PERSONAL

KNOWLEDGE
MANAGEMENT
METHOD AND
STYLE
Alessio Sperlinga – Italy – July 2022

Summary
Foreword ..............................................................................................................................................3
What 's on my mind? ............................................................................................................................5
Something different ................................................................................................................................................... 5
Organization.............................................................................................................................................................. 5
Harvesting the grain .................................................................................................................................................. 5
Storing the grain ........................................................................................................................................................ 6
Clean the grain........................................................................................................................................................... 6
Packaging the grain .................................................................................................................................................... 6
On the line ................................................................................................................................................................ 6
What is researchable? ...........................................................................................................................7
Organization for searching......................................................................................................................................... 7
What meta data should be written in a note? .............................................................................................................. 8
What about the file? ................................................................................................................................................... 8
Me and I ...............................................................................................................................................9
Method and style ................................................................................................................................ 10
Goals and needs for note taking............................................................................................................................... 10
What about Availability? .......................................................................................................................................... 11
Freedom is useless without rules .............................................................................................................................. 11
What about Space and time for the single user?........................................................................................................ 11
Pros and cons .......................................................................................................................................................... 12
The complexity problem .......................................................................................................................................... 12
Evernote ................................................................................................................................................................. 13
Obsidian .................................................................................................................................................................. 14
Notion..................................................................................................................................................................... 16
Acknowledgements ................................................................................................................................................ 17
Appendix A - About the information theory ....................................................................................... 18
The written story ..................................................................................................................................................... 18
The concept map ..................................................................................................................................................... 19
The Mind map ......................................................................................................................................................... 19
Appendix B – Learning courses and authoritative sources................................................................. 21
Evernote ................................................................................................................................................................. 21
Obsidian .................................................................................................................................................................. 21
Notion..................................................................................................................................................................... 21

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Alessio Sperlinga – Italy – July 2022

Virginia Vidaura, Corps trainer, hands in the pockets of her coveralls,

looking us over with calm speculation. Day one induction.
"Since it is logistically impossible to expect everything, she
told us evenly, we will teach you not to expect anything. That
way, you will be ready for it. "
(Broken angels – Richard Morgan)

All products mentioned and trademarks are the property of their respective owners.
All technical information was collected in July 2022.

This work is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike

4.0 International License.

BIO
Alessio Sperlinga was born in 1963 in Italy.
His professional history begins with a career as an
accountant, then military service.
The second part of his life includes a family, a son, and his
second love: information technology.
In the third part of his life, after years of experience as a
project manager and several courses on soft skills, he
becomes a trainer.
His first passion remains knowledge and he spent his time
during Covid updating his skills in computational linguistics,
graph theory with Neo4j, Blockchain technologies and
Virtual Reality with Oculus.
Nonprofit activity is the background of his life with
numerous activities and participation with associations and
social enterprises as a volunteer.

https://it.linkedin.com/in/alessiosperlinga
[email protected]

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Alessio Sperlinga – Italy – July 2022

Foreword

From my point of view, Personal Knowledge Management (P.K.M.) tools are a class of software, and
Second Brain theory is a group of functional methods to make sense of the way these tools can be
used.
Personal is the key word, and I write this text only about the personal use of P.K.M.. Not for teams,
not for companies, but just to aid insight and deep thinking that the software tools offer.

I started using Evernote (https://evernote.com/ ) in 2011 because it was on the web. For me,
availability is more important than features, and Evernote is the first note-taking program I used with
web and mobile clients.

The first time I saw Obsidian (https://obsidian.md/ ) I was struck by admiring the genius of the
programmers and the way the markdown editor speeds up writing.
Then I exported to markdown format using Joplin ( https://joplinapp.org/ ) my twelve years of notes
stored in Evernote to see the knowledge graph with tags as nodes. What a beautiful galaxy!
I watched many YouTube videos regarding Obsidian and Second Brain and I remembered the old
book "Bpmn Method and Styles" (https://methodandstyle.com/bpmn-method-and-style/) where the
problem is that we have grammatical elements but we don't have a starting method and style to use
them.
The worst example is the Roam Research (https://roamresearch.com/ ) video tutorial. They really
struck me because it seems to have been created to confuse people, not to sell this beautiful software.

When I shifted my attention to Notion (https://www.notion.so ) I found the simplicity of note taking,
the elegance of the structured model, and the power of blocks and database functionality. Relational
databases can be difficult, but they really are the faster and more productive interface than other
DBMS's I have worked with over the past 30 years, including Microsoft Access.

The second-brain theory and the popular GTD (https://gettingthingsdone.com/) and P.A.R.A.
(https://fortelabs.co/blog/para/) methods walk together hand in hand. P.A.R.A has been explained
very well by Tiago Forte in his videos and in his book, with meta-views on organizing information
before starting to use a specific tool.
I think P.A.R.A. is a beautiful generic method and GTD too but it is almost a utopia.
In any case P.A.R.A. is a simple top-down method and this is just my point of view.
In this eBook we will not cover the Zettelkasten method.

I would like to explain the different styles and methods applied in Evernote, Obsidian and
Notion to solve the classic problem in knowledge management activities.
The choice of programs is due to their numerical spread in the three different styles and methods of
work.
I could have written the same eBook talking about Microsoft Onenote
(https://www.microsoft.com/it-it/microsoft-365/onenote/digital-note-taking-app ), Roam Research
(https://roamresearch.com/ ) and Craft (https://www.craft.do/ ).
The plan is to start using Evernote for writing, use a word processor to layout everything like a book
and produce a .pdf file for convenient reading, then produce a version that can be shared with Notion.

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Alessio Sperlinga – Italy – July 2022

Figure 1- My 12 years of annotating from Evernote to Obsidian

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Alessio Sperlinga – Italy – July 2022

What 's on my mind?

Something different

I have read many blogger articles online and watched many videos about the ways P.K.M. has been
used. I have always felt that something is missing.
P.K.M. is a very rich class of software that optimizes the pace of knowledge management.
Before P.K.M. we had all the theory of knowledge (management) available, including graph theory for
programming or GraphDB for qualitative and quantitative evaluation of relationships, NLP algorithms
and RDF frameworks for content analysis, concept maps and mind maps to represent ideas and
concepts.
For the past 20 years I have been learning these topics because my goal is to aquire a wide range of
viewpoints.
My choices have always been in favor of simplicity, which often corresponds to the Pareto principle:
80% of the results will come from only 20% of the actions, in fact:

1. I have been using and teaching Mind Mapping techniques instead of concept maps to students
and knowledge professionals for many years.
2. I chose to use Graph DB instead of python and graph algorithms and have been certified in
Neo4j since 2020.
3. I chose to use RDF framework instead of python and NLP algorithm through a German online
course at Hasso Plattner Institut in 2020.
4. I chose to use P.K.M. instead of WordPress and most Microsoft office software and task
manager.
5. See Appendix A - About the information theory.

Organization

When I start learning something repetitive, I try to create a model and a defined set of steps.
• I play and rehearse in a sandbox.
• I create a space, a container, an actual model.
• If it is possible, I automate the process. Otherwise, I predefine the steps in the process.

In the other cases:

Harvesting the grain

All kinds of content that we see as interesting to us enters a convergent process, the classic funnel:
• Drag and drop
• Cut and paste
• Cropping tools
• Take linear notes
This applies only to the input stages and is clearly distinct from the other parts of the knowledge
process.
Tiago Forte calls this Capture, the first part of C.O.D.E., a four-step universal process of Second Brain
theory.

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Alessio Sperlinga – Italy – July 2022

Fortunately, we have mind maps (I love mind maps :-)) that really summarize the content we receive
and can be used in a practical way. We can also use P.K.M. software such as Obsidian or Roam
Research to take notes in real time during a live lecture.

Storing the grain

You can use different locations for file storage, such as in P.A.R.A. method or GTD or whatever suits
you.
Tiago Forte calls this Organizing, the second part of C.O.D.E..
You can use a P.A.R.A. method or GTD or whatever works for you. P.A.R.A. is so useful because it is
simple and repeatable in every folder system from the beginning of the process.

Clean the grain

Remember the linear structure of writing technology. Every language is written on lines, and meaning
can only be diffused or repeated, but it can also be an implicit consequence of written sentences. We
need to know the relationships between entities to understand the meaning of a sentence.
This stage of the knowledge process is necessary to reprocess and absorb content, in order to digest
something we must chew it up and restructure it into digestible elements for our bodies.
These techniques (reflect) allow us to use our mind's best abilities: imagination and connection, where
connections are a part of the nonlinear process that our mind naturally uses.
Tiago Forte calls this Distill, the third part of C.O.D.E..

Packaging the grain

There are some things on my mind when I’m thinking about what I will write, painting or mash-up
different types of media:

1. books
2. comics
3. blogs
4. newspapers
5. presentations

Tiago Forte calls this Explain, the last part of C.O.D.E.. I think of this as a picture of content.

On the line

There are many ways to acquire content (divergent phase) but...

The issue is that we have been educated to think in a linear, sequential process with a tree structure, and
we may have tools with nonlinear methods but in the end, we write a linear book. It is the same
when we use a TV service like Prime or Disney and search using the remote control like an old T9
phone.
This is because we can only move in a sequential timeline and can use our eyes linearly, regardless of
the direction of writing. This is the bottleneck in the convergent process of information packaging.
The right way to put into words the meaning of something only once per topic.

If these premises are clear, we can proceed.

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Alessio Sperlinga – Italy – July 2022

What is researchable?

Organization for searching

To find anything we need a type of categorization.

In accordance with the nature of the three types of software, I consider that:

• Evernote uses tags as CATEGORIES.

• Notion uses structure as TAXONOMY.
• Obsidian uses backlinks as ASSOCIATIONS.

Three different ways to make sense of content.

• Categories are sufficient because Evernote has a

powerful search engine.
• Notion's taxonomy is self-organizing and is a
self-explanatory sorting method.
• Associations in Obsidian creates a domain
knowledge graph as an analytical index at the
end of a book.

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Alessio Sperlinga – Italy – July 2022

What meta data should be written in a note?

1. the motivation we bring, I use to write in the beginning

2. date and time of creation
3. date and time of modification
4. Author
5. Title
6. Tags

The only one that automatically records items 2-3-4-5-6 is Evernote. Notion has structured blocks
(https://www.notion.so/blog/data-model-behind-notion) and a limited change log, and Obsidian only
takes this information if you import files from certain sources or via plugins.
Sample from Obsidian:

What about the file?

Obsidian uses files, in .md format. Notion and Evernote use their own cloud.

Obsidian offers a paid service for synchronizing files on each device, and you can do the same thing
with cloud services such as Dropbox, Google Drive, Microsoft OneDrive.

For data import/export Obsidian uses a plug-in, Evernote uses a proprietary enex or html format, and
Notion imports from Evernote, Markdown files, Trello, Asana, the file from the cloud service, and text
from WinWord and Html and others.

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Alessio Sperlinga – Italy – July 2022

Me and I
No one says the truth is that everyone thinks like a one-man-band.
Especially those who use Obsidian. Obsidian is a gym for the ego.
Evernote is an intimate place like a child's playroom.
Notion is for publishing, for sharing, like a stage.
Obsidian is based on files that can be synchronized for a fee or exported to other formats. Evernote
has basic online sharing features and a team-specific profile, while Notion is web-native and has some
smart features for publishing pages as a website and a team-specific profile.

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Alessio Sperlinga – Italy – July 2022

Method and style

Goals and needs for note taking

Tiago Forte says we have different styles of note taking:

• Architect - structure and control.

• Gardener - open network for research and development.
• Librarian - cataloging all the information we capture for future use.

Students develop a personal strategy to learn and take notes with Notepad, Apple Note, Onenote,
Google keep and others.
In Sönke Ahrens book "how to take smart notes", speaks about top-down and bottom-up approach in
note taking.

• The top-down approach is typical of the architect and works whenever you can create
something from scratch, with no constraints on how to achieve the goal. You have a free hand
to do what you want and usually refers to your scientific method, as in programming, design in
a private practice.
• The bottom-up method is used when the goal is as simple as making a coffee or planting a seed
as gardeners, or it is a real constraint, so we must create a form to fill out or we must comply
with the rules on how to build something like a librarian or a student.

Tiago Forte says that for every personal style there is the right tool or tools:

• Notion for the architect.

• Roam research or Obsidian for the gardener.
• Evernote for the librarian.

These four programs represent 75 percent of the market.

From my point of view, you can use all of them to do your work.
For example:
• I have been using Evernote since 2011 and use it to think, and now I am writing this little
book.
• I use Obsidian to discover relationships and tags with different viewpoints on knowledge
domains or within a topic and to build a knowledge domain.
• I use Notion to connect web services and cloud file systems like Evernote and Outlook and
develop my project from a nice dashboard that I can share via the web.
• I don't need to change the tools I've been using all my life, just connect them.
• If I need to take notes in real time, I still use the mind mapping software or livescribe pen
(https://eu.livescribe.com/).

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Alessio Sperlinga – Italy – July 2022

What about Availability?

P.K.M. Web Client Synchronization Free account Best practice

Evernote 1 1 Cloud Quantitative limits Client
Obsidian 1 To Pay Personal use Client
Notion 1 1 Cloud Quantitative limits Web

Freedom is useless without rules

The problem is this.

When you open a program for the first time you look around and start acting, typing something,
clicking on buttons, searching and trying out commands. A few years ago, I had two lovely Russian
hamsters and I did some experiments with them. When you take a Russian hamster out of its cage it
immediately starts looking for a nest, then starts looking for food. These are their codified rules.
I have observed the same kind of behavior in a virtual reality place like AltspaceVR
(https://altvr.com/). Newcomers tend to start exploring the new environment by wandering around
without talking to anyone, then they play and talk.
We look for references, a point of orientation.
Rules are useful, road signs, clues.
Let's try to understand together the nature of P.K.M., how following the rules enables us to use them
methodically, and the style of work they inspire.

What about Space and time for the single user?

P.K.M. Space Time Pace

Evernote Stack - notebook - notes Slow Classical
Obsidian Vault - folder - files Fast Pop
Notion Workspace - block object- nested object Regular Jazz

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Pros and cons

P.K.M. Process Pros Cons

Evernote Bottom-up Simplicity Fixed structure
Obsidian Bottom-up Customizable No structure
Notion Top-down Database and graphic Requires maintaining order and
design structure

The complexity problem

"Every system tends toward complexity, slowness, and difficulty.

Staying simple, fast, and easy to use is a battle that must be fought every day. (Guillermo Rauch)"
Metamethods such as P.A.R.A. seem to solve one part of the problem, and Templates take the part of
the repeatable information process.
All the remaining parts tend to chaos like a nursery.
Sönke Ahrens wrote in his book, "We need a reliable and simple external structure for thinking that
compensates for the limitations of our brains."
I have been using Evernote for more than ten years and I think it is a rigid solution to complexity by
using folders as a taxonomy and tags as a dictionary, without complexity problems because we have a
powerful search engine. Evernote users would love to have backlinks like in Obsidian.
In Obsidian, the solution is to create a vault for each process. Each problem can be solved in a deeply
specialized way. Using tags and backlinks we can reduce complexity, because each action is atomic, tags
and backlinks are created one by one, and the result is a concept map with all its complexity. Obsidian
users would love to have a web version.
In Notion the complexity is implicit. The approach is to use complexity as a superpower. For example,
you can turn a database record into a page and use backlinks to it as to any page and to a view of any
database in the workspace. Notion users would love to have an internal graph, like in Obsidian.
From my point of view, striving for perfection is a beautiful utopia, an ongoing challenge.

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Alessio Sperlinga – Italy – July 2022

Evernote

Evernote is simple to use, a white paper, a blank space to reflect and write.
I like to use it for my insights in a kinesthetic way, that is, guided by my feelings and sensations that I
then translate into words.
The style is word processing with an outline that indexes the notes.
It is like a library with shelves and notebooks and a powerful search system.
Evernote has a clipper extension for cutting and pasting documents from the web and many
integrations with external platforms such as WordPress and Microsoft Teams.
The working method is:

1. Create a note, you can open a template from the library inside note.
2. Write or paste information of all kinds in a sequential linear space.
3. Add tags at the bottom of the page.
4. Move the note to the right notebook.
5. Search for what you need with the power of Evernote's search engine, which is fast and able to
read inside attached files.

The style is slow and relaxed because the only work to be done is to reflect on the categorization of
the tags.
You simply write one thing at a time without worrying about anything. It is a Kaizen exercise.
You can format text with a toolbar, and you can save the notes as a template.
Evernote has an internal system to identify each note, and you can use two types of links for a note, the
web URL and the internal link. You can cut and paste the link to the notes.
Evernote is a library for the single user with shareable notes and with interfaces like a specific email
folder for every user and a work chat. But if you want work with others there is specific profile with a
payment plan.

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Obsidian

Obsidian can be complicated at first because of backlinks and markdown commands.

I like it because I can write creatively, gather information instinctively, and find the center of different
points of view through backlinks and tags in a totally auditory/grammatical state of mind.
The style is that of a code editor with an active part of the text to link other notes directly.
It is like sewing a dress.
Obsidian has a great community of programmers and hundreds of plugins and a lot of themes, and this
is how everyone customized it.
The work style is fast because you can automate many specific work processes using plugins and
templates. Most of the youtubers who talk about Obsidian describe their personal style for everyday
needs.
The working method is YOURS, but there are some standard commands:

1. Create a folder when you open Obsidian, you can assign it as Vault. Vault=main directory.
2. CTRL-N (Command key on Mac) creates a new document.
3. CTRL-P commands.
4. In a Markdown editor like Obsidian, it is necessary to use the keyboard to type and execute
commands to format text or act on note files. This may be a little strange at first, but it is easy
to memorize and incredibly fast to execute. For example, the double square bracket opens the
list of existing documents and allows you to link to the word contained in the bracket. If
desired, a new document can be created from the link.
5. CTRL-0 file list.
6. CTRL-CLICK open linked file in a new window.

Obsidian was clearly created for the individual user. Created for the individual user also means that you
can customize each vault as a hyper-specialized dashboard and that you can open it in different
windows as different programs.
Customization in Obsidian is:
- Install a plugin for a specific function, such as a
calendar.
- Organize the monitor as a canvas, dividing
it into windows.
- Save a different vault for each process or
knowledge domain.
We can think of Obsidian as a tool for creating
productivity applications.
Now I am taking an English course and I have
created a vault in Obsidian which, in the end, is
an English course for Italians.
Usually, you move files created by Obsidian with
the import/export functions from other types of
software or with some plugin.

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Alessio Sperlinga – Italy – July 2022

Notion

Notion is simple at first and gradually becomes more complicated with content layers (inline or pages)
and a powerful eclectic database.
Notion is a building tool like Lego, but each brick (block) is a Rubik's cube.
A block is an object, such as a paragraph, an image, a page. Pages are container objects of other blocks,
such as text, images, other pages or a database. A database is a table with rows and columns.
Notion's philosophy is that everything you create is a model for other people.
There are dozens of free and paid templates at https://www.notion.so/templates.
The working method is:
1) create a workspace
2) follow the instructions

Notion's welcome screen:

I like it because it's a visual and auditory place that I can design at different times, because it's
graphically like desktop publishing, it's Web-compliant, and I can structure everything into sections and
database applications. Everything is a progressive and recyclable object.
When I talk about web compliant, I mean that Notion's pages are Responsive and you can create and
publish website’s prototypes. If you want to use Notion Workspace as a website there are specialized
services (such as https://super.so) that allow this. You can also do this by configuring your webserver
to replace the visible URL with your domain name.
For the past 10 years I have been teaching WordPress to all my students because 40 percent of all
websites seem to be made with WordPress, but next year I plan to teach Notion as well.

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Alessio Sperlinga – Italy – July 2022

The style is that of a desktop-publishing program with an outline structure for the pages. I use a
lot of mouse control and drag and drop to arrange content on pages.
The working style is regular, because you can structure and model a process by using pages and
databases as standard boxes, reusable in multiple ways on a day-to-day basis.
Notion has a project management tool mentality with layers of software for teams and corporate work
groups with a payment plan. It is a sophisticated team software, with a natural and pleasant interface
for everyone who uses the Internet.

Acknowledgements

I would like to thank James Thorne for his patience in proofreading this and Cristina Pedretti
(https://cristinapedretti.com/) who revised the content and all the students of the Lecco100 master's
program (https://www.lecco100.it/) who inspire me to improve something every day.

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Appendix A - About the information theory

Ref: https://en.wikipedia.org/wiki/DIKW_pyramid

Depth is the enemy of efficiency. This means that, for example, I can tell a small and simple story by
using:
- writing
- a concept map
- a mind map
The focus is on the relationship between the amount of information and expenditure of time; the Devil
is in the details.
All numbers related to the time/completeness relationship are only rough estimates.

The written story

"Giorgio is an accountant, dark and blue-eyed.

He loves Cristina, a blond and green-eyed interpreter who works with him.
Giorgio has owned since 2018 a car that Cristina drives with a car license. The car is a green BMW
SUV."

• Creation time: 5 minutes

• Amount of information: 50% words and 50% imagination.
• Pros: writing is a habit and responding in real time to our thinking.
• Cons: we can't represent the images that are the most of our ability to perceive and explain.

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Alessio Sperlinga – Italy – July 2022

The concept map

• Creation time: 20 minutes

• Amount of information: 80% words + pictures + relationships and 20% imagination.
• Pros: we don't have a center, we can start reading anywhere, and the pictures support
perception and the relationships that are detailed.
• Cons: takes a lot of time.

The Mind map

• Creation time: 5 minutes

• Amount of information: 70% words + pictures + relationships and 30% imagination.
• Pros: fast writing, fast reading and pictures support perception.
• Cons: we need a center to start the story and some details of relationships may be hidden.

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Alessio Sperlinga – Italy – July 2022

From the point of view of efficiency, the winner is the mind map.
From the point of view of completeness, the winner is the concept map.
When we use Obsidian or Roam research the result is a written story + concept map.

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Appendix B – Learning courses and authoritative sources

All the three programs have courses on https://www.udemy.com/ and hundreds of tutorials on
YouTube:
• Evernote - https://www.YouTube.com/results?search_query=evernote+tutorial
• Obsidian - https://www.YouTube.com/results?search_query=obsidian+tutorial
• Notion - https://www.YouTube.com/results?search_query=notion+tutorial
Notion and Evernote have certification programs.
Notion three level https://certifications.notion.site/Notion-Certified-
1680111eddf54cd4be14d8f3fa16efd6 and Evernote one
https://evernote.com/intl/it/resources/become-an-expert .

Evernote

• Has a courses and certification program https://evernote.com/intl/en/resources/become-an-

expert
• Has a podcast https://evernote.com/blog/category/podcast/
• Has a blog https://evernote.com/blog/
• Has a developer support section https://dev.evernote.com/
• Has a forum https://discussion.evernote.com/
• Has a twitter channel https://twitter.com/evernote

Obsidian

• Has a help section https://help.obsidian.md/Obsidian/Index with “Getting started”

subsection
• Has a forum https://forum.obsidian.md/
• Has a Discord server
https://discord.com/invite/veuWUTm
• And a Twitter channel
https://twitter.com/obsdmd

Notion

• It has a huge help system for beginners up to programmers https://www.notion.so/help

• Has a blog https://www.notion.so/blog
• Has channels on Discord and social network https://www.notion.so/Notion-Community-
04f306fbf59a413fae15f42e2a1ab029

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