This Notes App Setup Made My Brain 10x Clearer

It takes 5 minutes to set up, and it changed the way I think.

Varun Srinivas

Jul 03, 2025

After I started using the Notes app, I dumped everything into it:

Thoughts
Ideas
Random screenshots
Book quotes
Tasks I’d never finish
Links I’d never click again

It felt productive at first. But soon, it became a digital junk drawer.

Every time I opened the app, I got overwhelmed.

I couldn’t find anything I had saved.
I forgot why I even saved things in the first place.
It made my brain feel cluttered.

I was like,

What the hell is this? How am I supposed to find what I need?

But recently, I did something ridiculously simple that changed everything.

I created a basic folder system that finally matched how my brain works.

The result?

My mind feels 10x clearer. I can now think, write, and plan without digital chaos.

This isn’t a “second brain.”

This is a fast, light, and flexible setup that you can build in under 5 minutes.

Your Notes App Isn’t Broken, but Your Approach Is

Most people treat their Notes app like a dumping ground.

Ideas.
Reminders.
Screenshots.
Random thoughts from 3 AM.

All thrown in without structure.
No wonder it feels like chaos.

But here’s the truth that changed everything for me:

Your Notes app is only as useful as the way you treat it.

If you treat it like a trash can, you’ll avoid opening it.
If you treat it like a thinking assistant, you’ll want to use it every day.

That small mindset shift made a huge difference.

Simple Folder System (I Use 7 Folders)

Once I changed how I thought about my Notes app, the next step was giving it a structure.

Not a complicated one, just a simple setup that mirrors how my brain works.

I didn’t want endless tags, filters, or “productivity hacks.” I just wanted to open the app and know exactly where things go.

That’s when I created this 7-folder system. It’s clean, flexible, and easy to maintain, no matter how messy your thoughts get.

1. Brain Dump

This is where all the chaos lives temporarily. Whenever I feel anxious, overwhelmed, or inspired, I jot everything here.

Late-night thoughts
Random ideas
Rants
Journaling
Emotional unloading

Every Sunday, I process this folder. Some notes get deleted, others move to the right folders.

Think of this as your inbox. Don’t organise while dumping. Just write.

2. Writing Ideas & Content Plan

This folder is my creative scratch pad.

Headlines
Article drafts
Hooks
Notes for LinkedIn, Substack, or Medium

It’s like my publishing pipeline. Anytime I get a content idea, it goes here.

3. Inspiration

Screenshots, quotes, visuals, links, tweets. Anything that sparks curiosity or motivation lives here.

You can divide this further if you want (e.g., Quotes, Visuals, Tweets). But even a simple catch-all folder works well.

4. Projects & Planning

Ongoing work lives here.

App ideas
Launch plans
Client workflows
Campaign outlines

Each project can have its own subfolder if needed.

5. Learning & References

This is my personal library.

Book notes
Course takeaways
Podcast highlights
Useful articles
AI prompts, swipe files

When I want to learn something or revisit a resource, I don’t Google, I look here.

6. Personal Notes

Everything about me goes here.

Morning routine
Gym schedule
Therapy reflections
Travel packing lists
Health reminders
And some secret things I don’t wanna mention here.

This folder gives structure to the personal side of life.

7. Archive / Old Notes

This is the cold storage.

Finished projects
Notes I don’t want to delete, but don’t need now
Old brainstorms and drafts

Keeps the other folders clean.

Weekly Review (Takes 5–10 Minutes)

After creating the 7-folder system, it’s equally important to maintain it. This is the secret that keeps the whole system running smoothly.

Without a regular review, even the best setup can turn back into clutter, so I usually review the notes app each week.

My entire review takes just 5–10 minutes every Sunday.

Here’s what I do:

Clear the Brain Dump
Go through everything in the Brain Dump folder and decide what to delete, what to keep, and where it belongs.
Move useful ideas to “Writing,” “Projects,” or “Learning”, whatever fits best.
Archive What’s Done
If I finish something or no longer need it but don’t want to delete it, I move it to the Archive folder so it’s out of the way but still searchable later.
Skim Through Inspiration & Learning
Sometimes I find a quote or screenshot I saved weeks ago that sparks a new idea.
This quick scan often refuels my creativity for the week ahead.
Check Personal Notes
Make sure routines, plans, and habits are still aligned and tweak anything that feels off.

That’s it. Simple, quick, and calming.

Just maintain enough to keep your digital space feeling fresh and useful.

If you do this weekly, your Notes app becomes a tool you trust, and when you trust your tools, your brain finally gets to rest.

Why This System Works So Well

Before wrapping this up, let me share with you why this system really works.

Mental Clarity - I don’t carry ideas in my head anymore. I know there’s a place for everything.

Easily Searchable - Even if I forget the folder, I can find notes instantly using keywords.

Zero Overhead - Unlike Notion or other “second brain” tools, this system is stupidly simple. I just open the Notes app and type. No setup. No templates. No delays.

Fast Enough to Use Daily - I use this system every day because it takes a fraction of a second to jot down what’s on my mind.