Are You Using the Wrong System to Organize Your Life?
Weekly Wheaties #2616
In this newsletter:
📝 Post: Are You Using the Wrong System to Organize Your Life?
🗞️ In Case You Missed It: AI in the Workplace
🗞️ In Case You Missed It: YouTube and YouTube TV Price Changes
😎 Pick of the Week: Size of Life
📦 Featured Product: Portable Handheld Fan
📝 Are You Using the Wrong System to Organize Your Life?
Let’s face it. I’ve made a few posts in the past about note-taking and the apps that help keep you (and me) organized. Just to share a few in case you’re curious and/or need a refresher:
After sharing a few weather apps in the last newsletter, I wanted to share the note-taking apps I use on a daily/weekly basis. Emphasis on appS. Included in this is a new notetaking app I’ve started using more recently, along with a whole notetaking system that mirrors how I started managing my files, too! This system is referred to as the Johnny Decimal System, as it was inspired somewhat by the Dewey Decimal system. All my Gen X’ers in the crowd just squealed, didn’t you?
The premise of the Johnny Decimal System compared to others is the common montra - Everything has a place, and there’s a place for everything. You can browse his site, as well as watch a YouTube video or two about it. But I think I have a quick and easy way to explain it, and its use.
Imagine having 10 filing cabinets. But instead of each one having 3 drawers, let’s give each one 10 drawers. Each filing cabinet represents an Area of your life. For example, Areas could include: Family, Personal, Work, and Hobbies. Each drawer within each area represents a Category. Within the Family Area, Categories could include: Home, Finances, Vehicles, and Vacations. The 10 areas are numbered by 10s. For example: 10 Family, 20 Personal, 30 Work, and 40 Hobbies. Within the Areas, the Categories are numbered by the single digit within the Area. For example, under Family, I would have: 11 Home, 12 Finances, 13 Vehicles, and 14 Vacations.
Finally, within each Category, there can be up to 99 folders (referred to as IDs) further drilling down into the category. Following the Vacations Category, examples could include 01 New York, 02 Cruises, and 03 Disney World. Notice not each category has to follow the same ‘structure’ as you create the system and folder structure of these IDs. Each ID’s folder also has the prefix of the Area and Category with a period separating the two. In this case, Vacations (14) - further specificed into New York (07) would be notated as “14.07”.
The premise is - you know where everything lives and the system makes sense to you. You want to be able to quickly find or locate what you’re looking for. Except there’s another kicker… This system can be used in your email, your file app(s) of choice, and your notetaking app(s) of choice. Meaning, whatever you’re looking for, and wherever you’re looking for it, you know exactly what to search or dive into. For example, if I’m trying to find that one pizza place to go to in New York, I can search my email, OneDrive/Google Drive folders, or notetaking app(s), for “14.07” and find what I’m looking for pretty quickly (Lombardi’s by the way).
This actually works incredibly well in practice, after spending a good bit of time setting it up. And before you ask, yes you can change your numbering structure, and probably will a few times until you get things setup just right. The structure is the most important part. Recently, I took a flight with an airline I haven’t flown on in a while. Since flying with them, I signed up for TSA Precheck. When checking in, I needed my Known Traveler Number. After not finding it quickly in my email, I was able to find it in my notetaking app within 10 seconds following the “10 Family > 14 Vacations > 14.01 Travel Info” structure I setup.
So, what notetaking apps do I use? Essentially, I use 4. And I know that sounds like a lot, but they each have a role and it makes sense for me.
For starters, I use OneNote to store my Johnny Decimal notetaking system’s notes. It’s stood the test of time with Microsoft, I have premium access through my Microsoft 365 account, it’s essentially available on any device, and it’s easy enough to use while providing more than a normal notetaking app. With the way Notebooks, Sections, and Notes work, it’s very friendly to the Johnny Decimal System, too.
Next, I use Apple Notes for things I share with family and friends. It’s extremely straightforward and the sharing is the easiest there is (especially when sharing with other Apple Devices). There is also a lot that Apple Notes can do if you really wanted to get crazy.
Only to keep things separate for my personal sanity, I use Notion strictly for my Weekly Wheaties newsletter and other personal projects. This just helps me keep things separated and have my own structure here without interferring with other personal notes.
Lastly, the most recent notetaking app I’ve started using is UpNote. I love its simplicity, but more importantly, how quick it is. This app opens, edits, and closes extremely fast. That makes it perfect for what I use it for — capturing quick notes anywhere and everywhere. This app is my digital version of post-it notes before they are moved to my Johnny Decimal System, deleted, or something else. It works on iPhone, Android, Mac, or PC. In theory, this app could also store my entire system instead of OneNote, I just haven’t decided if I wanted to make that leap yet. This app also offers a lifetime subscription for $40 that is absolutely worth it.
I’ll end with an honorable mention to Evernote. I paid for it and used pretty intensely for a few years. But after a few price increases, I just can suggest it anymore and have moved all of my notes to OneNote or UpNote now. Evernote is a bit more in depth than OneNote is, so it’s a great alternative if you do not like OneNote. I will share the one feature Evernote does incredibly well that no other notes app I’ve found can emulate — global todos. Meaning, Evernote creates one master “Todo” list showing every todo from every note in your entire library of notes. It’s pretty amazing.
Regardless of the software or app you decide to use, the important part is having some sort of system to track your notes. You can use one app or four, but if everything has a place and you know where to look, you’ll always be able to find what you need.
So ask yourself: if you needed to find something important in the next 10 seconds, would you know exactly where to look?
🗞️ ICYMI: AI in the Workplace
Stanford University recently released their 2026 AI Index Report with some unique takeaways. While AI is drastically improving at higher education levels, it’s still missing some of the humanistic side of things and can be unpredictable in some areas. There is also a mismatch in public perception with experts in the AI field. College students are starting to wonder themselves what the future looks like and are struggling to choose a major. An increasing number of students have either thought about switching majors (47%) or have already changed their field of study (16%).
The private sector even has disagreements on AI and the future for college students. While the CEO of Plantir says AI ‘will destroy’ humanities jobs, companies like BlackRock and McKinsey are ‘recruiting graduates who studied “things that have nothing to do with finance or technology” … “as potential sources of creativity,” to break out of AI’s linear problem-solving.”’
🗞️ ICYMI: YouTube and YouTube TV Price Changes
Just to be clear, YouTube (accessed via YouTube.com) is a website that allows users (even you) to upload videos for anyone to watch. There are some TV shows and movies on YouTube, but that’s not the focus. YouTube offers a paid service called YouTube Premium that provides ad free access to YouTube.com, allows background playback and offline viewing, but also includes ad-free music. Meaning, this is Google’s counterpart to Spotify, Amazon, or Apple Music. They offer an individual, student, or family plan, but all three a getting a price increase in June.
YouTube TV (accessed via TV.YouTube.com) is a service to help cut the cord of traditional cable and give access to local and major TV networks over the internet. Their plan has gradually added more channels (and a higher monthly price) since their inception. However, they have recently modified their lineup. Visit PC World to see YouTube TV’s hidden ‘genre’ plans: What they are and how to find them.
😎 POTW: Size of Life
With the Artemis II making its journey around the moon, perhaps you enjoyed some of the pictures from NASA. Similarly, the Neal.Fun website posted a page called the Size of Life that has a cool selection of animals and other living things to compare the size with. When finished, check out some of the other fun tools and games on his site, like Constellation Draw.
📦 Featured Product
Recently, Dyson released their HushJet Mini Cool handheld fan. It’s received mixed feedback on the quality and loudness of the fan. However, one thing that has rung true through the many reviews and comments I’ve read - there appears to be a cheaper and better alternative. JISULIFE offers many versions, but the one most can agree on is the Pro1S Portable Fan. An even less expensive one with great reviews is the Aecooly Portable Handheld Fan. Grab one before the summer kicks off if you’re in the market!
