Ever felt like you’re drowning in information, meticulously taking notes, highlighting, and organizing, only to realize you’re not actually getting any smarter? You’re not alone. It’s a common trap in our information-rich world, where the sheer volume of data can lead to what I call “data paralysis.”
I recently came across an article by journalist Casey Newton titled “Why Note-Taking Apps Don’t Make Us Smarter.” The headline immediately grabbed me, and as I read, I found myself nodding along. Casey described a journey many of us have been on: trying out countless note-taking apps, always searching for that one perfect tool that will unlock our intellectual potential. He tried everything from Rome to Obsidian, and even Mem, one of the first AI-powered note-taking apps. Yet, despite his diligent note-taking, he realized he wasn’t becoming smarter; he was becoming more overwhelmed.
This isn’t just about notes. Think about farmers today. They have access to an incredible amount of data about weather, precipitation, soil conditions, and more. You’d think this would make their lives easier, right? But often, they’re overwhelmed by the sheer volume of information, making it difficult to actually use it effectively. It’s the same with personal health trackers like the Apple Watch or Oura Ring. While I love my Oura Ring, and I’m obsessed with tracking my metrics, even I only focus on two or three key data points out of the dozens available. The rest just become noise.
So, if more notes and more data don’t automatically lead to more intelligence, what’s the missing piece? It’s not the tools themselves, but what we do with the information they hold.
The AI Promise and Its Pitfalls
When AI started making waves, many of us, including Casey, thought, “Aha! This is it. AI will finally help us synthesize all this information and make us smarter.” Imagine chatting with your notes, asking an AI to summarize key points, or even generate action items from your meeting transcripts. Google’s new NotebookLM, for example, aims to do just that, allowing you to interact with your own notes and learn from them. This is a direct response to tools like Microsoft Co-pilot, which integrates AI into the entire Microsoft 365 suite, enabling users to interact with emails, documents, and data through a chat interface.
These AI tools are incredibly powerful, and the potential is immense. You could ask Co-pilot to summarize a client email, or generate an email based on meeting notes. The promise is to make us more productive and efficient. But here’s the catch: AI, as it stands today, isn’t always accurate. If you’ve used ChatGPT, you know it can sometimes “hallucinate” or provide incorrect information. This means you still have to review and verify the AI’s output, which, in a way, defeats the purpose of having it synthesize your notes in the first place.
So, while AI can be a fantastic assistant, it’s not a replacement for critical thinking and synthesis. The real work of becoming smarter still falls on us.
The Unsung Hero: Your Weekly Review
Casey Newton came to a similar conclusion: no note-taking app or AI tool will make you smarter unless you actively engage with the information. You have to spend time thinking, synthesizing, and connecting the dots yourself. That’s where true insights emerge. And this is where a consistent routine, like a weekly review, becomes your secret weapon.
I always tell my coaching clients that a weekly review is non-negotiable. Every Sunday, I dedicate time to go through all my notes, everything I’ve captured throughout the week. This isn’t just about organizing; it’s about processing, synthesizing, and turning information into actionable steps. It’s where I connect ideas, identify patterns, and transform raw data into valuable insights. Without this dedicated time for reflection and processing, all the notes you take, no matter how meticulously organized or AI-summarized, will have little value.
Think about it: if you’re just capturing information without ever reviewing it, it’s like collecting ingredients for a meal but never actually cooking. The potential is there, but it remains unrealized. The power of your notes comes not from their existence, but from your interaction with them.
Beyond Notes: The Power of Routine and Purpose
This concept extends beyond note-taking. I recently encountered a Reddit post from a 26-year-old woman who was struggling to get out of bed, often waking up at 2 PM. She was unemployed and felt lost, even resorting to an alarm app that required scanning a QR code to turn off. While the alarm app is a creative solution, her core problem wasn’t a lack of alarms; it was a lack of routine and purpose.
Many people face this challenge. When there’s no structure, no clear routine, it’s easy to become reactive, letting the day dictate your actions rather than proactively shaping it. This is why a “rise ritual” or morning routine is so crucial. It provides a sense of structure and accountability. Professional athletes, for example, have highly structured lives with clear schedules for training, practice, media, and games. But when they retire, many struggle because that external structure is gone. They suddenly have to create their own routine, which can be incredibly challenging after years of being told what to do.
For this woman, and for anyone feeling adrift, the first step is to implement a routine. Start with a rise ritual. It doesn’t matter if you wake up at 6 AM or 2 PM; the key is to have a consistent set of actions you take as soon as you wake up. Open the curtains, get some sunlight, and then engage in a planned activity. This creates a sense of momentum and purpose.
Another powerful strategy is to define a “daily target.” Before you start your day, know what a productive day looks like for you. For the unemployed woman, it could be submitting resumes to 15 companies, or focusing on finding a job within the next 30 days. When you have a clear goal, every day becomes a focal point, guiding your actions and giving you something to work towards. Without a target, you’re just drifting.
The “Busy Person” Paradox
It might sound counterintuitive, but often, the busiest people are the most productive. I’ve noticed this in my own life: when I have a packed schedule, I become incredibly efficient at squeezing in tasks and focusing on what truly matters. But during periods with less structure, even if I have more free time, my productivity can actually dip. The external pressure and clear deadlines of a busy schedule often force us to be more intentional with our time and energy.
This isn’t to say you need to be constantly overwhelmed to be productive. Rather, it highlights the importance of self-imposed structure and clear objectives. If you don’t have external deadlines, create your own. If you don’t have a boss telling you what to do, be your own boss.
The Takeaway: Engage, Synthesize, Act
In a world overflowing with information and increasingly sophisticated tools, the real differentiator isn’t how much you consume or how many apps you use. It’s how actively you engage with that information, how consistently you synthesize it, and how diligently you translate it into action. Your notes, your data, and even the most advanced AI are merely raw materials. You are the architect of your own intelligence and productivity. So, stop just collecting, and start creating.
