While most discussions of knowledge management focus on KM from an organizational perspective, personal KM practices are just as important—and can be shaped by each individual.
In the first post in this series, we talked about principles for personal KM and the importance of establishing a clear purpose. Some common goals include:
- Streamlining the ability to re-use information
- Minimizing the time spent searching for files
- Consistently applying lessons learned
The approaches described here may be more helpful for some goals than others. In the final post, we’ll highlight specific tools, technologies, and apps to support personal KM.
Clean Up Your Files
A key challenge in today’s digital world is the sheer volume of information to manage. Whether you primarily work with paper, digital files, or both, it’s essential to keep files organized and to prune regularly. Only keep what you truly need—maintaining a lean information environment makes everything easier to manage.
Regardless of content type—tax records, banking, healthcare, school, or legal documents—certain records should be systematically stored and backed up. But for day-to-day information, the clutter is a bigger concern. For these files, it’s helpful to sort into broad categories:
- KEEP
- SHRED
- RECYCLE
- ARCHIVE
Having a designated location for shredding and recycling mail prevents unnecessary buildup.
For work files, sort what you need to keep, even if it’s just an initial pass. Group papers or project materials based on active work, using simple tools like magazine holders or folders. Once a project is complete, review and discard what’s no longer relevant. A tidy workspace and organized files lead to clearer thinking and faster access.
Not All Storage Is Equal: Tiered Storage
Consider structuring your storage with multiple levels:
- Current/Active Files: Materials you access frequently—ongoing projects, current admin documents—should be immediately accessible.
- Medium-Term Archive: Files you don’t need every day, but still reference on occasion. These can be kept in file cabinets, boxes, or cloud storage solutions.
- Long-Term Storage: Items you must retain but rarely access, such as archives or official records. Digital files should be backed up and replicated, possibly including off-site storage.
This model can be applied to both personal and team or organizational files. As projects conclude, transfer files from active to archive status; review each time you move files deeper into storage, eliminating duplicates and obsolete versions. By the time files reach long-term storage, you’ll retain only what’s genuinely necessary.
Applying & Re-Using Knowledge
A core goal for personal KM is to increase reuse and effective application of your own knowledge. Instead of reinventing the wheel, develop checklists and templates based on past work—these become reliable starting points that save time and reduce errors. Use these tools for recurring tasks or administrative needs, customizing them as new situations arise. Reviewing and refining your checklists after each cycle ensures continuous improvement. This habit enables you to focus your attention on the unique elements of each project, streamlines your workflow, and curtails mistakes.
The Power of Reflection
Reflection is essential. Set aside time at project milestones—or at regular intervals, such as the end of each week—to evaluate:
- What worked?
- What didn’t?
- What lessons will you carry forward?
Jotting down notes, brainstorming improvements, and feeding insights into your templates or checklists creates a feedback loop that yields better processes and outcomes. Regular reflection helps ensure nothing slips through the cracks and that each experience contributes to operational clarity and future success.
Most Importantly: Take the Time to Do It
Personal Knowledge Management Pro Tip: Take the Time!
- Make time for organization—clean up files, sort papers, and eliminate what’s unnecessary.
- Regularly reflect and plan. After major projects or at intervals, ask yourself: What did I learn? What improvements can I apply? Whether writing down your reflections or talking through them with a colleague, intentional reflection turns scattered experience into actionable knowledge.
