Note-taking apps have exploded since 2020. There are too many. Here is the honest decision tree we use.
If you want simple — Apple Notes / Google Keep
If you want to jot down a thought in three seconds with zero friction, the built-in app on your phone is unbeatable. Apple Notes has quietly become a very capable app with rich text, sketches, scanning, and OCR. Google Keep is more limited but free and cross-platform.
Use if: Your notes are mostly grocery lists, ideas, and quick references.
If you want structure — Notion
Notion is a Lego set for productivity. Databases, kanban boards, calendars, embedded content. Free for personal use. The downside is the learning curve and the temptation to over-organise instead of writing.
Use if: You manage projects, run a small business, or coordinate work across multiple humans.
If you want longevity — Obsidian
Obsidian stores notes as plain Markdown files on your computer. Local-first, no cloud lock-in. Plugins for everything (over 1,400 community plugins). Free for personal use.
Use if: You want your notes to outlive any single company. You think in terms of linked ideas. You're willing to spend a weekend setting it up.
If you want the new wave — Capacities, Tana
Newer entrants like Capacities and Tana use object-based note-taking (every note is a "type" — person, project, meeting — with structured properties). Powerful but the field is moving fast and several have already pivoted.
Our honest recommendation
For most readers: start with Apple Notes or Google Keep. When that breaks down, try Notion. If you find yourself wanting to think more than schedule, try Obsidian. Don't migrate constantly — pick one and commit for a year.