Most productivity systems work—until they don’t.
At some point, everything starts to blur together. Projects pile up, notes scatter across platforms, and what once felt organized turns into friction. I’ve been a user of Evernote, OneNote, Google Keep, Notion, and Obsidian for years. My longest relationship is with Evernote, I have been a user since 2007 when the company launched. For a long time it was my be all and end all for my data. I would bounce back and forth between digital and physical books, but could never really come up with a system that worked.
Around 2019 I started using the BUJO method But I found I was still going back and forth between digital and physical means. I still love my paper book, but the power of a digital companion cannot be underestimated. Especially with AI available to you the digital management is a tool you absolutely need.
The problem I kept running into was how to keep things straight between work, school, and home life. As a PhD Student, a Major in the Army, and a husband and father it is hard to keep everything connected. Especially when security restrictions prevent you from synching your work and personal calendars and notes together.
That’s where I found myself using the PARA method developed by Tiago Forte.
PARA stands for:
- Projects
- Areas
- Resources
- Archives
It’s clean. It’s intuitive. It works—up to a point.
But I ran into a problem: PARA didn’t scale well for long-term, multi-layered work. Actually, it also failed when it came to classification of government information. To be clear I’m talking about Controlled Unclassified information. The type of info you might get on an unclassified work computer that cannot be shared back out to your full Second Brain.
So I modified it.
The Problem: PARA Lacks Strategic Altitude
PARA is excellent at organizing what you’re doing.
It struggles with organizing why you’re doing it.
When you’re managing:
- A PhD program
- A business
- A chess training system
- A community organization
- A large communications project encompassing multiple years of data and 1000s of people’s input…
…you’re not just juggling projects—you’re running something much larger.
Tiago describes Projects as short-term things. Think a Term Paper, or other projects that may take more than one day for somebody without ADHD, Adderall and multiple Large Language Models to leverage and do the work. He also recommends keeping your projects limited to no more than 15.
The problem with Projects is they just don’t encompass large goals. I forget if it was in one of his videos or in the book, but he even realized that writing his book for instance was not a project, it was something different, something bigger.
When I started dealing with multiple large-scale projects, or lanes in my life I realized that I needed to break things down a little different.
My First Draft Solution: CPAR-A
I added a layer on top of PARA.
CPAR-A = Campaigns, Projects, Areas, Resources, Archives
1. Campaigns (C) — The Strategic Layer
Campaigns are long-term efforts with a defined direction.
They answer:
What am I trying to accomplish over time?
Examples:
- PhD Campaign
- Chess Mastery Campaign
- First City Chess Campaign
- Business Development Campaign (Beaudry Projects)
- Large-Scale Work Projects that may take multiple years to complete
A campaign is not a task list.
It’s a mission with continuity.
If PARA is an operational framework, Campaigns are the broad strokes that build a true strategic plan.
2. Projects (P) — The Execution Layer
Projects sit under campaigns.
They are:
- Short-term (days to weeks)
- Outcome-driven
- Clearly defined
Examples:
- “Week 4 Discussion Post – Innovation & Interdisciplinary Thinking”
- “Prepare for First City Chess Cup #2”
- “Build Bird Opening Study – Chapter 3”
Projects are where work actually gets done.
3. Areas (A) — The Maintenance Layer
Areas are ongoing responsibilities.
They don’t end. They don’t get “checked off.”
Examples:
- Health
- Family
- Faith
- Finances
- Chess Club Operations
Areas keep your life stable while campaigns push it forward.
4. Resources (R) — The Knowledge Layer
Resources are reference materials.
They support projects and campaigns but don’t require action.
Examples:
- Opening theory notes
- Academic articles
- Training frameworks
- Code snippets
- Templates
This is your second brain library.
5. Archives (A) — The Memory Layer
Archives are inactive items.
Completed projects. Retired ideas. Old campaigns.
Nothing is deleted—just moved out of the way.
Why CPAR-A Works Better
1. It Separates Strategy from Execution
PARA mixes everything together.
CPAR-A forces clarity:
- Campaign = Direction
- Project = Action
That distinction matters more than people realize.
2. It Prevents “Project Drift”
Without campaigns, projects become disconnected.
You start asking:
“Why am I even doing this?”
With CPAR-A, every project has a parent.
No orphan work.
3. It Scales Across Domains
This is where CPAR-A really shines.
You can run:
- Academic work
- Business operations
- Personal development
- Skill mastery
…all in the same system without overlap or confusion.
4. It Mirrors Real-World Planning
This isn’t accidental.
CPAR-A aligns closely with structured planning models:
- Military campaign → operation → task
- Business strategy → initiative → execution
- Research agenda → study → experiment
It’s how complex systems naturally organize.
How I Actually Use It: The Universal Architecture
I don’t just theorycraft this—I run my entire life through it. Crucially, CPAR-A is the identical “Root Directory” for every environment I touch. Because I am currently balancing a military career with a PhD and personal ventures, my system has to survive across different software ecosystems that are legally and technically “air-gapped.”
While I am preparing a transition to Obsidian for my retirement to gain more local control over my data, my current execution relies on a “Mirror System” across two primary platforms:
- Personal & Strategic (Evernote): Evernote has been my primary digital companion since 2007. I continue to use and pay for it because it remains accessible from my work computer for personal files. This is where my “General Brain” lives—the Campaigns for my PhD, the Chess Portfolio (First City Chess and Chess Virtuosity), and my Resources library.
- Work & Secure (OneNote): For everything Army-related, I use OneNote because it is the provided and authorized tool for my role as a Major. Because I cannot sync my personal and work calendars or notes, I maintain a Mirror Hierarchy here. My OneNote notebooks, my email inbox, and my folder structures are all binned into the exact same C-P-A-R-A format.
The Power of the Mirror By keeping the taxonomy identical across Evernote and OneNote, I eliminate the “switching cost.” Even though the software is different and the data is siloed, the mental map is the same.
- If I am at my desk working on C2-cC2 or CFWE projects, I am looking at a “Campaigns” or “Projects” bin in OneNote.
- If I shift focus to a PhD discussion post during a break, I open Evernote to the exact same “Campaigns” or “Projects” bin.
This setup allows me to maintain a Dual-Track Workflow. I have my standard CPAR-A system for my personal life, and a CUI Version in the work environment where all sensitive military information is binned. The structure is the same; only the classification of the data changes.
The Real Insight
The focus here should be on the transition from a “To-Do” mindset to a “Command” mindset.
The Shift from Task-Management to Mission-Command The biggest shift wasn’t just organizational; it was the realization that information has no value without intent. In standard PARA, a project can feel like a chore. In CPAR-A, a project is a sortie or a line of effort within a larger Campaign.
When you ask, “What campaign does this serve?” you aren’t just filtering your workload—you are performing a “no-go” check on your own time. If a project doesn’t have a parent Campaign, it’s a distraction. This mental model allows for Strategic Economy of Force: you stop over-investing in the “Areas” (maintenance) so you can surge resources into the “Campaigns” (growth). It turns your Second Brain from a filing cabinet into an Operational Command Post (CP).
Final Thoughts
Here is where we introduce the “Portfolio” and the “Air-Gap” reality of CUI.
The Portfolio: The Sovereign Level
As CPAR-A matured, I realized there was a level even higher than the Campaign: The Portfolio. If a Project is a battleand a Campaign is the war, the Portfolio is the Theater. While a Campaign has an end state (e.g., “Earn the PhD”), a Portfolio represents a permanent pillar of identity and responsibility.
- The Defense Portfolio: Encompasses the Army career, C2-cC2 projects, and the specific Campaigns within the unit.
- The Chess Portfolio: Encompasses First City Chess (the club), Chess Virtuosity (the brand), and Beaudry Projects (the business).
- The Academic Portfolio: Encompasses the PhD journey and future research contributions.
Managing at the Portfolio level allows you to use data-tagging and ontological structures to see how resources in one Portfolio might support another—without mixing the actual work. It’s the “Executive View” of your life.
Also, I would like to stress I still use a physical notebook as well. This is not as well managed as my digital life, but it follows the same format. I scan my pages using my smartphone and I then send the PDF with optical character recognition (OCR) conducted on the file and sync it to my references to maintain digital continuity.
The Mirror System: Managing the CUI Air-Gap
Finally, we have to address the “elephant in the SCIF”: Classification. Scaling a Second Brain is impossible if you ignore the physical and legal barriers of information security. In the military and government space, you cannot have a “Single Source of Truth” because of the problems associated with Controlled Unclassified Information (CUI). There is no way around it without good knowledge management. Even with a quality KM scheme you are going to hit roud blacks because government approved solutions lack the robustness of commercial and open-source solutions, just as those commercial and open-source solutions lack the security credentials to ensure data safety. My, solution was to implement a Mirror Hierarchy. I found that to maintain mental flow, my work computer’s folder structure and email inbox had to be a perfect carbon copy of my personal CPAR-A system. I have a ‘Campaigns’ folder in my personal Evernote, and I have a ‘Campaigns’ folder on my government NIPR drive.
This creates a Dual-Track Workflow:
- The General Brain: My personal Evernote where the strategy, “Areas,” and personal “Campaigns” live. Note I have built a clone in Obsidian as I prepare to migrate away from Evernote in the next 18-24 months.
- The CUI Brain: The mirrored structure on secured hardware where the actual sensitive data is binned.
By keeping the structure identical, I eliminate the cognitive load of switching contexts. I don’t have to “learn” where things go at work; I just follow the CPAR-A map. The “Portfolio” level acts as the ultimate firewall—ensuring that while the method of organization is universal, the data remains appropriately siloed.
Conclusion
CPAR-A isn’t just about being “more productive.” It’s about building a system that can survive the complexity of a multi-hyphenate life. It scales because it mirrors the way we actually think from the high-level vision of a Portfolio, through the strategic push of a Campaign, down to the daily execution of a Project. It turns “life’s curveballs” into manageable data points.
Moving Forward
This is not just a knowledge management system. With AI you can begin to mine your own data for insights you would never have thought of. You can ask questions about the relevance of an idea or if it is something similar to a bit of knowledge you already worked with, or a project we completed and or shelved. You can work with a local LLM like Llama, or you can integrate everything with something more robust like ChatGPT, Gemini, or Claude.
Further Information
If this project piques your interest, take a look at Tiago Forte’s Youtube Channel. His videos on Building a Second Brain and the PARA Method are outstanding and will help you build your own personal KM system.
His books are also listed below
The PARA Method: Simplify, Organize, and Master Your Digital Life
You might also want to take a look at Ryder Carroll’s Bullet Journal as I have hybridized the two systems.
Paper Journals:
I am a big fan of the LEUCHTTURM1917 The Official Bullet Journal Edition 2 – Notebook Built for BuJo
Any Notebook will do, I just really have come to love how LEUCHTTURM builds their dot notebook over other formats out there.
Digital Tools Mentioned in this Piece:
You don’t have to be limited to these options; I just included these because that is what I have either used or have tried to use.
Items not mentioned that are worth discussing or diving deeper into their use include:

