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From (Commonplace) Notebooks to Notetaking Apps: Why Tools for Thought Aren’t Just Digital

From Hieroglyphs to Hyperlinks: Why Knowledge Management Is as Old as Time and Not a New Phenomenon Tools for Thought Dr. Stefan T. Siegel Collage

Fact First

The belief that tools for thought in PKM are exclusively digital is a myth. While digital tools (e.g., Obsidian, Notion, LogSeq) can extend human capabilities in terms of reach and speed for instance, analog tools—such as notebooks, index cards, and mind maps—have long been instrumental in facilitating notemaking, knowledge management, and (reflective) writing (Aldrich, 2024; Altshuler, 2022). Effective PKM relies more on clear goals, solid thinking, and consistent working habits than on the specific medium or tool.

Questionable Assumption

The assumption that effective Tools for Thought in PKM are exclusively digital overlooks the long history and value of analog tools, from cave paintings to commonplace books and handwritten notes. However, history tells a different story: From Leonardo da Vinci’s notebooks to Niklas Luhmann’s Zettelkasten, some of the most effective thinkers relied on analog systems long before digital note-taking apps existed (Aldrich, 2024; Siegel, 2024). Of course, had they had access to digital tools, they might have used them—but that does not negate the effectiveness of analog approaches.

The stated myth likely has several causes and sources:

  • Technological Advancement: The rapid expansion of digital technology has led many to equate digitalization with innovation / progress. The proliferation of personal knowledge management apps has created an overwhelming array of digital tools for PKM, categorized by distinctions such as generalist vs. specialist, open-source vs. closed-source, and local-first vs. cloud-only. This abundance can be paralyzing, making it difficult to choose the right tool or app.

Bild via Nesslabs.com (Le Cunff, nd)

  • Digital Bias in Modern Productivity Culture and Discourses: Many recent books, talks, and discussions about PKM focus on digital tools for thought like Obsidian, Roam, or Notion, overshadowing non-digital alternatives. Digital apps are often portrayed as superior, reinforcing the idea that analog variants are inefficient, outdated, or even obsolete. At times, this framing positions digital tools as panaceas that will solve all thinking and productivity challenges, rather than as one option among many.

Potential Negative Consequences of the Myth

Assuming tools for thought must be digital can lead to:

  • Overreliance on (shiny new) digital tools, which may become distractions rather than genuine problem-solving aids.
  • Missed opportunities to benefit from the advantages that analog tools offer, such as the reduction of distractions and opportunities for multitasking.
  • A disconnect for individuals who resonate more with analog methods, potentially hindering their knowledge management practices.

Some Remedies

How can we move beyond the digital-only mindset in PKM?

  1. Recognize Analog’s Strengths: Using analog tools can help reduce digital distractions.
  2. Adopt a Flexible / Hybrid Approach: It’s not an either/or scenario—this false dichotomy limits flexibility. Blending digital and analog tools can optimize knowledge workflows. For example, sketching ideas on paper before digitizing them can enhance clarity and organization.
  3. Choose What Works for You: No tool is inherently better—only the one that aligns with your goals, needs, and work habits.

A tool is only as good as your ability to use it. So select the right tool for the right job, i.e., a specific tool for a specific need. But also choose wisely:

“We shape our tools and, thereafter, our tools shape us.”

(Culkin, 1967)

Concluding Thoughts & Reflection Questions

The essence of PKM lies in thinking, not in the tools. Whether digital, analog, or hybrid, the key is selecting what genuinely enhances cognitive processes and knowledge management. Both digital and analog tools offer unique benefits, and their effectiveness depends on how well they align with individual needs and workflows.

At the same time, digital Tools for Thought (TfTs) can significantly extend human capabilities in personal information and knowledge management. Digital tools provide several advantages:

  • Reach: They enable seamless sharing of data with potentially millions of people worldwide.
  • Speed: They accelerate the processing and retrieval of information, making workflows more efficient.
  • Plasticity: Digital content can be easily reshaped, edited, and reorganized, allowing for continuous refinement and adaptation.
  • Creation: They support diverse content formats—text, tables, charts, images, sound, and video—while also enabling the visualization of abstract concepts and non-existent objects.
  • Scale: Digital tools make it possible to collect, store, and analyze vast amounts of data efficiently (Piwek & Walker, 2020).

Figure. Five properties of digital tools, Paul Piwek and Richard Walker (2020), https://www.open.edu/openlearn/mod/oucontent/view.php?id=95226&section=3

  • Which tools do you frequently use for (personal) knowledge management, and for which purpose(s)?
  • Are there areas in your knowledge work where an analog and or a hybrid approach might be more beneficial?

References


OpenEdition schlägt Ihnen vor, diesen Beitrag wie folgt zu zitieren:
Dr. Stefan T. Siegel (4. April 2025). From (Commonplace) Notebooks to Notetaking Apps: Why Tools for Thought Aren’t Just Digital. Note Lab. Abgerufen am 13. Mai 2025 von https://doi.org/10.58079/13opo


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