The Note-Taking Framework Every Substack Writer Should Steal

My 3-Layer Note System That Powers All My Substack Posts.

note-taking framework

Let me start with a confession:

For years, my “note-taking system” was the digital version of a junk drawer. Ideas for articles, half-finished outlines, quotes from podcasts, random screenshots — all tossed into Apple Notes, Evernote, Google Docs, and Post-its that got lost under coffee cups.

The result?

Every time I sat down to write on Substack, I wasted 30–40 minutes just hunting for the thing I knew I had written down somewhere.

Then, I built a ritual that completely changed how I store and find ideas — and it saves me about 5 hours every week.

It’s not an app, not a hack, but a system I follow without fail.

The 3-Layered Note-Taking System for Substack Writers

This is the exact process I use — and yes, it works even if you’re not “naturally organized.”

Layer 1: Quick Capture (Zero Friction)

Your brain produces ideas like popcorn — but only if you catch them before they burn.

• I use Apple Notes on my phone + laptop for “catch everything” mode.

• No formatting, no categories, no pressure to make it look pretty.

• Just a short headline or a sentence describing the thought.

Example:

• “Story about procrastination and the laundry basket”

• “Statistic: 60% of people open Substack emails on mobile”

Think of this like dumping all your groceries into the cart before worrying about arranging them.

Layer 2: Sorting & Tagging (The Weekly Reset)

Once a week (usually Sunday morning with coffee), I move my quick notes into Notion — my idea library.

Here’s the trick:

I don’t just copy-paste. I tag them by:

• Topic (productivity, writing, mindset)

• Format (personal story, listicle, deep dive)

• Status (idea, draft, published)

This way, my Substack drafts folder never feels like a messy attic — it’s a well-labeled pantry.

Layer 3: Ready-to-Write Outlines (The Conversion Stage)

When I pick a note to turn into a Substack post, I expand it into a 3-part outline before opening the editor:

1. Hook – the opening story, stat, or question

2. Main Points – 3–4 big ideas or steps

3. Takeaway – the “why it matters” punchline

By the time I sit down to write, I’m not starting from scratch. I’m filling in blanks — which is way less intimidating than staring at an empty page.

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Why This System Works for Substack Writers

• Eliminates Blank Page Panic – You always have something to write about.

• Saves Time – 5 hours a week adds up to over 250 hours a year.

• Boosts Consistency – When your audience sees you show up every week, trust (and paid subscriptions) grow.

• Increases Quality – You’re not rushing to meet a deadline; you’re refining well-chosen ideas.

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The Tools I Use (You Can Swap Yours)

• Apple Notes – for quick capture

• Notion – for sorting & tagging

• Google Docs – for drafting outlines

• Substack – for publishing & reader engagement

You could use Obsidian, Evernote, Roam, or even pen and paper — the magic is in the ritual, not the tools.

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Pro Tip for Substack Writers:

Tag your notes with audience interests or popular posts you’ve already written. That way, you can easily create spin-offs, sequels, or “updated” editions — the kind of content your subscribers love because it feels familiar and fresh.

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Your Turn, Now!

If you had a note-taking ritual that saved you 5 hours a week, what would you do with that extra time?

More posts?

Paid subscriber bonuses?

Or maybe finally writing that book?

Hit reply and tell me — I’ll share the best responses in next week’s newsletter.

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If you want to see my actual setup + template I use for sorting and tagging, they’re in the paid edition of this newsletter.

It includes:

• Ultimate Tagging Structure for Substack Writers

• Downloadable template to copy

You may access my Gumroad library for more templates.