A Behind-the-Scenes Look at My Notion Knowledge Hub: How I Organized My Learning Life Without Losing My Mind

Let me guess: you've got 27 tabs open right now, a podcast playing in the background, three half-finished courses sitting in your inbox, and an ever-growing collection of screenshots you'll "definitely review later." ​

I see you because I WAS you.

For years, my learning system looked like digital duct tape and a prayer. Highlights in Kindle, random bookmarks, Notes app reminders, and an alarming number of "I'll get to this later" saved posts.

But after one too many moments of "wait, where was that AMAZING quote I need for my client call in 5 minutes?!" I decided: enough with the scattered knowledge chaos.

Today, I'm giving you a full behind-the-scenes tour of my Notion Knowledge Hub – the system I've been using for 6-9 months to actually REMEMBER and USE all the shit I learn instead of just consuming and forgetting it.

Why Your Current "Learning System" is Failing You

Before we dive into my setup, let's be honest about why most people's content consumption is a total mess:

You're drowning in information but starving for implementation

You keep saving things but never actually return to review them

You're consuming content like it's Netflix rather than medicine for your business

You have zero systems for actually USING what you learn

Sound familiar? Yeah, I thought so.

This isn't about making a "perfect" second brain or getting obsessive about organizing every little thing. It's about creating a tool that actually helps you remember, apply, and revisit the things that matter.

My No-BS Knowledge Hub Walkthrough

Alright, let's get into the good stuff. My Notion Knowledge Hub is designed to be SIMPLE, FLEXIBLE, and something I actually USE (because what's the point of a pretty system you abandon after a week?).

1. Active Reading, Listening & Courses

Let's be clear: if you're not actively engaging with content, you might as well be scrolling TikTok. My system forces me to actually DO something with what I consume:

Books: I keep track of my highlights and takeaways in dedicated notes

Podcasts: Instead of passive listening, I take quick bullet-point notes of the 2-3 most valuable insights

Articles: I summarize key points and how they relate to MY work and clients

Courses: I track progress and document key lessons in one place

The game-changer here isn't the tracking itself; it's that I'm actually PROCESSING what I'm learning rather than just consuming it.

2. The "To-Review" List (That I Actually Review)

You know that list of things you save with good intentions but never look at again? Yeah, that system doesn't work.

I keep a curated "To Review" list that I actually check weekly. If something sits there more than 2-3 weeks without me making time for it, I've learned to be honest with myself and just delete it. It clearly wasn't important enough.

This keeps me from the "digital hoarding" trap where you save everything but use nothing.

3. Library Inbox (My Capture System)

If there's one thing that's absolutely revolutionized my content system, it's having a SIMPLE CAPTURE METHOD.

I use the Save to Notion extension to instantly capture articles, resources, or ideas I stumble across. They land in my "Library Inbox" database where I can:

Quickly triage what's worth keeping

Add basic details like content type, topic, and whether it needs deeper review

Move it to my main library or discard it

The key is ZERO FRICTION between finding something valuable and saving it somewhere I'll actually see it again.

Fun fact: I ruthlessly delete about 30% of what I initially save after a second look. Not everything that catches your attention deserves permanent real estate in your system.

4. Why I Ditched Readwise Imports

Controversial take: I tried the auto-import tools for highlights and notes, and they weren't it for me.

Why? Because they made it TOO EASY to just collect highlights without actually processing the information. I'd end up with hundreds of disconnected quotes but no real understanding.

Now I manually add my most important notes and takeaways. Yes, it's more work. But that's actually the point – the act of deciding what's worth recording and manually typing it out helps me integrate the knowledge better.

5. One Database to Rule Them All

Instead of separate databases for books, podcasts, courses, etc., I keep EVERYTHING in ONE library database. Here's why:

It's easier to search across all content types at once

I can see connections between ideas from different mediums

It's simpler to maintain (and I'm all about systems that don't suck)

I use views, filters, and tags to sort by content type when needed, but keeping everything in one place has been a game-changer for actually USING what I learn.

6. What I Track (And What I Don't)

I'm big on tracking what actually matters and skipping the fluff. For each item in my library, I track:

Content Type: Book, podcast, article, course, etc.

Main Topic: What area of my work/life does this relate to?

Progress: Where am I in consuming this (Not Started, In Progress, Complete, Reference)

Key Takeaways: The 2-3 most important insights I can actually USE

Action Items: Specific ways to implement what I've learned

What I DON'T track? Fancy rating systems, elaborate tagging schemes, or other organizational porn that looks pretty but doesn't drive action.

7. Example: How I Process a Podcast

Here's a quick look at my workflow for podcasts:

Listen actively (usually while walking) and use voice notes to capture immediate thoughts

Transfer the 2-3 most valuable insights to my Knowledge Hub

Add specific action items or implementation ideas for my business or clients

Set a review date if this is something I want to revisit

The difference between this and mindless podcast consumption? I'm focusing on EXTRACTION and APPLICATION, not just entertainment.

Why This System Actually Works (When Others Failed)

Look, I've tried a LOT of knowledge management systems over the years. This one sticks because:

It's simple enough that I actually use it - No complicated workflows or 50 different databases

It focuses on application, not just collection - Every entry has an "action items" section

It works with my brain, not against it - Easy capture, flexible organization

It's connected to my actual work - I can pull from it for client sessions, content creation, and my own business

The goal isn't a perfect system; it's a FUNCTIONAL one that helps you actually use what you learn.

What I'd Do Differently If I Started Over

Because transparency is my jam, here are a few things I'd change if I built this system from scratch today:

Start with even LESS structure and add only what I need

Create tighter connections to my content creation workflow

Build in better monthly review prompts to revisit key insights

Add a "worth sharing" flag for content I want to reference in newsletters or social

Remember: the perfect system is the one you'll actually stick with. Mine isn't fancy, but it works for ME.

Ready to Create Your Own Burnout-Proof Knowledge Hub?

If you're tired of learning things only to forget them a week later, it might be time to build your own Knowledge Hub that actually works for your brain.

The good news? You don't need a complicated system. You just need:

A simple capture method (browser extension, app, whatever works for YOU)

One central place to store everything (Notion works great, but use what you'll stick with)

A focus on application, not just collection

Regular review times built into your workflow

The point isn't to build a perfect second brain – it's to create a system that helps you actually USE what you learn instead of just collecting digital dust.

Stop Drowning in Content and Start Actually Using What You Learn

Here's my challenge to you: take ONE piece of content you've consumed recently and write down:

The 1-2 most valuable insights

How you could apply them to your work or life

When you'll implement them (put it on your calendar!)

That small exercise is worth more than saving 100 articles you'll never read again.

Want to take your systems to the next level so you can stop feeling overwhelmed? My Systems School is designed for high-achievers who want to create burnout-proof systems that actually work with your brain, not against it.

Drop a comment: What's the #1 type of content you're struggling to organize in your digital life? Books? Podcasts? Courses? Let me know and I'll share some specific tweaks for YOUR situation.

If this was helpful, subscribe and hit the bell so you don't miss my upcoming videos on Notion, systems, and burnout-proof productivity.

Remember – it's not about having a perfect system. It's about having a system that actually helps you think better, work smarter, and keep your sanity intact. You don't need digital overwhelm on top of everything else you're juggling.