Studying for certifications can feel overwhelming. There’s always more material than time, and passive consumption of content rarely leads to real understanding. Because of that, I developed a structured system that actually works (for me). It combines proven learning science with modern AI tools to make studying efficient and effective.

In this post, I’ll share the complete system I use to prepare for professional certifications.

At its core, I’m following this simple principle:

Fail fast! Learn fast! Improve fast!

The Core Principle: Retrieve, Encode, Repeat Link to heading

The foundation of my system is built on one key insight from learning science: You learn by retrieving, not by consuming. Reading notes doesn’t create lasting memory. Testing yourself does!

My study cycle follows four iterative steps:

  1. Retrieve - Test yourself before you know the material
  2. Encode - Consume and visualize the content
  3. Retrieve - Teach and recreate without looking
  4. Encode - Fill the gaps you discovered

This cycle repeats for every major topic. A good example is described in this video by the creator of Ahmni.

Let me break down each step.

The Setup Link to heading

Around this concept, I’ve built a template (available on GitHub) that I copy for every study project. The entry point is the readme.md file that outlines the steps for setting up the project. After that, you just walk through the learning cycle for each topic, because all the material is already gathered and organized.

To save money, I use different AI tools based on their strengths. The only AI tool I pay for is the premium version of NotebookLM, which I find invaluable for creating audio content from course materials.

The Tools I Use Link to heading

For studying, I actually use:

  • MacBook
  • iPad (with pencil)
  • iPhone
  • Earbuds
  • Focus music (mostly lo-fi or instrumental)
  • Calendar app for scheduling study sessions
  • AnkiWeb
  • Anki app
    • Spaced repetition flashcards
  • Obsidian
    • Central knowledge base and note organization
  • NotebookLM
    • Creating audio podcasts from course material
  • ChatGPT
    • Content creation and study prompts
  • Claude AI
    • Technical content and detailed explanations
    • Creating tests and quizzes
  • Ahmni (iPadOS only)
  • Physical notebook and pen
    • Capturing ideas and questions on the go

Step 1: The Pre-Test (Retrieve) Link to heading

Before studying any material, I take a test on it. I will fail this test - and that’s the point! This failure primes my brain for what to look for when consuming the material. It transforms passive reading into an active search for answers to questions I now know I can’t answer.

Step 2: Consume and Visualize (Encode) Link to heading

Now I go through the course material, but not passively. I use the Ahmni app on my iPad with a pencil to draw visual models and diagrams as I learn. As in school, you can’t write down every word the instructor says because he speaks too fast. This forces you to synthesize and summarize in real time.

Using “pen and paper” (the most efficient method to encode information) forces engagement with the material in a way that highlighting or note-taking doesn’t.

During this phase, I also sometimes ask AI tools questions whenever something isn’t clear. The goal is to build a high-level understanding of the topic, even if it’s not perfectly detailed yet.

Step 3: Teach Without Looking (Retrieve) Link to heading

This is where real learning happens. I try to:

  • Teach the topic to imaginary students (out loud)
  • Redraw my visual models without looking at the originals

I will run into problems. I’ll forget things. I’ll realize my understanding has gaps. This is exactly what should happen.

I mark every problem with a red pen and write down every question that comes up. These gaps are the most valuable part of the process because they show me exactly what I don’t actually know.

Step 4: Fill the Gaps (Encode) Link to heading

With my list of problems and questions, I go back to the material to find answers. I update my visual models with the new information.

Between topic iterations, I do a quick self-regulation check:

  • What went well?
  • What went wrong?
  • Do I need to go back and refine anything?

Organizing Knowledge in Obsidian Link to heading

I maintain a structured folder for each certification study project. Every folder contains the same set of files:

topics.md

  • The main syllabus topics broken into checkable items. This is my progress tracker.

glossary.md

  • Definitions I encounter while studying, organized alphabetically. When you’re learning a new domain, vocabulary matters.

formulas.md

  • Mathematical formulas, coding patterns, and if/then logic flows. Things that need to be memorized exactly.

processes.md

  • Step-by-step workflows and procedures. How to actually do things in practice, not just understand them conceptually.

tools.md

  • Commands, shortcuts, configurations, and troubleshooting guides. The practical reference material I’ll need after certification.

methodologies.md

  • Frameworks, decision matrices, and comparison tables. When to use approach A vs. approach B.

resources.md

  • Links to external materials, videos, PDFs, and references.

overview.md

  • Metadata about the certification itself: exam price, number of questions, passing score, time limits, and my planned study schedule.

This structure ensures I’m not just memorizing facts, but building a complete mental model of the subject that I can reference and apply later.

Why This Works (maybe for you too) Link to heading

This system works because it’s built on how memory actually functions:

  • Active recall beats passive review every time
  • Spaced repetition optimizes long-term retention
  • Visual encoding creates stronger memory traces
  • Teaching exposes gaps in understanding
  • Multiple formats (text, audio, visual) reinforce learning through different pathways

It’s more effort upfront than just watching videos. But the time invested in setup pays off with dramatically better retention and fewer repeated reviews.

The goal isn’t to consume the most content. It’s to actually learn and retain the knowledge needed to pass the exam and apply the skills in real work.

Final Thoughts Link to heading

Building a study system takes iteration. What I’ve shared here is the result of multiple failed approaches and continuous refinement. Your perfect system might look different.

But if you take one thing from this post, let it be this: stop passively consuming content and start actively testing yourself. The discomfort of not knowing the answer is where learning actually happens.

The templates are built modularly, so you can adapt them to your own needs and preferences.

Good luck & have fun :)