The short answer
Capture information with a future question in mind. A knowledge base stays useful when every note has context, a source, and an obvious place to find it again.
- Save decisions and why they were made, not just links.
- Use a small number of categories and consistent titles.
- Review and archive old material instead of collecting forever.
Capture the context
A saved link without a note is a future search problem. Add one sentence explaining what matters, who it is for, and what question it answers.
Use a simple structure
Notion Projects can keep files, chats, and instructions together, while a simpler notes app may be enough for personal reference. Choose the structure you will maintain, not the one with the most features. Sources: Notion product overview, ChatGPT Projects
Make retrieval easy
Use descriptive titles, a date when it matters, and links back to the original source. Once a month, remove duplicates and archive notes you no longer trust.
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