Recently, I’ve Been Refining My Work Note-Taking Method
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Preface: What’s Been Going On Lately
Lately, I’ve been completely hooked on browsing stationery stores and ended up buying a few notebooks. Unexpectedly, they’ve turned out to be a big help in organizing my work notes. So, I thought I’d take this chance to organize and share my current note-taking method — partly for reflection, and partly to exchange ideas and learn from others.
Before We Begin: What Can Work Notes Bring Us
To be honest, I didn’t have the habit of writing work journals before. But after having my child, I started keeping a personal diary — and soon realized it might be worth writing work notes as well. It’s turned out to be surprisingly rewarding.
1. Traceable Work, Easier Reflection:
Everyone talks about “leaving a trail” in their work now. For me, the greatest benefit of keeping a work log is exactly this — it helps me easily recall what I did at a specific time in the past.
2. Task Planning and Better Efficiency:
Work notes help me stay aware of my tasks, making it easier to switch smoothly between “work mode” and “life mode.”
3. Building Experience and Avoiding Mistakes:
By recording my experiences and lessons learned, I can extract insights from scattered moments in my work. Thanks to digital tools, these notes can be organized efficiently, helping me avoid repeating the same mistakes in the future.
These are the new insights I’ve gained from using my current work journaling system. People often say that “output is the best form of input,” so I wanted to share this as well — to exchange perspectives and hopefully inspire new ideas.
Work Note Methodology: Two Legs to Walk On — Planning and Recording in Parallel
“As the saying goes, to do a good job, one must first sharpen their tools.” Mastering the right methodology is the essential preparation before taking action.
Work notes differ from personal journals — they are purpose-driven by nature. Work is filled with various tasks and their corresponding results, so we need to record both the tasks and the logs in parallel.
GTD: The Go-To Framework for Task Planning
The GTD (Getting Things Done) method has been popular for many years. Here’s a brief overview of the GTD workflow for those who may be interested in exploring it further.
The GTD workflow consists of five key steps:
- Capture: Write down everything that enters your mind.
- Clarify: Process each item — what is it? Does it require action? If yes, what’s the next step?
- Organize: Place processed items into appropriate lists (Projects, Next Actions, Waiting For, Someday/Maybe, or Reference).
- Reflect: Regularly review your system (e.g., weekly) to update and adjust.
- Engage: Choose and execute tasks based on context and priority.
Intermittent Journaling: A Miniature GTD Within the Work Cycle
The concept of intermittent journaling has been discussed in several articles on SSPAI, and I also mentioned it in my own piece, My Journaling Methods and Practice Path. To borrow a summary from the article Playing with Obsidian 03: Intermittent Journaling, here’s a concise definition:
Intermittent journaling refers to taking diary-style notes at each work interval, with each entry marked by a timestamp.
- Work intervals: In most cases, our work is carried out in “segments.” For example, the popular Pomodoro Technique is one way of structuring work into segments. The “work interval” here refers to the short break between two such segments.
- Timestamps: This means starting each note by writing down the exact time the note is made. This approach is known as the “minimal diary recording method.” It effectively divides the journal into several time-based fragments, making it easier to recall what happened and when.
The greatest advantage of intermittent journaling is that it frees the brain from cognitive load. By performing this small but symbolic act, you declare that one work segment has ended and the next is about to begin. It’s a way to reset focus — a mental “refresh.” This idea aligns beautifully with the GTD philosophy of “clearing your mind.”
What I Use to Write My Work Journal
Let’s start with the tools I use to keep my work journal — a combination of physical and digital, blending simplicity with structure.
Sticky Notes: Cheap, Versatile, and Surprisingly Effective
I originally bought a pack of sticky notes on a whim, just as an add-on to another purchase — but they turned out to be unexpectedly useful.
Convenience at Your Fingertips
The most basic function of sticky notes is that they’re always within reach. Whenever I need to jot something down — like taking measurements or counting inventory — I can simply grab a note and write. There’s no format to follow, no digital distractions; it serves as a temporary “transfer station” for thoughts, quick and effortless.
Compared to digital note-taking apps, sticky notes interfere far less with work. Honestly, I often find that reaching for my phone easily derails my attention. Sticky notes don’t have that problem — when you pick one up, there’s only one task: to write. As the input point in a GTD workflow, they’re incredibly handy.
Stick Them Anywhere!
Another great thing about sticky notes — they can go anywhere. Every morning, I jot down my to-do list on one and stick it right below my monitor. Throughout the day, a glance at it reminds me of what’s left to do. I also stick them on documents — that way, when I pick up a file later, I instantly know everything related to it.
A Few Reflections
I never imagined that such a small tool could have such a big impact on my workflow — until I experienced the satisfaction of crossing off each completed task, one by one, until the entire note was done. The moment of peeling it off and tossing it in the trash brings a sense of closure that’s far more motivating than the cold “ding” of a digital to-do app.
This little tool has earned my full recommendation — give it a try.
Top-Flipping, Dual-Column Spiral Notebook: A GTD Tool for Balancing Speed and Structure
Buying this notebook was an unexpected delight. The moment I saw it in the store, I realized it perfectly matched what I’d always envisioned as the ideal time-management companion for my GTD workflow.
Why a Dual-Column, Top-Flipping Spiral Notebook
Spiral Binding: 360° Flexibility
What sets a spiral notebook apart is its ability to fold completely flat — a full 360 degrees. When opened on your desk, it doesn’t take up extra space, and you can view the contents at a glance, anytime.
Top-Flipping Design: A More Immersive Flow
The top-flip layout solves one of the biggest annoyances of spiral notebooks — the rings pressing against your hand while writing. With the spiral at the top, it frees up horizontal space and gives each page a smooth, waterfall-like feel.
Dual Columns: A Built-In System for Fast and Slow Tasks
Standard paper proportions (around 1:1.4) often make mid-sized notebooks — like B6 to A5 — feel too wide for comfortable writing. A dual-column layout divides that space into two narrower, perfectly sized sections. This setup fits beautifully with my “fast and slow” task management system.
How to Use It: Separate Fast and Slow, One Page per Week
The method is simple: divide your weekly work into three categories — tasks that can be done immediately, tasks to be completed within the week, and long-term tasks that may take more than a week.
- Tasks that can be done right away stay on sticky notes — like printing a document.
- Tasks that can be finished within a week go on the left column, leaving a line of space between each day — for example, coordinating files with a supplier.
- Tasks that take more than a week go on the right column, with a line between each item. You can also jot down extra notes or progress updates in the spaces between tasks.
Eight-Grid Weekly Planner: Creating Complexity as a Form of Intentional Structure
This notebook was something I deliberately chose to complicate my workflow with — it might sound counterintuitive, but in reality, it serves as a subtle reminder to my brain.
The Empty Birdcage Effect
There’s a well-known story in the history of psychology called “The Empty Birdcage.”
William James of Harvard University once made a bet with physicist Carlson, claiming he could get Carlson to keep a bird. James simply gifted him a beautifully crafted empty birdcage. Carlson placed it in his living room, but soon found himself constantly questioned by guests — “Where’s the bird?” After countless explanations and the uncomfortable glances of others, Carlson finally gave in and bought a bird to fill the cage.
This experiment vividly illustrates what’s known as the Empty Birdcage Effect: once we possess a “cage,” whether we truly need it or not, we feel an overwhelming psychological urge to fill it. The emptiness itself becomes a persistent source of cognitive dissonance and pressure.
This weekly planner is exactly that kind of “birdcage” for me — and it works brilliantly. Its eight-grid layout allows me to easily review my entire week at a glance, while the very act of maintaining it keeps me mentally engaged, structured, and aware of my ongoing progress.
Orca Notes: The Perfect Medium for Work Journals
I’ve mentioned my journaling method in the articles “My Diary Tool Selection Path” and “My Diary Method and Practice Path.” The core idea behind it is simple: “Timestamp + Content + Tags.” The goal is to create an input environment that feels completely effortless and pressure-free.
Originally, I used Logseq to implement this workflow. However, a major issue gradually surfaced — its reliance on open Markdown (.md) file storage. As files grew larger, this outdated storage system caused Logseq’s performance to deteriorate significantly.
Thanks to talented domestic developers, Orca Notes has become my new favorite. With its localized design, database-based storage, and native outliner structure, it perfectly inherits the strengths of Logseq while eliminating the performance bottlenecks caused by Markdown files. In short, it’s a step beyond the original.
Here, I won’t dwell on all the advantages of Orca Notes, but rather focus on why outliner-based note-taking tools excel for journaling compared to other types of software.
- A more effortless input environment: Outliner-style note apps often come with built-in daily notes. You can start writing immediately — no setup, no distraction, pure recording.
- A clearer reflection of logical structure: Their inherent hierarchical design allows details to be folded within sub-blocks, keeping logs concise yet complete.
- More precise and efficient search: Because every entry exists as an independent block, queries can reach down to the smallest unit of data, resulting in faster, more accurate retrieval.
The Logging Structure in Orca Notes
There are three main modules: Tasks, Logs, and Diary.
- Tasks: As mentioned earlier — this is the intentionally designed “empty birdcage.” Every morning, I write down the tasks for the day.
- Logs: This is about documentation — written in the form of “Timestamp + Content + Tags,” recording what’s happening at that very moment.
- Diary: At the end of the day, I write a daily reflection — a space for self-review and organization.
My Work Journal Workflow
1. Clear Your Mind and Switch Modes
Every morning when I arrive at the office, the first thing I do is clear my mind. I check my spiral notebook, pick out the tasks I want to focus on for the day, and write them on a sticky note that I place beside my computer screen. I also prepare a duplicate copy to keep on hand.
It might seem redundant, but this small ritual gives me a clear signal: the workday has begun. It’s like soothing a baby — a way of gently telling my body and mind, it’s time to get into work mode.
2. Record Promptly, Lighten the Load
Timely recording has two meanings here:
First, for any incoming tasks or information during the day, jot them down immediately on a sticky note. This helps reduce external distractions and lessens the cognitive load on your brain.
Second, after completing a task or finishing a work stage, use an intermittent journal entry to record your results. Summarize what’s been accomplished and define the next action clearly.
In the first case, keep things simple — just note down what’s been collected without overthinking or editing. Let information flow in one ear and out the other — a pure capture process.
In the second case, use digital or voice notes to document your work in as much detail as possible — as if you were explaining it to someone unfamiliar with the situation. After all, the “future you” might not remember the full context of what’s happening now.
3. Create Friction, Review Regularly
Before leaving work each evening, take a few minutes to organize the day’s events — a quick recap of what happened. It also serves as a symbolic way to end the workday.
It may sound time-consuming, but it really isn’t. Just jot down a few lines in your notebook about the day. If you ever need to reference it later, you can easily cross-check details in your digital notes.
Once it becomes a habit, this process feels remarkably smooth — even comforting. The sense of ritual works like a small act of self-soothing.
A Few Tips
Keep handwritten logs simple.
Your handwritten notes shouldn’t be long-winded. Capture only the key points — don’t let writing itself become a burden. If it feels cumbersome, you’ll lose the motivation to continue, defeating the purpose.
Make digital logs future-oriented.
The beauty of digital journaling lies in its unlimited space and collapsible structure. Keep titles concise, but when necessary, expand on details and context. Remember — the future version of you might not recall today’s circumstances. A well-documented entry will help you immensely later on.
References
Mastering Obsidian 03: Intermittent Journaling – SSPAI
Why I Gave Up on To-Do List Apps and Returned to Sticky Notes | #UNTAG