How I built my own Personal Knowledge Base using Notion
Ever Feel Like Your Notes Are Lost in a Digital Junk Drawer?
You’re not alone.
Thousands of us scribble or type out brilliant ideas only to lose them in random folders across Evernote, Google Docs, or who-knows-where.
We gather info from articles, courses, and seminars like pros, but we can’t find what we need when it counts.
That’s Where a Personal Knowledge Base (and Zettelkasten) Come In
I reached a point where I was done with the frustration.
My notes felt as scattered as my mind, and searching for them was like rummaging in grandma’s attic.
To fix it, I built my own personal knowledge management system in Notion and added Zettelkasten principles for easy cross-linking.
Let me show you how it works.
What Is a Personal Knowledge Management System?
A personal knowledge management system is your external brain.
It’s a structured, easily searchable place to store everything you learn.
Think of old-school file cabinets, but on digital steroids.
Why Bother?
Three reasons:
- Store and organize your learning content.
- Refer back to your lessons instantly.
- Share curated knowledge without tearing your hair out.
Why Zettelkasten?
The 70-Year-Old Method That Thinks Like You
Zettelkasten is an associative note-taking method that pushes you to link ideas instead of stacking them.
Unlike linear outlines, Zettelkasten embraces your brain’s hop-around style.
Larksuite research shows that linking notes fosters creative insights and streamlines retrieval.
Learn more about the Zettelkasten method:
My Personal Knowledge Base Built on Zettelkasten
Using Notion as My Foundation
Notion’s databases are the heart of my system.
They let me sort, filter, and connect notes just like Zettelkasten demands.
Below are the main components.
The Library
Here’s where I store every video, article, or course I find meaningful.
I tag each item with a topic and content type, acting like an index.
When I discover something new, I clip it with Notion’s Web Clipper or add it manually.
Why It Works
By funneling everything into a single place, I’m not chasing random docs or bookmarks.
The library is my “inbox,” capturing raw materials.
The Knowledge Base
This is the next layer.
Once I’m done watching or reading a Library item, I break out key insights into separate “Knowledge Base” records.
Each knowledge bit is short, sweet, and stands on its own — much like a Zettelkasten note, also known as a “Zettel.”
Linking Ideas and Tags
Instead of burying these insights in a linear doc, I connect them with tags.
If a knowledge bit belongs to multiple concepts, that’s fine — Zettelkasten thrives on cross-linking.
I might tag it #Marketing and #ContentStrategy, for instance.
Tags
Tags act like mini portals.
They let me jump from one knowledge bit to another related idea, replicating the Zettelkasten approach of linking everything.
When I open a tag page in Notion, I see every knowledge bit connected to that concept.
This Means…
No more rummaging through folders named “Marketing Stuff.”
If I want Instagram Growth tips, the #InstagramGrowth tag reveals them instantly.
Topics
If tags are the lifeblood of cross-linking, Topics are the broader categories or areas of expertise.
In my system, Topics gather relevant tags under a single umbrella.
For Example
Instagram Marketing is a Topic.
Tags like #InstagramContent, #InstagramGrowth, or #InstagramInfluencers live under that umbrella.
Click into a Topic, and you’ll see a filtered view of knowledge bits that match.
How I Capture, Organize, and Use Notes (Zettelkasten Style)
Step 1: Acquire Content
Whenever I find something valuable — a tutorial, a podcast, a PDF — I clip it to my Notion Library.
I label the item with relevant Topics or Content Types.
Step 2: Add to the Knowledge Base
When I read or watch the piece, I highlight key insights and drag them into the Knowledge Base database.
Each snippet becomes its own record, connected to the original library item.
I tag these snippets (#CampaignIdeas, #Neuroscience, etc.) so they’re linked across various topics.
Step 3: Connect and Recall
Later, if I’m brainstorming an article on writing style, I filter the Knowledge Base by #Writing Style.
Because each snippet stands alone, Zettelkasten-style, I can see how different items link together.
This cross-pollination is where creativity gets a boost.
Zettelkasten Principles in Action
Non-Linear Connections
By letting each note link to multiple tags, I’m mimicking how Zettelkasten treats connections as a first-class citizen.
I might discover that a productivity hack from one article pairs perfectly with a marketing tip from another.
Long-Term Ideation
Zettelkasten is built for the long game.
I can revisit notes I took months ago, connect them to fresh insights, and spark new ideas.
Beyond short-term thinking, it’s a living system.
Enhanced Recall
Because everything is cross-linked, I rarely have to search through random docs.
One or two clicks, and I’m in the right cluster of notes.
That means less friction, less mental overhead, and more time for real work.
Conclusion: Notes That Work With Your Brain
If you can’t find your notes, they might as well not exist.
That’s why harnessing a personal knowledge base with Zettelkasten principles can be a game-changer.
You’re not just collecting data; you’re building a network of ideas that grows and evolves with you.
So ditch the digital junk drawer and let your notes thrive in a system that actually thinks like you do.
Skip trying to build a Personal Knowledge Base for yourself. I’ve got you covered.
Want to build a system like this without starting from scratch? I turned my entire setup into a ready-to-use Notion template.
It’s called the Personal Knowledge Base — and it’s packed with all the databases, tags, and workflows you need to actually use your notes. No more chaos. Just clarity.
