The Tag System That Finally Made Sense for Me - From Perfectionism Paralysis to Discovery Freedom

For years, I wrestled with tags in my knowledge system. I'd spend 10 minutes agonizing over the "perfect" set of tags for a single note, only to later search for #books and get buried in hundreds of results: some actual book notes, most just notes that mentioned books somewhere.

In this article, I want to share the tag system breakthrough that transformed my relationship with my notes and unlocked the true power of my knowledge base.

Introduction 

If you're building a knowledge system as a creator, you've probably hit the tag wall. You know tags are supposed to help you find things, but somehow they create more problems than they solve.

Maybe you've tried the minimalist approach; just a handful of carefully chosen tags. Or the opposite, tagging everything with every possible keyword until your tag list looks like alphabet soup. Perhaps you've spent hours designing the "perfect" tag taxonomy, only to abandon it three months later when it stops making sense.

In practice, most tag systems fail not because they're poorly designed, but because they're designed at all.

The tag system that finally worked for me emerged from a simple realization: tags aren't a filing system; they're a discovery system. And once I stopped treating them like folders and started treating them like search tools, my knowledge base improved heavily.

This matters because as creators, our knowledge isn't just something to organize. It's the raw material for everything we create. When you can't find your notes, you can't repurpose them. When your tag queries break, your content pipeline breaks. When you're paralyzed by tag decisions, you're not creating.

TL;DR 

I finally built a tag system that works by combining structured type tags with liberal topic tagging. Type tags (isolated under type/) provide the foundation for reliable queries and automation, while freely added topic tags create multiple discovery paths to every note.

Key points:

• Type tags really need to be isolated in a namespace (e.g., type/book not just books) to prevent query pollution
• Add 5-10 topic tags per note based on gut feeling (no planning required)
• More tags paradoxically creates less overwhelm because they create multiple paths to rediscover notes
• Tag chaos is better than tag scarcity. you can always clean up later
• Habits and common tags emerge naturally over time without upfront design
• The system enables powerful workflows: building Obsidian Bases, aggregating research, repurposing content, querying notes, ...
• Tag consistency issues can be fixed during periodic reviews. Imperfection is perfectly fine!
• Rigid taxonomies fail at scale; emergence beats planning for knowledge work
• It's okay to be messy!

The Tag Systems That Failed Me 

Let me tell you about my past tag struggles.

I'd create a note about a book I was reading; let's say a book about creativity. Should I tag it #creativity or #books? Both? What about #reading or #learning? I'd sit there, cursor blinking, overthinking a simple decision that should take seconds. Meanwhile, the actual insights from the book? Not captured. Because I was too busy optimizing my tag system.

I believed there was a "right" set of tags for every note. I'd research tagging best practices, study other people's systems, try to design the perfect taxonomy upfront. The result? Decision paralysis every single time I created a note.

I'd search for #books to find my book notes, and I'd get everything and the kitchen sink: meeting notes where someone mentioned a book, articles about books, random thoughts that referenced books. Buried somewhere in those hundreds of results were my actual book notes. The tag that was supposed to help me find things was making them harder to find.

Without clear rules, my tagging was chaos. Sometimes I'd use #meeting, sometimes #meetings. Sometimes #pkm, sometimes #knowledge-management. Every variation split my notes across different tags, making everything harder to find.

I knew tags were supposed to be powerful. I'd seen other people's elegant tag systems. But mine just... didn't work. And I couldn't figure out why.

The Breakthrough: Structure + Freedom 

The breakthrough came when I stopped trying to design a perfect tag system and instead asked: What job do my tags actually need to do?

Two jobs, I realized:

1. Structural job: Identify what TYPE of note this is (book, meeting, article, project, etc.)
2. Discovery job: Create multiple paths to rediscover this note later

And the most important takeaway is that these jobs need different approaches.

The Type Tag Foundation 

I started isolating my type tags under a type/ namespace:

• type/book instead of just books
• type/meeting instead of just meeting
• type/article instead of just article
• type/project instead of just project

Now when I search for #type/book, I get ONLY my book notes. When I search for #books (without the type prefix), I get everything related to books, which is sometimes exactly what I want.

This became crucial for two workflows:

1. Building Obsidian Bases: When I want to create a Base containing only my book notes, the query #type/book is rock-solid reliable. It won't break when I reorganize folders or change my structure.
2. Automation and workflows: Type tags enable automation. They power auto-filing, template selection, dashboard views, querying, and a ton more. Because they're consistent and isolated, they never create false positives.

If you're interested in how Obsidian Bases work and how they can transform your workflow, then check out my Obsidian Starter Kit. It includes first-class support for those, with many included Bases.

Obsidian Starter Kit

Jump straight to stress-free note-making with Obsidian

Obsidian Starter Kit

The Liberal Tagging Freedom 

For topic tags — everything that's not a type tag — I made a radical shift. I stopped planning. I stopped optimizing. I just... tagged.

When I write or update a note, I add whatever tags come to mind. Usually 5-10 tags per note. No deliberation. No "is this the perfect tag?" Just gut feeling, habits and moving on.

Writing about a book on creativity? Tags might include:
#creativity #books #reading #innovation #ideas #thinking #psychology #art #writing

Some of these might overlap. Some might be redundant. Some might never get used again. And that's completely fine.

When you tag information, don't look for the one perfect tag. Instead, add as many relevant keywords as you can. Those are pathways for you to stumble upon this note later

Why This Works (Even Though It Seems Wrong) 

Here's what's counterintuitive about this approach:

More Tags = Less Overwhelm 

You'd think adding 5-10 tags per note would create chaos. But the opposite happened.

When I was trying to find the "perfect" 2-3 tags, every tag decision felt heavy. Critical. Wrong tags meant losing the note forever. That pressure created paralysis.

With 5-10 tags? Each individual tag matters less. The pressure drops. I tag and move on. The act of tagging becomes effortless because no single tag has to be perfect.

Consider tags as breadcrumbs. Leave enough to find your way

Tag Redundancy Is Good 

Traditional advice says eliminate redundant tags. Don't use both #writing and #content-creation, pick one!

But redundancy creates resilience.

When I'm searching for notes about writing, I don't remember if I used #writing or #content-creation or #content or #creating. But if I tagged liberally with whatever came to mind, at least one of those tags will be there. Multiple tags create multiple paths to the same note.

Each tag and link you add to a note adds a path to resurface that note later on

Tags Emerge, They Don't Get Designed 

I don't plan my tag taxonomy anymore. I just tag based on gut feeling. Habits emerge naturally.

After tagging notes for a few months, I notice I keep using certain tags. Those become my "common tags". The ones that proved useful through actual use, not theoretical planning. Meanwhile, tags I rarely use just fade away. The system self-regulates.

This is knowledge management as emergence rather than planning. And emergence scales where rigid plans fail.

Tags Are for Future-You 

Current-me doesn't need tags. I just wrote the note. I know what's in it.

Tags are for future-me, six months from now, trying to find that brilliant insight about creativity I captured from some book I can't quite remember.

I'm not tagging to organize files. I'm tagging to create breadcrumbs for future discovery. I'm leaving multiple paths for future-me to stumble upon this note when they need it.

How It Works in Practice 

Let me show you how this plays out in actual creation workflows.

Research Aggregation Across Note Types 

I'm writing an article about content creation systems. I need to gather all my relevant notes. But those notes are scattered across different types:

• Book notes: #type/book AND #content-creation
• Meeting notes with clients: #type/meeting AND #content-creation
• Personal insights: #type/permanent_note AND #content-creation
• Article drafts: #type/article AND #content-creation
• Random ideas: #type/fleeting_note AND #content-creation

Because I have both structured type tags AND liberal topic tags, I can:

1. Query all notes about content creation: #content-creation
2. Filter by specific type when needed: #type/book AND #content-creation
3. Exclude types I don't want: #content-creation AND -#type/fleeting_note

The type tags give me precision. The topic tags give me coverage.

Repurposing Content Discovery 

I'm repurposing old articles into a newsletter. Which articles should I combine?

I search for topics I'm interested in: #productivity #systems #creativity

Because I tagged liberally, notes that share multiple tags surface together. These unexpected combinations often reveal connections I didn't plan for. Perfect for content repurposing.

The liberal tagging created serendipity I couldn't have designed.

Content Pipeline Management 

When I'm ready to write, I can filter my knowledge base by:

• Type: "Show me all permanent notes" (#type/permanent_note)
• Topic: "About productivity" (#productivity)
• Maturity: "That I haven't published yet" (-#published)

The combination of structured and free-form tags enables sophisticated filtering without requiring perfect planning upfront.

Addressing the Objections 

Let me tackle the concerns you might have.

"Won't I end up with hundreds of useless tags?" 

Yes, you will. And that's fine.

Here's why: tag chaos is better than tag scarcity.

If you have too many tags, you can clean them up during periodic reviews. There are various tools you can use (including AI of course) to clean things up, merge similar tags, rename inconsistent ones, delete unused ones, ...

But if you DON'T tag something because you're waiting for the perfect tag? That note is basically lost forever.

Plus, the "chaos" self-regulates. Unused tags naturally fade into obscurity. Useful tags surface through actual use. Your tag cloud becomes a map of what actually matters to you, not what you thought would matter.

"Won't search results be overwhelming with so many tags?" 

Not when you combine tags.

A single tag might return hundreds of notes. But #creativity AND #systems AND #writing? That narrows down fast.

The abundance of tags is actually what makes precise search possible. With 2-3 tags per note, you have limited query options. With 5-10 tags, you can slice and dice your knowledge in dozens of ways.

"How do I know which tags to use without a plan?" 

Let gut feeling drive your choices.

When you're writing or updating a note, what words describe it? What topics does it relate to? What would you search for to find this note later? Just add those as tags.

Don't overthink it. Don't optimize. Just tag and move on.

After a few months, you'll notice habits emerging. Certain tags will appear over and over. Those are your actual taxonomy, revealed through use rather than designed upfront.

"What about tag consistency?" 

It's a real issue. You'll end up with #pkm, #knowledge-management, #KM, #personal-knowledge-management, etc.

But that can be fixed later.

During periodic reviews (e.g., monthly, quarterly), spend 10-15 minutes to clean things up. It doesn't have to take a lot of time, and it can go a long way in keeping your system maintainable. I personally do this every few months.

This maintenance approach works better than trying to enforce perfect consistency upfront. Because upfront, you don't know which tags will actually be useful. Let usage reveal that, then standardize the winners.

What Changed for Me 

Before this system, tagging felt like homework. A chore I had to do "right" or the whole system would fall apart. Now? I don't think about tags. They happen automatically while I write. My fingers type # and my brain suggests tags without conscious effort. The muscle memory is there.

I stopped treating my knowledge system like a library and started treating it like a garden.

Libraries need perfect categorization. Gardens need good soil and then... they grow. Some paths emerge from use. Some plants spread unexpectedly. Some connections you never planned become the most valuable.

Your PKM system is a garden. Daily notes are the seeds, atomic notes are the plants, and your knowledge base is the flourishing ecosystem. Nurture it daily

My tag system is messy. It has redundancies. It has inconsistencies I haven't fixed yet. And it works better than any "perfect" system I tried to design.

Because it's alive. It evolves with my actual needs rather than serving some theoretical ideal.

For Creators: Why This Matters 

As creators, our knowledge isn't just something to organize. It's our competitive advantage.

When you can quickly aggregate all your notes on a topic across different sources (e.g., books, articles, conversations, ideas), you can create content faster without sacrificing depth.

When you can discover unexpected connections through tag combinations, you can repurpose and remix content in ways that feel fresh rather than repetitive.

When you're not paralyzed by tag decisions, you can focus on what actually matters: capturing insights and creating value.

The tag system I've described isn't just about finding notes. It's about building a content creation engine that scales with you.

Going Further 

Want to dive deeper into building sustainable knowledge systems for creators?

Just getting started with Knowledge Management?

My Knowledge Management for Beginners course covers everything from first principles, including detailed guidance on tags, metadata, and building systems that grow with you. You'll learn:

• The different types of tags and when to use each
• How to build tag systems that scale from 100 to 10,000+ notes
• Practical workflows for tagging during capture, creation, and review
• How to leverage tags for content creation and knowledge work
• Real examples from my own 10,000+ note vault
• And so much more!

Knowledge Management for Beginners

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

Knowledge Management for Beginners

Ready to understand how to transform your workflow using Obsidian?

Check out the Obsidian Starter Kit. It's a complete system for organizing your notes, including ready-to-use templates, comprehensive automation, and battle-tested best practices for tagging that actually work at scale. The Kit includes:

• Solid systems that scale
• Dozens of pre-defined note types and corresponding templates
• Pre-configured tag structures for type and topic tags
• Templates that apply tags automatically
• Automated note filing based on type tags
• Complete documentation for every aspect
• And a ton more!

Want to connect with other creators building knowledge systems?

Join the Knowii Community where creators share their systems, workflows, and discoveries about knowledge management. It's a space to learn from others, get feedback on your approach, and stay motivated on your PKM journey.

And don't forget to subscribe to my newsletter for weekly insights on knowledge management, productivity, AI, and intentional living.

Knowii Knowledge System: Tools + Courses + Community

Transform Information Overload Into Clarity with a Complete Knowledge SystemAccess an All-in-One Solution: Community + Premium Courses + Professional ToolsInformation chaos is silently sabotaging your productivity, creativity, and peace of mind. You’re drowning in scattered notes, forgotten insights, and constant context switching, watching valuable ideas slip through the cracks daily.What if you could transform that chaos into your greatest advantage with a proven, ready-to-implement system?Knowii delivers everything you need in one integrated package: A supportive community of fellow knowledge masters Premium courses sharing hard earned wisdom, worth hundreds of dollars Professional knowledge tools and templates Implementation guidance and direct support This isn’t just a community. It’s a complete knowledge system.Join today, and get access to $150-$500 worth of bonuses, depending on the tier you subscribe to! 🤯Who is this for?The Knowii community brings together leaders, knowledge workers, content creators, and lifelong learners committed to breaking free from information overload to achieve both professional excellence and intentional living.The Knowii community is made up of real people facing everyday knowledge challenges: Knowledge workers trying to keep up with the evolution and real-world impact of AI Overwhelmed Professionals - People drowning in tabs, emails, and Slack messages who want to regain control of their information Career Builders - Individuals actively documenting their expertise to advance professionally and make better workplace decisions Career Changers - People learning new fields who need to organize and connect information across different domains Team Leaders & Managers - People juggling multiple responsibilities who need to track information and priorities, but also share knowledge across teams who struggle with documentation and information silos Executives & Decision-Makers - Professionals who need to quickly synthesize complex information from multiple sources to make confident, timely decisions under pressure Founders & Entrepreneurs - Business owners and startup creators juggling investor decks, customer feedback, market research, and product plans who need systems to keep it all organized and actionable Consultants and freelancers juggling multiple client projects who need to quickly recall specific details without digging through old emails Researchers & Students - People who highlight books, take course notes, and need to turn that raw material into lasting knowledge Subject matter experts who struggle to organize years of accumulated knowledge in a way they can actually share with others Content Creators - Bloggers, newsletter writers, and course builders who need reliable systems to produce consistent, quality content, without burning out Growth-Oriented Minds - People committed to continuous improvement and development Knowledge Seekers - From curious beginners to seasoned experts committed to lifelong learning Systematic Thinkers - People who value structured approaches to organizing information and ideas Intentional Professionals - Leaders, knowledge workers, and creators building purposeful systems Clarity Enthusiasts - Those seeking to break free from information overload and mental clutter Balance Seekers - Individuals balancing personal and professional lives who need efficient systems that don’t consume all their time Note-Takers & Organizers - From beginners with messy desktop folders to Obsidian power users with thousands of linked notes Tool Explorers - Folks who’ve tried Notion, Roam, Obsidian, and more, seeking practical advice on what actually works Practical Implementers - Those who transform theory into actionable systems and workflows Generous Contributors - Community members who share insights, resources, and experiences Anyone who’s ever thought “I know I saved that somewhere...” while frantically searching We’re not productivity gurus with perfect systems. We’re regular people who care about taming information overload, building solid systems and sharing what works.Why Knowii Exists 41% of knowledge workers feel overwhelmed by information daily The average professional experiences 23 context switches each day 60% of valuable ideas are lost due to poor knowledge management Most people spend more time searching for information than actually using it You can learn more about Knowii here: https://www.dsebastien.net/communityChoose Your Transformation PathExplorerYour entry point to breaking free from information chaos with access to foundational resources, general discussions, and a supportive community of fellow knowledge workers.You get: Access to general discussions Knowledge Management guidance and tutorials Curated content Limited resource library access Introductory templates Community help for common problems Free bonuses A Knowledge base of over 1700 valuable concepts, frameworks, mental models, techniques, etc Knowledge Management System Checklist Database of Knowledge Management tools It’s enough to start fixing your information overload without a big commitment.Knowledge Builder: Integrated Knowledge System FoundationFor those ready to build reliable knowledge systems that stickEverything from Explorer, plus: Premium Community Resources: Access to live events and video recordings (i.e., masterclasses, workshops, Q&As, knowledge-sharing sessions, live streams, etc), templates, workflows, guides, private community spaces, etc Tools & Courses Package: Immediate access to the Obsidian Starter Kit and Obsidian Starter Course, a comprehensive foundation for your knowledge system Direct Access to Experts: Access to multiple Knowledge experts Monthly Community Challenges: Structured activities to build your knowledge management skills Access to DeveloPassion’s Newsletter Archives (~200+ editions) Early Access: Be first to try new community features and content Total Value: $150+ in premium tools & courses included with your membership!Perfect for: Professionals serious about developing systematic knowledge management practices to transform their work and lifeKnowledge Master: The Ultimate Knowledge SystemFor those committed to complete knowledge transformation with our most comprehensive package.All-inclusive access for maximum results with minimum friction.EVERYTHING in Knowledge Builder, PLUS: FULL Community Access: Exclusive events (e.g., AMAs, group coaching sessions, mastermind sessions, etc) and community spaces Complete Course Library: Knowledge Management for Beginners, Obsidian Starter Course, and all future courses ALL Knowledge Tools: Knowledge Worker Kit, Obsidian Starter Kit, Personal Knowledge Management Library, AI Ghostwriter Guide, and all future tools Implementation Support: Direct guidance and quarterly check-ins to ensure your system succeeds Experimental Content: Early access to cutting-edge PKM methods and integrations And more to come! Total value of the included bonuses: ~$500.These aren’t separate products. They’re components of one cohesive system designed to work together seamlessly. The courses teach you the frameworks, the tools provide the implementation, and the community supports your ongoing mastery.Perfect for: Serious professionals and content creators who want complete transformation of their knowledge workflows and maximum clarity in work and lifeYour Complete System Journey: How Everything Works Together1. Break Free From Information ChaosDiscover proven systems to capture, organize, and leverage what truly matters, eliminating mental clutter.2. Build Your Knowledge Command CenterCreate your personal knowledge ecosystem with the right tools and workflows that evolve with your needs.3. Transform Information Into InsightsMaster techniques to connect ideas, generate insights, and unlock creativity that would otherwise remain hidden.4. Apply Systems to Real-World ChallengesImplement your knowledge framework to professional scenarios, making better decisions and advancing your career.5. Achieve Zen ProductivityIntegrate knowledge management into a holistic approach prioritizing clarity, focus, and mental wellbeing.6. Create Content With ConfidenceBuild reliable systems to transform your knowledge into valuable content consistently and efficiently.Before Knowii... “I had 2,000+ bookmarks across 3 browsers and couldn’t find anything” “My notes were scattered across Evernote, Apple Notes, and dozens of paper notebooks” “I’d read great books but couldn’t remember or apply their key insights” After implementing the complete Knowii system: “I now have one central knowledge hub where everything is connected and accessible” “The Obsidian Starter Kit gave me a ready-made structure that I could actually use on day one” “The courses taught me how to implement the system, while the community helped me troubleshoot” Past events & recordingsYou can find the list of past events (i.e., masterclasses, workshops, Q&As, knowledge-sharing sessions, live streams, etc) over here: Knowii Community Events.Knowledge Builders and Knowledge Masters have access access to the video recordings 🤩.Created by Sébastien DuboisKnowii is led by Sébastien Dubois, Knowledge Management expert, coach and author dedicated to helping professionals break free from information overload. With years of experience building systems that turn overwhelming information into clear insights and confident decisions, Sébastien has helped hundreds transform their relationship with knowledge.Testimonials”You’ve given me a lot of inspiration in how to actually do that as well simply through everything that you’ve built! Happy that I found your work and came across this community - such a gold mine 🙏” — SofiaFrequently Asked Questions (FAQ)How is Knowii different from other online communities?Knowii isn’t just a discussion forum—it’s a structured transformation system. Each space is designed to build on the others, creating a comprehensive journey from information chaos to intentional clarity.I’m already overwhelmed. Will joining another platform help or just add more noise?Great question! Unlike most platforms that add to your digital noise, Knowii is specifically designed to reduce overwhelm by giving you systems to organize all your existing information sources. Sébastien has helped hundreds feel less overwhelmed through Knowledge Management coaching, systems and guides.Can I change tiers or cancel if needed?Absolutely. You can upgrade, downgrade, or cancel at any time. For annual plans, you’ll maintain access until the end of your billing period.What if I’m not sure which tier is right for me?Start with the Explorer tier or the Knowledge Builder tier. You can always upgrade if you find value in the community.Do I really get immediate access to all the courses and tools mentioned?Yes! Unlike most communities that charge separately for courses and tools, your Knowii membership (especially Knowledge Master tier) includes immediate access to everything listed. No additional purchases required.How do the courses and tools integrate with the community?The entire system is designed to work together. You’ll learn concepts in the courses, implement them using the tools and templates, and get support and inspiration from the community—creating a complete knowledge transformation pipeline.If I’m already using Obsidian (or another tool), will these resources still help me?Absolutely! The courses and tools are designed to enhance whatever system you’re currently using. Whether you’re just starting or already have thousands of notes, the Knowii system will help you organize and leverage them more effectively.Ready to Transform Mental Chaos Into Clarity?The difference between feeling overwhelmed and feeling in control isn’t about having less information—it’s about having a proven, integrated system.Knowii doesn’t just talk about better systems—it gives you the entire package: The community that supports you The courses that teach you The tools that implement it All in one comprehensive, ready-to-use solution.

Gumroad

Conclusion 

The tag system that finally worked for me isn't elegant. It's not perfectly designed. It's not what the experts recommend.

But it works. And that's what matters.

Here's what I learned:

• Structure where it matters (type tags), freedom where it helps (topic tags)
• More is better than perfect when it comes to discovery
• Emergence beats planning for knowledge work
• Your system should serve you, not some theoretical ideal
• It's okay to be messy

If you're struggling with tags right now, here's my advice: start with type tags, then tag liberally for everything else.

Don't plan your taxonomy. Don't optimize. Don't agonize. Just add the tags that feel right and move on.

Your future self will thank you. Not because the tags are perfect, but because they're there.

Now I want to hear from you: What's your biggest tag struggle? Or if you've had a tag system breakthrough, what finally clicked for you? Share your story in the comments or reach out on X or through the Knowii Community. I read every response and love learning from your experiences.

That's it for today! ✨

About Sébastien

I'm Sébastien Dubois, and I'm on a mission to help knowledge workers escape information overload. After 20+ years in IT and seeing too many brilliant minds drowning in digital chaos, I've decided to help people build systems that actually work. Through the Knowii Community, my courses, products & services and my Website, I share practical and battle-tested systems. You can follow me on X 🐦 and on BlueSky 🦋.

I am an author, founder, and coach. I write books and articles about Knowledge Work, Personal Knowledge Management, Note-taking, Lifelong Learning, Personal Organization, and Zen Productivity. I also craft lovely digital products.

If you want to follow my work, then become a member and join our community.

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