Next week is the D.C. Pen Show, and while I’ll be sharing table space with our friends at Vanness Pens, as we do every year, I’ll also be downstairs in the pen lounge hanging out and teaching, including my usual class on notebook systems. By “notebook system”, I’m referring to an organizational system that uses a cover to hold multiple notebooks, refills, and/or other accessories designed to work in combination. Brands that most people are familiar with include TRAVELER’S Company, Plotter, Roterfaden, Lochby, and others.
Typically when I teach this class I walk through the major types of systems and how each one works, along with some personal examples about how I’ve used different options over the years. Discussions can range from cover materials to bindings to refill sizes. I bring samples to pass around the room, and if you’ve been considering a specific brand, it’s a good way to get some hands-on experience before you make what can be an expensive purchase.
A few different brands that I may have on hand in D.C.
For those who can’t attend the class/seminar in person, please do check out the informational resources on Notebook Systems that we maintain on the site. As my own understanding of these systems evolves, and my own use changes, I also like to periodically offer my own thoughts and recommendations on how to get started. For 2026, here’s what I typically advise when people come to see me at a show or in the shop:
Practicality over aesthetics. Choose a system based on your actual needs, not what you think your needs should be (or what social media tells you your needs should be). For me, there are lots of systems out there that I think look really cool, but which don’t align with how I work and organize information. The best notebook system is the one you will use, and that you won’t struggle with incorporating into your everyday life.
Start slowly. Pick the one system you think will work best for you, and use it for a while to see if there are any holes in your workflow or organization. Add accessories as you need them, which helps to control costs. Try to avoid buying multiple new systems at once and testing them at the same time, as this prevents you from diving deep enough to understand how each system works.
That said, don’t be afraid to eventually use more than one system. I personally use a combination of different notebook systems, because I’ve found that each fits better in a different area of my life. The key is to be intentional about how you add things.
Universal sizing is almost always better than proprietary. Beware of companies that try to sell you an expensive cover where the only refill that fits is the notebook that company sells. If that company goes out of business, or you discover you don’t like the paper, you end up having to make your own refills or start over. Check measurements carefully and if at all possible choose standard A5 or B6 sizes or the slim equivalents of the same. Height is more important than width, especially with bound refills, because a notebook can usually be trimmed down to a narrower width, but cutting a notebook across the binding to make it shorter can cause it to fall apart.
It doesn’t have to “look pretty.” My notebooks are not Instagram or Tiktok-ready, which is why you don’t see me post pictures of them all that often. If you enjoy doodling or decorating the margins and headers, by all means do that, but don’t feel intimidated into not trying a specific system because “I could never make look like so-and-so.” (Take it from someone who has followed the stationery influencer world behind the scenes for a very long time - many of those notebooks you see displayed on social media accounts never actually get used beyond layouts for social media posts.)
The Gentleman Stationer is supported by purchases from the T.G.S. Curated Shop and pledges via the T.G.S. Patreon Program. You can also come visit us at our physical stationery store in Nashville, Tennessee.
You aren’t going to find any stamps and stickers in my notebooks, which don’t make great content. :)
