential to apply Gall’s Law when developing a complex system in a notes app. By starting with a simple system and gradually adding organization as needed, we can avoid wasting time and prevent counterproductive outcomes.
Therefore, I encourage everyone to resist the urge to set up a complex system in advance and instead focus on adding notes and gradually developing a simple organization.
So, go ahead and start adding your notes without worrying about complex folders and areas, and let the organization evolve naturally as you go.