Brief summary

How to Take Smart Notes describes the Zettelkasten system as a method for systematically processing knowledge and writing productively. Instead of simply collecting information, thinking is organized through writing. The book shows how notes, routines, and clear structures improve thinking, learning, and writing. It combines principles from productivity, cognitive psychology, and knowledge management into a clear system for creative and academic work.

General ideas

• Writing is the central form of work, not the result of it.

• Preparing with notes makes every task easier.

• Good task planning replaces willpower.

• Repeated routine leads to a false sense of self-confidence.

• Mere Exposure Effect: The misconception that you are good at something just because you have done it many times.

• All tasks are collected in one place and processed systematically. Projects are broken down into small, manageable steps.

• Holistic principle: Unfinished business burdens the mind. A system for addressing these issues creates mental clarity.

• Success depends less on willpower than on the right working environment.

• The brain is unreliable, therefore an external system is better suited to structuring thoughts.

Contents

Structure of the slip-box system

The slip-box system was originally conceived as a system of physical slips of paper that were kept in a slip box.

This system collects 3 types of notes :

Fleeting Notes: Short-term notes for spontaneous thoughts or ideas. They are only used for a few days and are then deleted. Examples: Post-it notes or quick reminders.

Permanent Notes: These are long-lasting notes that capture knowledge and personal thoughts. They consist of two types:

• Literature notes summarize relevant content from sources.

• General notes supplement or contradict one's own considerations.

They are written in complete sentences and are understandable without context. Each note is linked to others to form networks of ideas. Each note is assigned a sequential number for this purpose. They can also be inserted among existing notes (e.g., numbers 8 a, b, c). Other notes can then be linked on the back.

Project Notes: These relate to a specific project. They are collected in project folders and later transferred to other areas.

The system itself consists of 4 components into which the notes are categorized and where they are processed.

The 4 components of the slip-box system:

1. Inbox: A place to collect fleeting ideas. They are reviewed regularly and converted into tasks or permanent notes.

2. Reference System: A system for managing literature. It contains citations, sources, and context for the materials read. All notes include information on the source of the information.

3. Slip-box system: Main storage for permanent notes. Each note is assigned a unique identifier. Complete sentences that can be understood without context.

4. Project folders: Store tasks, notes, and relevant information for ongoing projects. Each project has its own project folder where the corresponding notes are collected.

   
   

Basics of working with the system

Structure reduces organizational effort. The more information available, the more important a system becomes. Big solutions are often simple and unexpected. Instead of reorganizing old systems, the way we work should be changed. Routines must be simple, repeatable, and embedded in a broader context.

The slip-box handbook

The system consists of two parts:

• A bibliographic system for references to literature.

• A main system for general thoughts.

Creating a note:

1. A new note is inserted directly after the referenced note or at the end of the box.

2. Each note is numbered and linked to related notes. Sources and potential connections are listed on the back. The system allows notes to be inserted between existing ones using sub-identifiers like 2a, 2b. Linked ideas emerge automatically through the structure.

3. A note can either be placed among other notes in the system or as the beginning of a new chain. If a new chain of notes begins, it is referenced in the index .

   The index contains keywords that are chosen to be short and unambiguous. It refers to entry points in the system that lead to chains of notes.

Writing a text using the slip-box system

1. Make quick notes on all spontaneous thoughts.

2. Turn them into permanent notes or tasks.

3. Create bibliographic notes from sources and summarize them in your own words.

4. Formulate lasting notes that complement or correct existing thoughts.

5. File them in the card index and link them to existing entries.

6. Build a theme on the collected ideas.

7. Create a project, select relevant notes, and create an outline.

8. Formulate arguments, write the text, edit and correct it.

The goal is to develop new ideas from the linked notes.

Four tools

To set up a card index system, you need 4 tools:

1. A writing medium for spontaneous ideas.

2. A literature management system like Zotero or Citavi for organizing sources.

3. A card index, digital or physical, for example using an app like Obsidian.

4. A text editor for writing the texts.

   
   

Four basic principles

1. Writing is central: writing creates understanding and knowledge. It is not a linear, but a circular process that shapes thought.

2. Simplicity: A simple system strengthens clarity and focus.

3. Nobody starts from scratch: Every idea builds on existing information. Connections between ideas create depth. Those who regularly collect ideas can use them for new projects without having to start from scratch.

4. The system supports the work: Instead of forcing motivation, structure ensures progress. Positive routines generate self-reinforcement.

Six steps to successful writing

1. Separate tasks: Avoid multitasking; clearly separate activities from one another. Divide long projects and processes into small steps and complete them sequentially.

2. Understanding while reading: Define your goal before reading. Formulate questions while reading and actively look for patterns and assumptions. Information should challenge your own thinking.

3. Developing notes: Recording information in your own words. Building connections between ideas.

4. Developing ideas: Working on several topics simultaneously to encourage creative connections.

5. Sharing insights: Conversations and discussions help to sharpen thoughts.

6. Form a habit: Establish a daily routine of reading, note-taking, and reflection. Small steps lead to big results in the long run.

Learning principles

• Elaboration: Linking new information with existing knowledge.

• Spacing: Repeat the sequence over longer periods of time.

• Variation: Practice in different contexts.

• Contextual interference: Difficulty and variety promote adaptability.

• Retrieval: Active recall strengthens memory.

Problems are rarely solved directly. Progress often comes from a new perspective on the problem.

Application of the system

Generally:

• Taking regular notes becomes a habit.

• Fleeting, literature review and general notes.

• Organize notes in a card index.

• Establish thematic connections and chains of ideas.

For projects:

• Select a project and gather relevant notes.

• Create a project folder.

• Create an outline and draft.

• Revise, check, and finalize.