# PKM System Handbook Template This document is a detailed description of a full-blown [[Personal Knowledge Management System (PKMS)]]. This serves both as a reference and as a tool that can be used when considering changes and improvements. I've developed this as bonus material for my [[Knowledge Management for Beginners]] course. Last updated on: YYYY-mm-dd ## Tools, platforms & hardware This section lists all the tools, platforms and hardware you use for your PKM system, including their costs, and the rationale behind the choices. The summary contains everything, while individual sections focus on different aspects and phases of the [[Personal Knowledge Management Process]]. ### Summary - Tool 1: Cost - ... ### Tool for Thought - Tool - Rationale - ... ### PKM Process - Explore - Tool 1 - Rationale - ... - ... ### PKM Process - Curate #### Articles, videos and links in general - Tool 1 - Rationale - ... - ... #### Books - Tool 1 - Rationale - ... - ... #### Podcasts & audiobooks - Tool 1 - Rationale - ... - ... ### PKM Process - Consume #### Articles, videos and links in general - Tool 1 - Rationale - ... - ... #### Books - Tool 1 - Rationale - ... - ... #### Podcasts & audiobooks - Tool 1 - Rationale - ... - ... ### PKM Process - Capture #### Notes, book notes and ideas - Tool 1 - Rationale - ... - ... #### Highlights - Tool 1 - Rationale - ... - ... #### On the go - Tool 1 - Rationale - ... - ... #### Podcasts & audiobooks - Tool 1 - Rationale - ... - ... #### Documents & images - Tool 1 - Rationale - ... - ... ### PKM Process - Distill - Tool 1 - Rationale - ... - ... ### PKM Process - Organize - Tool 1 - Rationale - ... - ... ### PKM Process - Connect - Tool 1 - Rationale - ... - ... ### PKM Process - Develop - Tool 1 - Rationale - ... - ... ### PKM Process - Create - Tool 1 - Rationale - ... - ... ### PKM Process - Share - Tool 1 - Rationale - ... - ... ### Backups - Tool 1 - Rationale - ... - ... ### Synchronization - Tool 1 - Rationale - ... - ... ### Automation - Tool 1 - Rationale - ... - ... ### AI - Tool 1 - Rationale - ... - ... ## Principles This section lists the core principles of your system. Those provide overarching "rules" that guide your design, implementation and evolutionary choices. ## Content types This section lists all the types of content that exist at some point or another in your PKM system. Some transform over time or simply disappear, while others remain. These also include content types that exist outside of your [[Tools for Thought (TfTs)|Tool for Thought (TfT)]]. Examples: - Notes - Sub-type 1 - ... - Periodic notes (daily, weekly, monthly, quarterly, yearly) - Project files, notes, plans, and tasks - Resources (e.g., documents, images, ...) - Tasks - etc Check out my example for more concrete examples: [[My PKM System Handbook]]. ## Special notes This section lists all the special notes in your system (typically in your Tool for Thought). Those may be meta notes, personal notes, utility notes, etc. ## Conventions This section lists all specific conventions for the system and its different parts. At a minimum, those should clearly state naming conventions for each content type. ## Folder structures This section describes the core (i.e., reusable) and tool/platform specific folder structures used in the system. At a minimum, I recommend having a "core" structure you use everywhere, and an extension of that for your Tool for Thought. ## Tags This section should list the main tags and sub-tags you use in your system. The goal is to standardize your approach and conventions ## Metadata This section should list the metadata you use in specific note types in your system. Each note is specific, but generally speaking, specific note types benefit from having specific metadata. ## Templates This section should at a bare minimum list the templates that you use and the content types they map to. ### Template name 1 - Used for: "Content type or specific purpose" Structure: - ... ... ## Data and information flows This section describes how information flows through all the parts your system (tools, platforms, hardware, etc), considering that your Tool for Thought is the final destination. You should not only consider the tools, about also all your different content types and special notes. You can use visualizations to better "see" the flows and their flaws. ## Workflows This section should list the main workflows you rely on. ### Workflow name - Importance: (Low/Medium/High) - Frequency: ... ## Habits and routines This section should summarize the key habits and routines associated with your PKM system. Note that most should be realized/implemented by your workflows. ## Automation This section describes the automation you've put in place and rely on in your system. ## Synchronization If you synchronize data in your system (e.g., notes in your Tool for Thought to different devices), you should use this section to describe the how. ## Maintenance This section should describe the different ways in which you maintain your system. You can include: - A system health checklist - How to keep track of friction points in your system - Things you should automate - Problems - ... In addition, also consider, define and list the key reminders you rely on (if any). ## Backups This section should describe the way(s) in which you backup the important pieces of your system. It should list the tools you use, the way you automate backups, etc. ## Related - Example: [[My PKM System Handbook]] - [[Personal Knowledge Management System (PKMS)]] - [[Personal Knowledge Management Process]]