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Most knowledge systems are designed like filing cabinets - everything has a place, and you need to remember where that place is. But our brains don't actually work like filing cabinets. They work through connections.
Most of us have no trouble capturing things. We can save links, jot down ideas, and dump tasks into apps all day long. The problem is that our capture systems become big black holes. Things go in, disappear from view, and then we forget they even existed.
So we compensate by creating extra systems (Fail safes). We keep browser tabs open "just in case." We write things on post-it notes because at least we can see them. We create multiple inboxes because surely we'll be able to find it again in one of them.
We're all desperately trying to get things out of our heads & find them again.
The Truth is: We don't have a capture problem. We have a re-surfacing problem.
The way we were taught to file notes away in neat little boxes just isn't working. And subconsciously we know it. So we lose trust in our knowledge systems and revert back to our fail safes (post it note, tab browsers, homing pigeons - anything to help us find this again someday!)
Here's the thing: You don't need a filing system. You need a surfacing system. A system that brings notes back to you WHEN you need them, automatically and withou you even having to think too much about it
So here's the shift you need to make when capturing: Stop asking WHERE should I put this and start asking WHEN will I need to see this again.
When you ask WHEN rather than WHERE you can connect it to the place you are guaranteed to see it again. When you next open that project your note is right there. When you arrive at a date for that appointment the information is waiting for you.
When you think in terms of "when," you're putting things where your future self will naturally encounter them, not where your current self thinks they should logically belong.
When I think about WHEN connections I have three ways that I can connect something to a WHEN moment in the future.
A collection is any kind of list of things that are alike in your knowledge system. Ideally collections are things you regularly review like your idea bank or your task inbox or bookmarks you've saved. This is the easiest WHEN connection. But the key to making this work is having regular rhythms and rituals to bring you back to those lists.
Example: You capture a productivity tip from a podcast. Connect it to your "spark notes" because you review those every Monday morning during your weekly planning.
In Tana I use Supertags to connect things into collections. If you're using another note-taking app tags or databases are a great way to make collections.
Collections should be your first line of defence. If you can’t find any other connections, then at least add it to a collection so you can find it again later.
The second type of WHEN connection is to connect it to a single item. So if capture something related to a specific project, connect it to the project straight away. When you're next working on that project, you'll naturally surface anything you've collected.
This pleasantly surprises me every time. I might capture something months ago about an upcoming project and when I go to work on that project - there it is. At the right time, in the right moment.
Example: You have a realisation about a client during your morning journal. Connect it to that specific client project. Next time you're preparing for their session, boom - there's your insight waiting for you.
In Tana I have a universal field I use called 'Related To' where I can add any related item. These then show up as references in the bototm of that item. Most note-taking apps have similar bi-directional linking functionality.
The third type of connection is a true WHEN connection. If you know you'll need something on a date - connect it directly to the date itself. I use this almost everyday to send things into the future. A receipt I'll need while doing my finances at the end of the month, details on a booking for when I'm travelling.
Example: You need to book a haircut but the salon isn't open yet. Connect it to Tuesday morning when you'll actually be able to make the call.
The beauty of the WHEN system is that you're not trying to predict where you'll look for something. You're putting it where you'll definitely encounter it as part of your natural workflow. And bonus if you can find multiple WHEN connections. The more connections you make the more you guarantee it'll surface again.
In Tana there is a really cool feature called 'Remind me on...' where you can send a note to a future day page instantly. I use this all the time. But you could also use your calendar or a similar day page function in any app.
The key is to find a way to keep capture fast without needing to process endless capture inboxes. I'd rather take an extra moment during capture to make a connection than have to sit for an hour processing an inbox or stuff.
Only Connected Knowledge Gets Remembered
Next time you go to throw something randomly in your knowledge system remember this: Only connected knowledge gets remembered and is useful.
So make a WHEN connection (and the more WHEN connections the more guarantees you'll find that captured item again)
The Capture+Connect system brings things to me. I don't go hunting for them.
Most knowledge systems are designed like filing cabinets - everything has a place, and you need to remember where that place is. But our brains don't work like filing cabinets. We work through association, context, and timing.
When you shift from "where" to "when," you're building a system that works with your brain instead of against it. You're creating flows where information surfaces naturally as part of your existing workflows.
Your future self doesn't want to search for things. Your future self wants things to appear right when they're needed, in the context where they're useful.
Build a system that surfaces, not one that stores.
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Every week, I send you one simple system, workflow, or mindset shift to help you ditch outdated PKM habits and build a smarter, AI-powered knowledge system that helps you get real work done—instead of endlessly managing your notes.