Every founder and entrepreneur has experienced it: a great idea comes to mind, and a few minutes later, it’s gone.
In a fast-moving business, your best ideas will slip away unless you have a note-taking system for entrepreneurs that captures them in real time and processes them into something useful later.
That’s why I built a simple, repeatable note-taking system. It helps me capture ideas as they happen, sort through them with intention, and turn them into marketing content, strategic plans, or new products.
Here’s how you can build your own version of that idea capture system.
Want help turning your best ideas into consistent marketing output and business strategy? Schedule a Discovery Call, and we’ll help you learn how to organize your thoughts with a note-taking system for entrepreneurs that works.
Step One: Use a Capture Notebook for On-the-Go Ideas
The first step in your GTM note-taking strategy is to have a reliable capture device that allows you to jot down ideas in the moment quickly. The key is portability and low friction.
Options I use and recommend:
1. A pocket notebook
I prefer Field Notes or something equally compact. You can carry it anywhere—at a coffee shop, in line at the store, or during a quick conversation.
2. Note cards
A stack of 3×5 index cards works exceptionally well for longer-form ideas. I use these when planning books or bigger projects. They’re easy to organize and rearrange later.
3. Your smartphone
The most accessible tool, though full of distractions. I often use voice notes or dictation apps. The iPhone’s transcript feature makes this even easier. I can quickly capture thoughts and later use ChatGPT to synthesize those transcripts into clearer ideas.
Use whatever idea capture system that gets thoughts out of your head and into a format that can be processed later. The goal is simple: never let good ideas disappear.
Step Two: Build a Thinking Notebook for Strategy and Deep Work
Once your ideas are captured, you need a second layer for processing. This is where you think deeply, connect concepts, and shape rough ideas into strategy.
I use an A5 notebook for this. My current go-to is a soft cover by Leuchtturm. It’s compact, but it provides enough room to write freely and map out larger thoughts.
What goes in here?
- Strategic frameworks
- Notes from important calls or meetings
- Visual outlines and planning
- Expanded thoughts from reading, client work, or observation
If your capture notebook is your inbox, this is your workbench where raw ideas become refined through a GTM note-taking strategy.
Want even more structure? A field notebook system like Lochby lets you carry multiple notebooks, cards, and sticky notes in one portable workspace—perfect for deep thinking on the go.
Step Three: Create a Spark File to Store and Connect Ideas
The spark file is your central idea hub. It’s where you organize and store everything you’ve captured, so it’s never lost and always ready for development.
Great options include:
- Notion, Obsidian, or Evernote for digital storage
- A physical index card system (used by Ryan Holiday and Robert Greene)
- A hybrid of both digital and paper
I use Notion because it allows me to:
- Drop in ideas instantly
- Tag and organize by category
- Use AI to surface themes and suggest related content
It becomes your digital commonplace book—a searchable, expandable library of raw material that can power your content, strategy, and offers.
Use your Spark file to collect:
- Notes from your notebooks or voice memos
- Highlights from reading or research
- Insights from calls or client feedback
- Content prompts or idea frameworks
- High-level thoughts or market observations
It becomes the foundation for everything you build.
Step Four: Convert Ideas into Actionable Output
Ideas are only useful when you act on them. That’s why the final step is conversion—turning captured insights into content, strategy, or execution plans.
Set aside time each week during your review or planning session to review your Spark file for ideas worth developing.
Then move them into:
- Content outlines
- Sales or product strategies
- Client frameworks or tools
- Social media posts or video scripts
- Business plans or decision documents
Don’t wait for inspiration. Use your Spark file as a trusted source of strategic direction. The more you revisit it, the more value it returns.
Read More: Why Founders Should Define Their Startup’s Vision Early
Why This System Works
This note-taking system works because it’s simple, flexible, and built for real life.
You can go fully digital, stay analog, or mix both. You can start with a minimal setup and expand as needed. And most importantly, it helps you turn inspiration into execution without friction.
The structure looks like this:
- Capture notebook → Never miss a moment of insight
- Thinking notebook → Turn ideas into strategy
- Spark file → Store, organize, and connect ideas over time
- Weekly review → Turn raw notes into content, decisions, or plans
If you follow this process, you will:
- Never lose a great idea again
- Always have a backlog of usable material
- Move faster and more confidently in your marketing, strategy, and content creation
Stop letting ideas vanish. Build a system that turns insight into impact—one page at a time.
Additional Resources
→ My Lead Generation Reading List
$100M Offers by Alex Hormozi
$100M Leads by Alex Hormozi
Expert Secrets by Russell Brunson
The Art and Business of Writing by Nicolas Cole
Founder Brand by Dave Gerhardt
Predictable Revenue by Aaron Ross & Marylou Tyler
The Challenger Sale by Matthew Dixon & Brent Adamson
→ My Sales & Marketing Stack
