This guide summarizes the unique and highly efficient note-taking system used by Steph Ango (Kepano), the CEO of Obsidian. Unlike rigid, folder-heavy structures, this system prioritizes speed, “laziness,” and the organic emergence of knowledge through connections. It is designed to reduce friction so you can capture thoughts instantly and organize them later through links and properties.
The Core Philosophy: File Over App
The foundation of this system is the “File over App” philosophy. Ideally, you should not be dependent on specific software features to access your knowledge. The system relies on simple Markdown text files organized in a flat structure, ensuring your data outlasts the tool itself. The goal is speed: minimize the decision fatigue of where to file a note so you can focus on writing.
Vault Structure and Organization
Contrary to traditional methods, this system uses very few folders. Instead, it relies on a flat hierarchy and metadata:
- The Root Folder: Most notes reside directly in the root of the vault (not in subfolders). This includes journal entries, essays, and personal thoughts. If a note is in the root, it relates directly to you.
- The References Folder: This folder separates “the world” from “your thoughts.” It contains notes on external entities like people, movies, books, and podcasts.
- Properties (Metadata): Instead of folders, notes are organized using the
categoriesproperty (e.g., Meetings, Journal, Ideas). This allows you to view related notes via smart tables (Bases) or by searching properties. - Attachments & Templates: Hidden folders kept aside for file storage and system templates.
The Workflow: Speed and Laziness
The system utilizes specific features to maintain velocity:
- Unique Notes: You create new notes with a timestamp (date/time) as the filename. This ensures every note has a unique ID and captures the moment of creation.
- Templates: Heavily used to lazily insert metadata. For example, applying a “Meeting” template automatically adds fields for participants, topics, and dates.
- Navigation: You rely on the Quick Switcher (
Cmd/Ctrl + O) to find files or properties rather than browsing a file tree.
The Power of Linking
Linking is the engine that turns the chaos of a flat folder into a network of knowledge. The “Rule of Steph” states: Always link the first mention of a subject.
- Internal Links: Even if a note doesn’t exist yet, link it (e.g.,
[[Perfect Days Movie]]). This leaves a “hook” for future thoughts. - Backlinks: By linking concepts, you create a web where you can navigate from a person to a meeting, to a topic discussed, and back to a journal entry.
- Evergreen Notes: These are atomic ideas or concepts (e.g., “Death is Sanity”) that you treat as objects to be reused and referenced repeatedly in different contexts.
The Review Rhythm
To keep the system functional, Ango suggests a loose review cycle:
- Daily: Capture thoughts via Unique Notes and Journal entries. Link mentions immediately.
- Every Few Days: Review recent notes to compile recurring thoughts or patterns.
- Weekly: Create a simple weekly note for high-level to-dos.
- Monthly: Aggregate ideas and reflect on the past month’s thinking.
- Randomly: Use the “Open Random Note” feature to rediscover old ideas and spark new connections.
Mentoring question
How might shifting your focus from ‘where do I store this note’ to ‘what does this note link to’ change the way you develop and retain new ideas?
Source: https://youtube.com/watch?v=Dq3R3uS0sQ4&is=rjkNxZJx6ruEir-U