Breaking Down the Walls of Personal Information Silos. Towards Connected Knowledge

In this article, I want to discuss about Personal Information Silos. I want you to think more seriously about those, understand where yours are, help you avoid important pitfalls, and connect these ideas with Knowledge Management.

Introduction

Whether we know it or not, we all store information in a gazillion places. On our computers, laptops, phones, tablets, and "in the cloud". Each of those information stores is filled with knowledge. But that knowledge is scattered, isolated, disconnected, thus underused and much less valuable.

We often do this without even blinking. Why? Either because we don't realize what we're doing (which is true for most non-technical folks), or because we don't think thoroughly about the impact, risks and consequences of doing so.

Isn't there a better way? What if we could break the walls of those silos, and connect the knowledge they hold?

What Are Personal Information Silos?

Personal Information Silos are like isolated islands of information. Each one stands on its own, disconnected from the rest. Those silos are the result of conscious or unconscious habits and choices. Each app and platform you use is potentially storing a slice of your data in a silo. Sometimes you have choice, but often, you just don't. And if you're not aware of the associated problems, you might not care at all...

In addition to the systems and apps you use, each device stores data in various locations. Your systems (or lack thereof!) and consistency also have a big influence on your personal "information landscape".

Beyond digital information silos, don't forget that you also have analog ones. Paper notebooks, agendas, calendars, paper documents, etc. Those are information silos as well!

In an ideal world, all of our data should be stored in a single location, and it should remain manageable as well as fully under our control. Unfortunately, this is almost impossible today. As we'll see, though, there is a ton of value in trying to get closer to that.

At the end of the day, I believe that awareness and understanding about the consequences are the first step towards better managing your data, information and knowledge. And since most people don't know the first thing about Knowledge Management, they don't even know that they're missing out. Luckily, I'm here to help!

The Problem with Personal Information Silos

Now, you might wonder, "What's the big deal?". The crux of the issue lies in isolation, although there are various other problems to consider. Before we discuss about isolation, let me list a few important issues to consider, knowing that the more silos you have, the worse those issues get:

• Hard to find what you need
• Hard to backup your information and avoid losing things
• Hard to avoid duplication
• Costly and hard, or even impossible to migrate your data
• Vendor/platforms/tools lock-in
• Productivity cost of switching between platforms/tools to access or exploit our data
• ...

These are all important and impactful issues. You probably all know a relative who has lost important data. That's a huge issue in today's world. Will you still have your data in a year? In ten? In fifty? Things are getting harder and harder to manage. I even dare say that they're out of control for most.

In this article though, I want to focus on the impact those silos have on your capacity to learn, think, organize and create. Some may see this as a detail, but it's actually very impactful. Especially for Knowledge Workers, Lifelong Learners, Creatives, Entrepreneurs and anyone who wants to grow personally and/or professionally.

Before we get to that, let me say a few words about the mental tax you pay for having too many information silos...

The Mental Overhead of Managing Information Silos

Imagine juggling, but instead of balls, you're tossing your information silos and their contents around. Keeping them in the air, trying not to let one drop, adds mental overhead. The problem is that the map of your different silos, along with what each holds and how to access/manage those probably only exists in your brain. The more silos you have, the harder it gets to keep it all in mind. Until it just becomes too much... It's even worse if you don't know what your silos are or where to find those... Each silo has its own location, rules, interfaces/UX, cognitive effort to manage, costs (e.g., Google Drive, Microsoft OneDrive, Apple iCloud, etc). This just leads to mental fatigue, and wasted time/money.

The solution to this issue is obvious: reduce the number of information silos you use and rely on! You don't need that mental overhead. It's a tax you don't want to pay without anything in return. Plus there are additional benefits to consider!

Why Information Silos Hurt Your Growth

Learning, creativity and personal growth all thrive on the cross-pollination of ideas. However, when our information in trapped in various and isolated silos, our potential growth is constrained, limited.

The more apps and systems we use, the harder it gets to integrate and connect the different parts. The isolation between information silos prevents us from connecting ideas and seeing the big picture. They limit our ability to make unexpected connections (e.g., between ideas on different domains) and, as a result, our ability to be creative and innovative.

Information silos limit our exposure to new ideas and perspectives. It hurts our ability to explore, learn, create and innovate. Keep that in mind for the next time you'll think about adding a new app or system to your toolkit.

Knowledge Isolation Limits The Ability to Connect Ideas

This is the main point I want to make in this article. The more silos you have, the harder it is to connect ideas. It's what I call the "tragedy of unconnected knowledge".

Within each silo, ideas sit, patiently waiting to be linked with other ones residing in other silos. These connections are the birthplace of innovation, where two unrelated "things" collide and create new ones. Imagine if we all had Internet access but there was no World Wide Web. By keeping our information in silos, we prevent these serendipitous unions, killing potential breakthroughs and insights in the egg.

Tearing Down the Walls Isolating our Knowledge and Ideas

So, how to begin the demolition of those limiting walls? As I wrote earlier, it starts with awareness. Now that you understand the issues, you have to make a conscious effort to reduce the number of silos you rely on, and to ensure that the remaining ones can be integrated as seamlessly as possible. This means trying to understand which systems/platforms/apps you are using, where each stores its data, whether it is possible to integrate those, etc. While reviewing those, you can then decide to try and regroup your information in fewer places. For instance, if you have files on Google Drive and Microsoft OneDrive, you could decide to regroup those.

Choosing applications that let you keep full control over your information also helps. For instance, Obsidian applies the file over app principle described by Steph Ango (the CEO of Obsidian). The idea behind it is to use open file standards, and separate the applications from the data they operate on, leaving it under full control of the user. To continue with the example of Obsidian, the notes I create with it are saved as Markdown files. I can can store those anywhere I want and edit those with any text editor. That is true freedom. If Obsidian disappears tomorrow, I will still have all my data, and I will still be able to modify it.

File over app

If you want to create digital artifacts that last, they must be files you can control, in formats that are easy to retrieve and read. Use tools that give you…

Steph AngoSteph Ango

Generally speaking, I also recommend avoiding applications that store data using proprietary formats or databases, as those tend to be harder to migrate and integrate. Beyond control, it's also a question of privacy, and security. Moreover, reducing the number of file formats you use also helps.

Another complementary approach consists in limiting the number of tools you are using. For instance, I use Obsidian to store my notes (ideas, thoughts, etc), but also:

• The articles and books I write
• Scripts for my YouTube videos
• My journal
• Meeting notes
• Daily tasks
• Project backlogs
• Personal goals and plans
• And more!

This drastically reduces the number of places I store data in, and makes it a breeze for me to connect ideas together. It's an idea that I have discussed before.

In defense of using fewer tools

How Fewer Tools Can Enhance Personal Organization, Productivity, and Knowledge Management

Sébastien DuboisSebastien Dubois

I consider all the above as "basic" ideas and best practices related to Data and Information Management. You can complement those with the following principles:

• Maintain a list of your what you use, what you store and where. Create a map and/or an index
  • Make it esaier for yourself and others to easily locate things in your information landscape
• Define clear backup/restore and "disaster recovery" strategies for your information
  • Being sure that your data, information and knowledge are safe and sound is a no-brainer
• Document your workflows and system. How does information flow within your landscape?
  • The clearer your current system is, the easier it will be for you to make it evolve over time

Additionally, consider converting your analog information into digital form. Add it all to relevant digital silos. Check out my article on that topic:

Unlocking Potential: The Value of Transitioning from Analog to Digital

Unlock the Power of Digital: Transition from analog to digital for endless possibilities! Convert paper notes to a digital Personal Knowledge Management system, connect ideas, and harness the future of knowledge

Sébastien DuboisSebastien Dubois

Interestingly, reducing the number of information silos and, ideally, creating a single source of truth can be an enabler for Knowledge Management.

Why you need a single source of truth for your PKM system

Having a single source of truth for all types of data in your PKM is key to a solid system

Sébastien DuboisSebastien Dubois

Dive into the World of Knowledge Management (KM) and Personal Knowledge Management (PKM)

Knowledge Management (KM) and Personal Knowledge Management (PKM) in particular, go way beyond data and information management. While the latter focus on what you store and where, the former focus on more valuable "forms" of information: thoughts, ideas, insights, discoveries, knowledge, wisdom and inspiration. KM and PKM are all about capturing, organizing, structuring and connecting the dots. It's about empowering you as an individual (and many principles also work great for organizations).

I cannot overemphasize the short and long-term benefits of exploring Knowledge Management in general, and Personal Knowledge Management in particular. Assuming that you regroup your "knowledge" in very few silos, you will be able to create compounding value and to leverage your knowledge like never before. This will help you grow.

If you're curious, then check out my articles:

My top 10 articles about Personal Knowledge Management (PKM)

Discover my 10 most popular articles about note-taking and Personal Knowledge Management (PKM)

Sébastien DuboisSebastien Dubois

Ten Personal Knowledge Management Practices to Explore and Master

Ten practices that you should explore to improve your Personal Knowledge Management skills

Sébastien DuboisSebastien Dubois

personal knowledge management - Sébastien Dubois

Sébastien Dubois

To me, Knowledge Management is a top skill to acquire. As society and knowledge work evolve, the value of Knowledge Management keeps increasing. It can transform the way you learn, think, and grow. And there's more:

• Accelerate Learning and Career Advancements: Fast-track your path to success.
• Overcome Information Overload: Say goodbye to the overwhelm of the digital age.
• Reduce Cognitive Load: Make learning and thinking effortless.
• Enhance Clarity and Focus: Sharpen your mind.
• Retain More of What You Learn: Transform knowledge into a permanent part of your intellectual toolkit.
• Think Deeper: Elevate your thought processes to new heights.
• Organize Your Knowledge Efficiently: Master the art of structuring your wisdom.

I know it sounds exaggerated, but it really isn't. It's a topic I'm passionate about. I'm actually a Knowledge Management coach and mentor.

Personal Knowledge Management Coaching

Who is this for?You are just getting started with note-taking, note-making, and Personal Knowledge ManagementYou wonder how to take smart notesYou want to know how to properly organize your notes and avoid creating an overwhelming messYou want a solid system that scalesYou wonder what Zettelkasten, the PARA method, and the Johnny decimal system areYou want to better organize the information of your team or businessGetting started is not the hardest thing in the world, but it takes a lot of trial and error to figure out how to structure and organize your knowledge base. You have a busy life, and you don’t want to spend weeks or even months figuring out the “right” approach. Avoid wasting your time and get expert help to guide you on the right path.What is this?With this product, you can buy one or more hours of personalized coaching with me (in English or French!).I’ve been passionate about Information Management (IM), Knowledge Management, and PKM for more than 20 years. As an author, blogger, knowledge worker, and entrepreneur, I needed solutions to store and organize an enormous amount of information.Over the years, I’ve explored, used, and advocated many tools. I have settled on Obsidian, but the techniques I rely on can be applied to many other tools as well. I’ve spent months refining and perfecting my Personal Knowledge Management (PKM) system, and have spent countless hours tweaking my approach. I’ve published various articles to share some ideas about this. My system combines the Zettelkasten approach, the PARA method, the Johnny decimal system, and other ideas to create a solid basis for my work as an author, blogger, and content creator.I am very involved in the Personal Knowledge Management community, for which I’m building products, communities, and creating content to help newcomers as well as more advanced users get further. I have created the Obsidian Starter Kit, the Personal Knowledge Management Library, the PKM Journal, the PKM sub-reddit, the PKM Slack community, etc.I’ve decided to dedicate more of my time to coaching PKM enthusiasts and share what I’ve learned so far.During the coaching session(s):We will explore the concepts, techniques, and best practices that I rely on daily and recommendI will guide you through what I consider to be a well-structured, scalable and maintainable Personal Knowledge Management systemI will explain my workflows and processes to youI will (try to) answer all the questions you might haveI will remain available after our session if you have questions, need advice, or helpAfter the coaching sessions, I will remain available to answer additional questions.Testimonials”Sébastien thinks everything from first principles, the systems and ideas we discussed are well thought from multiple angles and I’m going to integrate them in my own specific setup”— Adrian Craciun (via mail)

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If you're at least curious about Knowledge Management, then I invite you to read my articles on the topic, to book a coaching session with me, or check out my course.

Knowledge Management for Beginners (PREORDER)

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This course will equip you with the tools to curate a personal learning journey that’s both enriching and manageable.The Knowledge Worker: If you’re a knowledge worker seeking ways to manage the deluge of information you encounter daily, this course is your beacon. Whether you’re a student, a professional, or an entrepreneur, mastering Knowledge Management will set you apart in your journey.The Productivity Seeker: For those who are always on the lookout for ways to optimize their workflow and enhance productivity, “Knowledge Management for Beginners” offers a roadmap. Learn how to streamline your processes, make informed decisions, and leverage your knowledge for maximum impact.Whether you’re looking to overcome information overload, enhance your learning efficiency, or simply get more organized, “Knowledge Management for Beginners” is your first step towards transforming how you interact with knowledge. Join us, and unlock the full potential of your intellectual assets.What is this course about?“Unlock Your Intellectual Potential with Knowledge Management for Beginners”, a video course that will Transform Your Intellectual Landscape, Learning and Thinking. Are you ready to take control of your learning and thinking in a way you never thought possible?“Knowledge Management for Beginners” offers an immersive experience into the world of Knowledge Management. This video course is designed to empower you with the skills, strategies, and tools necessary to master the art of Knowledge Management (KM) and Personal Knowledge Management (PKM), where managing your Knowledge effectively becomes second nature.At its core, this course is about turning chaos into order, complexity into simplicity, and information into actionable knowledge. This course breaks down complex concepts into digestible, actionable lessons. From understanding the vital distinction between Information Management and Knowledge Management to mastering the art of creating a Personal Knowledge Graph, each module is crafted to provide not only theoretical insights but also practical applications.This course is not just a collection of lessons. It’s a blueprint for building your own Personal Knowledge Management system. From understanding the foundational principles of PKM to implementing practical tools and techniques such as Atomic Notes, Knowledge Graphs, Tools for Thought (TfTs), Maps of Content, and effective note-taking strategies, you’ll emerge with a clear, customizable framework for managing your knowledge at scale. You’ll also understand the importance of transitioning from analog to digital, centralizing your Knowledge sources, and choosing the right tools and platforms to secure and enhance your Knowledge.“Knowledge Management for Beginners” ensures a comprehensive learning experience. You’ll gain hands-on knowledge on creating smart notes, designing a knowledge base with compounding value, and leveraging digital tools to minimize reliance on memory and maximize intellectual and creative output.This course is your gateway to achieving clarity of mind, overcoming information overload, and embracing a structured approach to lifelong learning and Knowledge Work. It’s about transforming how you think, learn, and organize—equipping you with the knowledge and confidence to build a Personal Knowledge Management system that not only serves your current needs but also evolves with you over time.Join us on this transformative journey to not just manage, but to master your knowledge, enhancing your personal and professional life with strategies that last a lifetime. By the end of this course, you’ll have a clear roadmap for managing your knowledge effectively, with practical skills in note-taking, organizing knowledge, and eliminating busywork. “Knowledge Management for Beginners” is more than a course. It’s your first step towards mastering the digital landscape and unleashing your full intellectual potential.Enroll in “Knowledge Management for Beginners” today and start your journey towards becoming a master of your knowledge. Your future self will thank you for the investment you make today.FeaturesEngaging Video Lectures: Dive into the heart of Knowledge Management and PKM through high-quality videos that combine compelling visuals with expert narration, making complex ideas accessible and engaging.From Theory to Practice: Move seamlessly from understanding the ‘why’ behind Knowledge Management to implementing ‘how’. This course includes demonstrations based on my own PKM system, alongside advice to design and implement your own system.Lifetime Access to Course Materials: Revisit the course content at any time, with lifetime access to all videos and resources. This course will continue to serve as your reference as you grow your knowledge management skills.Evergreen content: Once released, the course will continue to evolve over time. Its value will continue to grow.Community and Support: Join a community of like-minded learners, engage in discussions, and receive feedback and support throughout your learning journey.What problem does this course solve?In a world where information never stops flooding in, learning to manage, organize, and leverage Knowledge becomes more than a skill. It becomes a necessity. We are all bombarded with a crazy volume of information daily. This constant influx, while rich in potential knowledge, often leaves us overwhelmed, disorganized, and with a sense of drowning in data rather than swimming through knowledge.The traditional methods of managing information (e.g., documents, basic note-taking, Post-It notes, etc) prove inadequate in effectively capturing, organizing, and leveraging this vast sea of data for personal growth or professional advancement. The challenge isn’t just about dealing with the quantity of information but about transforming it into structured, accessible, and actionable knowledge. Without the skills to navigate this complex information ecosystem, you will continue struggling to retain, recall, and utilize the valuable insights that could otherwise enhance your decision-making, creativity, and productivity.Why let your precious insights and ideas fade away when you can capture, organize, and leverage them? “Knowledge Management for Beginners” addresses this critical gap by introducing a structured approach to Knowledge Management, and Personal Knowledge Management (PKM). The course acknowledges that while our brains are incredible at processing information, they are not optimized for the storage and retrieval of the vast amounts of data we encounter. Memories fade, and the cognitive load of managing information can hinder our ability to think deeply and critically. This course offers a lifeline by equipping learners with the tools and techniques to design a personalized PKM system. Through this system, learners can transform the chaotic stream of information into a well-organized knowledge base, enabling not just improved retention and recall but also the capacity for innovation and deep, analytical thinking.By addressing the root causes of information overwhelm, this course empowers individuals to take control of their learning journey, making knowledge a powerful ally in achieving personal and professional goals.What benefits should I get?Increase your Potential: Leverage Knowledge Management (KM) and Personal Knowledge Management (PKM) to grow your personal life and your career.Accelerate Future Learning: Equip yourself with the knowledge and skills to stay ahead, adapt to future needs, and leverage your knowledge for new opportunities.Overcome Information Overload: Discover strategies to manage information efficiently, eliminating the feeling of being overwhelmed by the vast amounts of data encountered daily. Understand how to manage cognitive load effectively to enhance your mental capacity for Deep Work and Creativity.Reduce your Cognitive Load: Learn how to stay on top of everything without feeling overwhelmed.Enhance your Clarity and Focus: Achieve a state of mental clarity and focused thinking, freeing yourself from the clutter and chaos of unorganized information.Understand Knowledge Management: Gain deep insights into Knowledge Management and Personal Knowledge Management. Learn practically about PKM systems, Knowledge Graphs and Tools for Thought (TfTs). Discover the ideas, applications, and the immense value they bring to managing and enhancing your knowledge.Master PKM Practices: Acquire knowledge of the most effective PKM practices and techniques.Create and Leverage your own Personal Knowledge Graph: Learn how to effectively ingest new knowledge and integrate it into your Personal Knowledge Base. Connect your knowledge, ideas and inspiration, enhancing your ability to draw insights and innovate. Organize your Knowledge Efficiently: Understand how to organize information and knowledge systematically and at scale, making it easily accessible and usable, through methods such as tagging, linking, and categorizing.Think Deeper: Develop techniques for deeper, more reflective thinking, enabling you to analyze information critically and creatively.Retain More of What You Learn: Learn how to effectively use digital tools and systems to store knowledge externally, moving beyond rote memorization to meaningful understanding.Use Journaling for Growth and Productivity: Discover the power of journaling as a tool for learning, personal development, and professional growth.Integrate Knowledge Management into Your Life: Discover strategies to seamlessly integrate continuous learning and Knowledge Management into your daily routines, making lifelong learning a habit.What’s included?WARNING: The Knowledge Management for Beginners course is NOT READY YET. If you buy access now, you’ll benefit from the lowest price. You will also get early to the course.Draft table of contents:IntroductionInformation Management vs Knowledge ManagementPersonal Knowledge Management (PKM)Main parts of PKMPersonal Knowledge Management SystemsCore concepts of Personal Knowledge ManagementNote-takingNote-makingDumb vs Smart notesThe power of externalization and centralizationAtomic notesConnecting ideasKnowledge GraphsMaps of ContentCapturing information and knowledgeJournalingPeriodic reviewsPersonal Knowledge Management SystemHow to Organize your KnowledgeThe need for having a Single Source of TruthThe need for centralizingKnowledge typesKnowledge StoresMethodsPARAJohnny DecimalNaming conventionsOrganizing it allStructuresTagsMetadataHow to design your own Personal Knowledge Management systemHow to pick your toolsWhat to pay attention toWorkflowsOverview of my systemWhy and how to go from analog to digitalHow to ingest new knowledgeHow to remove busyworkHow to avoid losing your informationRefunds policyIf you’re not 100% satisfied, then just let me know, and I’ll issue a full refund. I’ll only ask you a single question: How can I improve the product?If you think about asking for a refund, consider reaching out to me with your issues, questions, and remarks. I’m always available and happy to help. My goal is to help you succeed.

Gumroad

This course is not just about what Knowledge Management is. It's about making KM work for you:

• Deep Insights into KM and PKM: Explore the realms of Knowledge Management and Personal Knowledge Management. Discover Knowledge Graphs and Tools for Thought (TfTs), and unravel how these concepts can be transformative for you.
• Strategies for Future-proofing Your Career: Learn how to stay ahead of the curve, adapt to future needs, and leverage your knowledge for career growth.
• Techniques to Manage and Organize Knowledge: Get hands-on with strategies to ingest new knowledge efficiently, manage information, and control cognitive overload—unlocking mental clarity and enhancing your capacity for deep work and creativity.
• Connecting Knowledge, Ideas, and Inspiration: Learn the art of linking your knowledge to foster innovation and draw groundbreaking insights.
• Journaling for Growth: Uncover the power of journaling as a tool for learning, personal development, productivity, and professional growth.
• Lifelong Learning as a Habit: Integrate continuous learning and Knowledge Management into your daily routines, making lifelong learning more than a goal—a way of life.

Knowledge Management for Beginners

Your ultimate video course to mastering Personal Knowledge Management (PKM)

Knowledge Management for Beginners

Conclusion: The United States of Knowledge

While we can dream about a future where our data, information and knowledge flow freely, without artificial barriers, integration problems or issues, it will remain a utopia for years to come. Meanwhile, reducing the number of information silos we rely on is an important step toward more sanity, less cognitive overload, and more opportunities to connect ideas and leverage our knowledge.

Beyond mere information management, exploring and applying Knowledge Management practices can also boost your personal and professional growth.

So, pick up your metaphorical hammers, and start breaking down those silo walls, for the path to true wisdom is paved with connected knowledge.

Happy de-siloing!