Personal Information Silos are deadly for productivity, cognitive load and prevent us from connecting ideas. Image generated using DALL-E
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...
Image generated using DALL-E
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.
Information silos are like separate brains. Isn't that sad?! Image generated using DALL-E
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.
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.
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:
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.
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.
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.
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.
Reducing the number of information silos and applying Knowledge Management ideas, you can create Knowledge with compounding value. Image generated using DALL-E
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.
To embark on your Knowledge Management journey, consider investing in resources that will equip you with the tools and strategies you need. Check out the Obsidian Starter Kit and the accompanying video course. It will give you a rock-solid starting point for your note-taking and Knowledge Management efforts.
If you want to take a more holistic approach, then the Knowledge Worker Kit is for you. It covers PKM, but expands into productivity, personal organization, project/task management, and more:
Steph Ango
Sebastien Dubois
