Notetaking – Your brain is lazy

My favorite writer who focuses on classroom learning is Daniel Willingham. He has a way of explaining and applying research that is both approachable and actionable. My interests and vocational focus overlap with the topics of his books allowing me to be appreciative of his insights and his creative way of communicating the mindset of educators and writers and the behaviors of both highly motivated and more casual students. 

Willngham’s most recent book, Outsmart Your Brain, considers notetaking multiple times as he examines several learning challenges (the large lecture, lengthy textbook assignments, labs and other hands-on activities). Taking notes in formal educational settings can differ in important ways from the writing I do about autonomous lifelong learners involved in what is often described as Personal Knowledge Management or Building a Second Brain, but he speculates about important cognitive processes rather than just offering “here is what you should do” tactics. I assume that processes generalize and with so little research focused on learning outside of formal educational settings, the commentary I offer is largely based on using what classroom-focused researchers find that would seem to apply to learning on your own. 

The meaning of Willingham’s title, “Outsmart Your Brain”, is that what seems to be an easy to accomplish tactic is often the wrong choice. He differentiates the notetaking choices made when listening to lectures and reading. In contrast to many, it should be noted that Willingham supports the lecture as an important educational strategy. It is efficient as a way to communicate information, and face-to-face efficiency seems to offer better effectiveness than recorded and distributed content. The major challenge with lectures is that we tend to speak much more rapidly than individuals can write and in a large group setting feedback to a presenter is difficult to generate and would varies greatly from listener to listener. The related issue on the part of listeners is that many are unable to sort out what should be retained in notes. Often what is written is what is understood which is understandable, but an example of doing the easier thing. He notes that collaboration or instructor-provided notes offer a solution, but proposes that these resources should be used in addition to taking notes which is a generative cognitive and thus beneficial process.

Willingham supports the researchers arguing that taking notes with pen on paper to be superior to taking notes using a digital device and as proposed in the “desirable difficulty” hypothesis proposes that the insight that more can be recorded on a keyboard provides a false sense of accomplishment. This is another example of the brain making the wrong decision. I disagree on this point and argue that Willingham ignores the opportunity a digital device can provide a written record and link audio to notes in ways that allow missed information to be re-examined. A link references the corresponding location in the audio when a note was taken. Willingham does recognize and discuss recording lectures, but discusses this opportunity as inefficient unaware I assume that the connections some apps store between notes and audio (or video) allow learners great control of how the audio is used. 

Willingham discusses note-taking as a useful addition to reading recognizing that with reading the learner does not have to deal with the lack of control present when listening. The flawed option he calls out is highlighting which again offers the learner a false sense of accomplishment. He cites an interesting study in which multiple used textbooks from the same class were examined and the finding that the text selected as important varied greatly. I could not help thinking of the “most common highlighted” option available with Kindle books. 

A common issue with both lectures and books is that both tend to be hierarchical, but are experienced as sequential experiences. I interpret this problem to be one that understanding is the construction of a model of how things are interrelated. Lectures and writers tend to have this model and organize what they offer accordingly, but the experience of the learner is sequential and building a hierarchical model in real time is often too demanding. Imagine an outline that is used to develop a lecture or written product and in which the product shared moves through each part of the outline from higher to lower elements as a sequence and you can imagine the issue of reconstructing the outline. Learners can rework the content they have stored in search of this structure and presents can help by offering an overview and referring back to this overview as the presentation unfolds. Willingham speculates that learners possibly read textbooks based on their experience with fiction.

Willingham proposes two additional strategies making use of notes often ignored by students. The first is the sharing and discussion of notes within small groups. Again, this is not to replace the task of taking notes, but a way to identify ideas that have been missed or misunderstood. The second is a cross-examination of notes taken from lectures and from assigned readings. Too many seem to assume that the elimination of one source is a possible opportunity, but he argues that cross-referencing sources like cross-referencing with peers allows for additional active processing.

Summary

This was intended as more than a book review, but it is a recommendation that both educators and learners read this book. Many reviewers have noted that it should be assigned reading for new college students faced with the challenge of taking more responsibility for their own learning. The notion that the brain leads us to do things in the moment that are not necessarily the best for the future is important to recognize and the assumption that taking notes or reading a book could benefit from the consideration of nonobvious strategies deserves careful consideration. When are important study skills taught and which educators are responsible for helping learners develop these skills? 

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Take digital notes for best lecture performance

I know that many argue the research demonstrates handwriting is superior to keyboarding when it comes to taking lecture notes. I have always taken the opposite position based on my personal experience. Here is a new take in support of my personal perspective.

Danial Willingham is one of the best cognitive researchers translating research findings for educators and the general public. He has a new 2023 book (Outsmart Your Brain) that offers very interesting analyses of learning challenges and solutions. Note-taking is one of the topics he addresses at length. What he has to say about the challenges of taking notes allows me to state my case. The topic also helps explain the book’s title.

Willingham cites research indicating that people speak six times faster than most can take notes. This reality in combination with the multiple cognitive processing tasks involved in taking notes places a learner in a difficult situation. By multiple processes, Willingham indicates that when taking notes, you must switch back and forth between what the lecturer is saying and showing and your notes. You must evaluate what you are hearing and seeing and decide what you should record. You must both attempt to understand what is being said and make the effort to record what you can. There are probably more skills, but this should be enough. The point is that there is not enough attention to go around and each student must make choices. Translating/paraphrasing is ideal, but when we are pressured our brain drifts toward writing as much as possible and that is easiest to do by writing exactly what was presented. It is as if the learner decides perhaps he or she can figure things out later. 

Some who have supported taking notes by hand suggest that despite the reality that handwriting can record less than heyboarding to start with, this is actually a good thing because it requires learners to focus on the important content. This is sometimes described as desirable difficulty. The term sounds cool and it would fit with Willingham’s notion that our brain leads us to take the easy way rather than the most productive way. So the argument is when pressured those taking notes by hand take the more difficult path and as a consequence come out understanding more.

Just to be accurate. Willingham suggests students should take handwritten notes and refers to the existing research. Willingham is especially concerned that students can’t resist the temptation to open a second window and explore unrelated online content. The following explains why I disagree. Should you make things more difficult and make use of a notebook and pen? 

Apps that record audio and synch with your notes

My personal experience has led me to read, annotate, and take presentation notes digitally. I have suggested doing this because it fits a long-term view of writing based on what I read and watch. My insight involved finding an efficient way to isolate useful information from many books and research articles for storage, organization, and retrieval months or years later. This is not the situation Willingham was describing.

For students, some digital note-taking tools are better suited to dealing with the multiple processing demands Willingham identifies than the traditional paper and pen. Willingham suggests students should decide before a lecture whether they want to understand more or write more. The tools I recommend allow the same decision but are far more forgiving when it comes to the consequences of this decision. The apps I have in mind simultaneously record audio while the user takes notes from a keyboard and with some tools a stylus. The notes and drawings are linked through time stamps to the audio. This connection and the related storage capabilities free the student from having to get as much down as possible. The audio provides a backup for information that is missed or is confusing at the pace of the presentation. It is not a necessity that the learning get as much as possible down on paper or screen in real-time. If the student wants to paraphrase, the audio is a backup. If the presentation results in so little understanding that nothing meaningful can be entered to be studied, just enter some ???? as a note and listen to the audio later when you have time to think.

What I am describing are not some recent innovations and I have never understood why students would take notes on a laptop or tablet and not use this type of software. BTW – I understand several of these apps now can generate transcription, but I am not proposing that transcription be used as a substitute for taking your own notes. The logic here is the same as taking notes even if the instructor provides access to notes or copies of any slides used in presentations. The process of generating your own representation of a presentation is helpful.

The following are some options I have used (other software with similar capabilities may exist). The tool you choose could depend on whether you want a free app or pro options such as online storage, whether you want to combine text and drawings in your notes, and whether additional features are useful to you for tasks other than taking class notes. 

Soundnote

Audionote 

Notability

The following image is the interface for Soundnote.

The following video offers a description of using Soundnote.

Source

Willingham, D. T. (2023). Outsmart your brain: Why learning is hard and how you can make it easy. Simon and Schuster.

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The screen time issue – nudges or blocks?

What can be done to reduce the time spent on our devices has become a very public question. The issue has resulted in K12 schools being legislated in many areas to prevent students from bringing their phones to class and concerns are common that the rest of us should also cut back. I have written previously about the issue when present in young phone users and whether heavy use should be characterized as a physical addiction or a bad habit

The present post originated from my continued reading on this topic and an article I read related to the bad habit perspective proposing that adolescent screen time could be reduced if adolescents became more aware of their screen time and begin to think of it in terms of time not spent on other activities they value. This article described a program called Project Reboot and the Clearspace app. The app allows a user to set specific limits and informs the user when limits are being exceeded. The notion of improving mindfulness and the exertion of personal control seemed related to the bad habit perspective. Is awareness enough or should use simply be prevented?

Research on apps that intervene

It seemed likely that researchers would have investigated digital strategies to address a problem that originates with digital devices and I located a meta-analysis of such strategies (Tahmillah and colleagues, 2023). I recommend anyone interested in this topic take a look at this article because it does a great job of categorizing apps and the approaches taken to impact screen time. Just the list of apps was informative (Clearspace was not included) if for no other reasons than many may be unaware that such interventions exist and because the costs vary greatly. Identifying the apps proven to have an impact on behavior in combination with the mechanisms employed by such apps was informative. Simply blocking the use of an app or taking phones away limits screen time, but technology in general and most apps specifically have both opportunities and limitations so most of us in the long run would be better off making decisions about when and for how long to use our apps. 

The classification system

Rahmillah and colleagues proposed the following categories:

  1. Block
  2. Self-tracking
  3. Goal advancement
  4. Reward/punishment

Categories were further differentiated by underlying processes. For example, goal advancement, the approach that most interested me, included among the processes the opportunity to set a goal and a goal warning that the limit was approaching. 

The idea of the meta-analysis was to identify the apps that had demonstrated success in reducing screen time and then consider the underlying processes used by the more successful apps. In reviewing the studies found to impact screen time, I discovered the built-in screen time capabilities of iOS were listed (example of iOS screentime study available online). Given the costs I had found associated with other apps, this seemed important to me as users might be reluctant to consider costly apps this seemed important. 

Description of iOS Screen Time Controls

iOS Screen Time offers capabilities that seem examples of the goal-setting and goal-warning processes of a Goal Advancement approach. The following describes how to set up an iOS device to provide these functions.

The following image shows important iOS settings for limiting use. These features are available from the System settings. The Screen Time button (left-hand panel) provides access to multiple settings in the right-hand panel. Goals can often be accomplished in multiple ways and I am describing just one sequence here.

From the following image, note the following. The settings you can implement can be protected by a password (red box near bottom of image). If you wanted to set controls on a child’s phone to prevent access or limit the time on an app, you might want to protect the setting with a password. For your own use, you might not want to use a password offering you a way to ignore the notice that you had reached the limit you had established. You can set limits in several ways – individually or by category. If you decide to set limits by category, you might want to exclude some apps from that category. Always allowed provides a way to do this. 

The approach I am taking here makes use of the See All Apps and Website Activity option (Green box). 

The Apps activity option shows time spent by app or by category. You can toggle between the two presentations by selecting the button shown in the smaller green box (this would take you to the app view from the category view). Toward the right end of a category, you should see the > symbol. Selecting this symbol will reveal the apps associated with that category. 

You can now select the category or individual apps to set limits. I have selected Instagram. 

I can then set the maximum time per day and customize the time during a week should I want to do something more complex such as extend the limit for the weekend. 

What happens when you exceed your goal? You will encounter the following Time Limit Screen. If you have a password set, you (or someone with the password) would have to enter the password to provide you more time. If no password has been set, you see the following options and can make an informed selection to continue.

Screenshot

Summary

Apps are available to help individuals manage their screen time and research indicates some apps do produce improvement. Of course, research studies do not claim every individual will respond in this manner. Some techniques allow individuals to set goals and inform the user when they have spent the maximum time they intended to spend. This approach is based on the assumption that the lack of awareness is a reason many exceed the amount of time individuals intend to spend and behavior will change when a method of improving awareness is provided. iOS has screen time controls built in that allow for goal setting and goal awareness to be provided. Because these functions come with the operating system on Apple devices a user does not have to spend money on additional capabilities. This post explains how to set goals in iOS. 

Reference

Rahmillah, F. I., Tariq, A., King, M., & Oviedo-Trespalacios, O. (2023). Evaluating the effectiveness of apps designed to reduce mobile phone use and prevent maladaptive mobile phone use: multimethod study. Journal of Medical Internet Research, 25, e42541.

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Weava

In the last few years, I have explored, used, and written about a large number of highlighting/annotation tools. At some point, one tool and service begins to seem very much like every other. Still, developers continue to create new, but similar products. I do not think most individuals need to explore each new product. I have settled on a small set of tools I use, but I continue to explore other tools mostly to make suggestions for others to consider.

I believe that most tools would work for most people, but small differences might allow some tools to match to varying degrees with different priorities. Among these priorities are the following activities:

  1. Creation of a personal resource collection – A user wants to accumulate ideas, concepts, strategies, or examples from what has been read or watched. The tool used may have built-in capabilities to accumulate this information or be designed to export the content the tool has excerpted to another tool better suited to long-term organization, manipulation, and retrieval. 
  2. Social annotation – A user may want a tool suited to the implementation of a collaborative reading and annotation process. Value is found in the identification of useful content that has not been read or the comparison of significant elements several individuals have identified in the same source.
  3. Scaffolded reading – An educator or expert adds elements to a document or video to assist learners or less knowledgeable individuals in processing a source of interest. In other posts, I have described this as layering in that an expert adds elements on top of topics of existing content (highlights, comments, links, questions) to encourage others to process the base content more effectively. 

Weava is a Chrome extension for highlighting, annotating, and sharing comments made to web pages and PDFs. I was excited to discover it because Weava has made an effort to promote its capabilities to educators. There just seems to be more education-focused layering tools for video content and I can add Weava to the tools available for web pages. There is a free and a premium ($4 a month) version with a discount for educators. I have not used Weava with students so my experience is limited to personal web annotation.

To get started with Weava, you need to download and install the Weava extension into your Chrome browser and create an account. Weava is used in two ways. It is used while viewing a web page or PDF and it is used later to organize and work with your highlights and annotations in what is called the Dashboard. You have access to a sidebar while using Weava with a web page and you use the Dashboard when working with the content you accumulate. The Dashboard is available from https://weava.com/

In the image below you can see the icon for Weava which has been selected while viewing the web page in the left-hand part of the image and the sidebar which displays highlights taken in the right-hand portion. 

To highlight text, drag text from the document and a small palette opens showing color options. Some users use different colors to indicate different types of information. Select a color. To add a note, click the now highlighted content and another palette opens with an area for entering text. 

This is the dashboard view available when you login to Weava. The dashboard allows access to the documents you have accumulated. In this case, the document described above (large window) and related highlights and annotations (middle window). The document to be displayed selected in the very left-hand window (in this case stored in the folder blog research). 

Selecting a stored document to display provides one additional opportunity. The Cite button generates a citation for the source document and provides a way to copy (export) this citation. One recommended educational use of Weava is to collect of resources and to use this collection to generate some type of educational project. The citation associated with each source can be used to provide a list of resources that can accompany a completed project. 

One final suggestion. Frequently, users return to their notes and highlights and find the selected information does not make as much sense as it probably did when it was selected. Clicking on the note will take a user to the location in the document associated with that note so that the full context can be reviewed.

Summary Comments

Import and export capabilities can be important to users. My personal workflow is focused on long-term storage, organization, and retrieval using Obsidian. Weava does not export to Obsidian so it is not the highlighting and annotation tool I rely on. It does export to other Personal Knowledge Management tools (e.g., Glasp). It makes the most sense to me to think of Weava as developed for specific projects a student or knowledge worker would focus on. The concept seems to be optimized for a targeted project and the search for documents (web pages and PDFs) is useful for that project. Students projects would be ideally suited to this focus as would knowledge workers who know what the goal of a specific task they have taken on would be. Second Brain or Personal Knowledge Management goals are broader and less specifically defined so other tools are probably more appropriate for those wanting a long-term less targeted accumulation of content. 

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Disciplinary Perspectives on Taking and Using Notes

I have found myself exploring and writing about the interrelated topics of personal knowledge management, second brains, and note-taking for the past several years. As I have spent time on these interests, it became obvious that there were multiple disciplinary perspectives on these topics. In addition, the different disciplines seem mostly oblivious to each other as indicated by the lack of cross-referencing evident in their written materials. There are sometimes references to historical connections which I will identify, but for anyone interested in these topics I would suggest there are benefits for exploring more than a single point of view.

The Perspectives

Here are the descriptive labels I have decided to use for what I claim to be different perspectives. Hopefully, the labels offer some insights into the categories I have in mind.

  1. Academic studying – this perspective provided my personal background for this general topic. The focus of this perspective is learning in formal academic environments with the goals of the acquisition, understanding, and application of information to examinations and projects. While the general goal of education is focused on the long term and preparation for life, note-taking has a more immediate focus. I am of the opinion that the great majority of what I would describe as research is focused on topics within this category. Most of this research is based on a cognitive perspective on learning and application.
  2. Organizational Knowledge Management – Organizations have a need to develop, preserve, and apply knowledge. For multiple practical reasons (e.g., changeover in personnel), this knowledge should be externalized for the benefit of the organization. The generation and use of this shared knowledge originate with individuals. Personal knowledge management (PKM) can be individualized or integrated with the more general needs of a given organization. Procedures for accomplishing these goals are the subject of scholarship and training in the formal programs preparing individuals for careers in organizations (e.g., business schools), but it is my impression that scholarship is less empirical than that applied by those with an academic studying perspective and more anecdotal and based in logical argumentation.
  3. Knowledge Management Entrepreneurs – I struggled with a way to describe this perspective. It seems to me that there has been a recent and identifiable group of individuals offering self-help books and consulting expertise to those interested in Personal Knowledge Management. This category resembles the organizational knowledge management perspective but does not share the same group focus. The perspective emphasizes the collection, organization, exploration, and application of information over an extended period of time to accomplish personal goals. Of the three groups I have identified, those individuals promoting techniques and processes are the least likely engaged in what I would describe as formal scholarship.

Historical Antecedents

While not absolutely consistent, there are frequent references to similar individuals, practices, and models that can often be identified among these perspectives. Here is my own list of such sources.

  1. Vannevar Bush’s article “As we may think” describing the manner in which individuals and organizations might use a yet-to-be-developed technology (the Memex) to take on information overload and how a knowledge worker might explore, retain, organize, and apply information. 
  2. Commonplace books are journals, diaries, or notebooks maintained by individuals. A famous historical example would be the Leonardo Di Vinci notebooks still available in different formats (Amazon source).
  3. Luhmann’s Zettelkasten. A zettelkasten is a card-based note-taking and note-linking system now often adapted to digitization and computer applications. It did not originate with Nikolas Luhmann, but I have connected the approach with his name because his prodigious use of the system as a scholar seems the example so many use. 
  4. The encoding and external model of note-taking (e.g., Rickards & Friedman, 1978) is the basis for much of the empirical research from the academic studying perspective. It proposes that learners could possibly benefit from both the thinking required in taking notes (the encoding process) and/or by having an external record available for review (external storage). This basic differentiation has been applied to such topics as whether taking notes by hand is more or less effective than taking notes using a keyboard (encoding), the best ways to work with the external notes (e.g., retrieval practice), and individual differences in both what is stored and how what is stored is used. For example, the Cornell note-taking method is an example of a system for both taking and using notes. 

Examples from the different perspectives

I have written extensively about a couple of these perspectives in previous posts so rather than repeat myself and increase the length of this post I will link to some of these earlier posts.

  1. Academic Studying – History of Note-Taking Research, Note-taking as a Generative Activity, Cornell Notes and Beyond
  2. Organizational Knowledge Management – this perspective is a little more challenging as I have not written about it before. Here is a source you can explore without having journal access – Towards a Co-evolution of Organizational and Personal Knowledge Management Systems. Also see Pauleen (2009) – this is the introduction to a special issue on personal knowledge management. 
  3. Knowledge Management Entrepreneurs – Creating, Storing, and Using Smart Notes, Evaluating Tech Tools for Adults

Why consideration of the different perspectives might be useful?

Having asked you to recognize the multiple perspectives that I have identified, I owe you some explanation for why I think anyone interested in taking notes should expand their awareness of the background content available on this topic. I have found a couple of personal opportunities. First, the work from the perspective of academic studying has been far more carefully evaluated and useful in answering questions of why and if specific activities work. The knowledge management entrepreneurs offer specific “how to do it” suggestions and have strongly promoted the use of technology tools in PKM. The organizational knowledge management perspective extends the note-taking and PKM for life-long learning expanding core ideas beyond the academic classroom setting. 

The links I provide here should open to many other resources on the perspectives I have identified.

References not linked

Pauleen, David (2009), “Personal knowledge management: putting the ‘person’ back into the knowledge equation”, Online Information Review, vol. 33, no. 2, pp. 221–224, doi:10.1108/14684520910951177.

Rickards, J. P., & Friedman, F. (1978). The encoding versus the external storage hypothesis in note taking. Contemporary Educational Psychology, 3(2), 136-143.

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