How to Actually Start a Notebook Index (And Make It Stick)

This is Part 5 of a 5-part series on notebook indexing, “The Art of Finding Anything.” [View the full series here.]

You’ve read about indexing systems. Maybe you’ve read this whole series. But you haven’t started yet.

I get it. Starting a new system feels like a commitment. What if you do it wrong? What if you pick the wrong notebook, the wrong keywords, the wrong structure? What if you start and then abandon it three weeks later?

Here’s the truth: the best system is the one you’ll actually use. Begin where you are, use what you have, and build from there.

Start With What You Have

Don’t buy a new notebook. Don’t wait for the “right” pen. Don’t spend an hour researching the perfect setup.

Use what’s in front of you. That half-filled notebook on your desk? That’s the one. The pen you’re already holding? That works.

The supplies don’t matter nearly as much as the habit. You can always migrate to a nicer notebook later, once you know the system works for you.

Week 1: Keep It Minimal

Your only goals for the first week:

Number your pages. Just the ones you’ve used so far, or a few ahead. You don’t need to number the whole notebook on day one.

Create a basic index. Reserve a few pages at the back (or front). Divide them into alphabetical sections. It doesn’t have to be perfect—you can refine it later.

Make a few entries. As you add notes, identify one or two key topics and add them to the index with the page number. That’s it.

Do a 5-minute review at the end of the week. Just flip through what you wrote. Notice what’s there. No pressure to synthesize or connect anything yet.

The goal for Week 1 is simply to start. Perfection is not the point.

Weeks 2–4: Add One Layer at a Time

Once the basic habit is in place, you can start layering in more structure:

Start noting keywords in the margins. Just a word or two that captures the main idea of an entry. These become bridges to your index.

Add cross-references when you notice connections. If Tuesday’s entry relates to something from last week, note it: “see also p. 12.” Don’t force it—just capture the connections you naturally notice.

Extend your weekly review. Move from a 5-minute skim to 10–15 minutes. Start updating the index during this time if you haven’t been doing it as you go.

Let the index grow organically. Don’t try to index everything retroactively. Just index forward from here, and add older entries if you happen to revisit them.

Month 2 and Beyond: Refine as Needed

By now you’ll have a sense of what’s working and what isn’t. This is when you can start to refine:

Develop personal shorthand. Maybe you abbreviate certain recurring topics. Maybe you develop symbols for different types of entries. Let this emerge from your own usage.

Notice friction points. Are you avoiding the index? Is a particular letter section overflowing? Are your keywords inconsistent? These are signals to adjust. (Post 4 in this series covers common fixes.)

Expand your review practice if it’s adding value. Maybe you’re ready for a monthly review. Maybe you want to try the full 30-minute weekly review. Add structure only when it feels useful, not because you’re “supposed to.”

Habit Stacking: Making It Stick

The indexing system only works if you use it consistently. A few things that help:

Link it to an existing habit. I do my weekly review on Sunday evenings after the kids are in bed. It’s attached to something I already do, so I don’t have to remember it separately.

Keep your notebook visible. If it’s buried in a drawer, you won’t use it. I keep mine on my desk with a pen clipped to it.

Set a recurring reminder. A calendar notification for your weekly review can help until the habit is established.

Celebrate small wins. Every time you find something quickly using the index, notice it. That’s proof the system is working. Let that success reinforce the habit.

A Note on Digital Backup

While my system is primarily analog, I recognize the value of having a backup. Once a month, I photograph important pages and store them in a cloud folder organized by a similar structure.

This serves two purposes: it’s a backup in case something happens to the physical notebook, and it gives me a way to access my notes when I don’t have the notebook with me.

This is entirely optional. But if you’re worried about losing your work, a simple photo backup takes just a few minutes and provides peace of mind.

A Practice Exercise: Your First Index

If you want to start right now, here’s a simple exercise:

1. Read!
2. Take your current notebook (whatever you have)
3. Number the first 10–20 pages
4. Make 3-5 entries and identify their main topics
5. Create a simple index in the back with those topics and page numbers

That’s it. You’ve started.

Permission to Evolve

Your commonplace book should grow and change with you. What works initially might need adjustment as your collection grows or your interests shift.

Don’t be afraid to experiment and modify your system as needed. The goal is to create something that serves your unique needs, not to stick to rigid rules or someone else’s prescribed method.

Regularly ask yourself: Is this still helping me find information quickly? Are there areas that feel clunky or inefficient? Embrace the iterative process of refinement.

Your notebook should feel like a helpful companion, not a demanding taskmaster. It should work with your natural tendencies rather than fighting against them.

The Key Message

Let me say this again: the best system is the one you’ll actually use.

Perfect systems don’t exist—but evolving ones do. Your notebook should work for you, not the other way around. Start with these guidelines, but don’t hesitate to modify them as you discover what works best for you.

Start today with what you have. Focus on consistency over perfection. Review and adjust regularly. Make it enjoyable.

And when you find something easily using your index—celebrate that. You built a system that works.

Previous: [← Notebook Index Not Working? Here’s How to Fix It]

This is the final post in the series. If you’ve made it this far, you have everything you need to start. The only thing left is to begin.

Resources

Notebooks I Recommend (though any notebook you have will do)

• Moleskine Classic Notebook A5 Hardcover
• Leuchtturm1917 Notebook Medium (A5) Hardcover

Pens I Use (though any pen will work)

• Pilot G2 Premium Gel Roller Pen (0.5mm)
• Gel Ink Cap Type Ballpoint Pen (0.5mm)

Further Reading

• John Locke’s Method of Indexing Commonplace Books
• How I take notes, AKA ‘Add an Index to Your Notebook
• The Art of Personal Indexing: The Complete Guide to Indexing Your Paper Notes
• My Life All in One Place: Indexing your Notebook Content 
• Have a Notebook Index
• How To Turn Any Notebook Into A Commonplace Book
• My 3-part Indexing System in my Notebook
• Make Your Paper Notebooks Useful: How to Set Up a Table of Contents or an Index
• A Notebook Zettelkasten
• How I Index My Journals

Read the full series: The Art of Finding Anything: A Complete Guide to Notebook Indexing:

1. Why Your Notebooks Aren’t Working — The problem and the landscape of solutions 
2. The Margin and Index Method — The step-by-step tutorial 
3. The Weekly Review — The habits that make the system work
4. Troubleshooting Your Index — Common problems and fixes
5. How to Actually Start — Getting off the fence and building momentum