Understanding how to manage different types of information is essential for any Busy Professional aiming to maintain clarity and productivity. One of the most overlooked aspects of effective information capture and retrieval is realizing that not all information is the same. Recognizing this difference is the foundation of building a streamlined Personal Knowledge Management (PKM) system that truly works.
The Two Axes of Thought and Information
Every piece of information can be categorized along two axes: shallow vs. deep thinking and inner vs. outer world. Shallow thinking refers to quick, surface-level captures—like jotting down meeting notes or initial ideas. Deep thinking, on the other hand, involves focused work on complex problems and synthesis of knowledge.
The second axis—inner vs. outer world—defines the source of the information. The inner world includes thoughts, insights, and conclusions that originate from within you. The outer world is made up of content that comes from external sources: articles, videos, podcasts, and social media.
Understanding where a piece of information falls within this matrix helps determine which tool should be used to capture and retrieve it.
Matching Tools to Information Types
Instead of relying on a single tool for all types of information, it’s more effective to allocate tools based on their strengths in handling different categories:
- Heptabase excels for deep thinking and inner world tasks—like idea development, solving complex problems, or synthesizing information.
- Reader (a read-it-later app) is ideal for shallow thinking and outer world content—like saving articles, research links, or inspiration from external sources.
This approach helps prevent systems from getting cluttered. For instance, mixing outer world content into a deep thinking tool like Heptabase can dilute the quality of insights and increase friction when retrieving important thoughts later.
Flexibility and Tool Overlap
While it’s helpful to assign tools specific roles, real-world workflows often require some overlap. For example, Heptabase can still be used for quick capture or shallow thinking, even if it’s not ideal for managing external inspirations. The key is to remain intentional: recognize when the volume or type of content starts interfering with your ability to think deeply or act quickly.
Some professionals may prefer tools like Tana or MyMind for capturing external inspiration, especially visual material. The goal is to create a decoupled system where each tool serves a specific purpose in your cognitive workflow.
Building a Robust PKM System with ICOR®
Using the ICOR® Framework, you can design a PKM system that balances both shallow and deep thinking and manages the flow of internal and external information without confusion. This structure gives you clarity on where information belongs, making both capturing and retrieving frictionless.
If you’re interested in building or refining your own Personal Knowledge Management system, consider the PKM Course that walks you through every step—from capturing inspiration to developing structured knowledge.
Master Productivity Across All Areas
We invite you to join the Paperless Movement® Membership, where you’ll gain access to in-depth training on Note-Taking, PKM, Task Management, and Project Management. This isn’t just about tools—it’s about building a sustainable, scalable productivity system tailored for Busy Professionals like you.
