How to Use Notion to Be More Productive

What is Notion?

Over the past month, I've started using Notion to manage my business. (Psst...we do get some Notion credits if you click that link 🙏). I've had such a good experience with Notion so far that I thought it was worth sharing with you.

For starters, I'm really pleased with the functionality and versatility of this tool. I've been able to move so much of my task-related content into Notion and am already feeling a lot more organized. I'm actually drafting this blog post into Notion right now.

So what exactly is Notion? The official tagline reads, "The all-in-one workspace for your notes, tasks, wikis, and databases." People are comparing it to a mash-up of Google Docs, Evernote, Trello and Todoist.

For my team, it has completely replaced Asana, Trello, and Google Docs (all great tools, btw!), and I have Notion workspaces for both my business and personal project management.

If you search the interwebs, you'll find examples of people using Notion for wedding planning, thesis writing, podcast management, meal planning, marketing campaigns, and so much more.

Bottom line: Notion has become a one-stop shop for me to manage my life.

But I'm most pleased by what it has done for my business operations and time management. As an entrepreneur who wears many hats, Notion not only keeps me more organized but has become the perfect personal productivity tool for me right now (more on that in a minute). Oh and did I mention it's free? Magical.

So what can Notion do for you? Basically, whatever you want. Its super flexible, lego-like structure supports many scenarios, but here's list of its popular uses:

  • Task Manager
  • Note-Taking
  • Project Management
  • Goal Setting Tool
  • Habit Tracker
  • Excel Replacement
  • Lightweight CRM
  • Digital Bullet Journal
  • Content Calendar

Want to see exactly what I'm talking about? Thought so. I'll show you some screenshots of a few of the ways I've set up my Notion workspace to manage tasks and boost productivity in my business:

Example 1: Healthy Work Home Base

Notion Home

This is where all of our important business and brand details live, basically serving as a wiki for our team.

I've loaded this section with important docs, links, and admin info my team and I need to reference on the regular. For example, this is where our mission and vision statements live, links to research we've compiled for specific projects, accounting stuff, contracts, KPI casting, etc. We're still building this section out, but it's working well to organize our files so far.

Example 2: Weekly Roadmap

Notion Weekly Roadmap

I'll be honest, at first I was hesitant to give up Trello. But I quickly saw that Notion easily replaces Trello & then some. So if you're a Trello fan like me, then you'll love taking advantage of kanban boards in Notion.

This is what has helped boost my productivity the most. Here's how it works.

I've set up a "Weekly Roadmap" to lay out my business tasks for a given week. From the above screenshot, you can probably tell I am working on my podcast this week.

Each task is given a card that I can click to add or reveal more details about what I need to do. As you can see, I time block each task and aim to complete about 4-5 blocks per day (1 block = 1.5 hours).

Once I have my week set up, I can easily track progress and move around tasks as necessary. Throughout the week, I just add new or uncompleted tasks to my backlog list. That way, they're ready for me to drag and drop on Friday, which is when I plan out tasks for the following week.

Completed tasks go into my archive list in case I need to reference something later. If I want to assign a task to a team member, I can easily do that, too.

Example 3: Facebook Content Calendar

Notion acebook Content Calendar

I use Facebook a lot for my business, so a content calendar is essential to keep me organized and on-task. If you're currently planning out same-day posts, just stop. You'll save so much time (and sanity) batching content and mapping it out ahead of time. Trust me.

I've set up a month-by-month calendar in Notion that gives me a birds-eye view of ready-to-go content going out in a given week, month, etc. I always stay at least a week ahead of social media content. And ideally, I'd plan out even more in advance. Baby steps, right? When I'm ready to publish or schedule Facebook posts, I just select a post from my calendar where I can quickly grab the post copy, Figma link (if there is an image needed), and any other details I've stored.

Below the calendar view, I've created lists where I'm able to prep & brainstorm content for each of the Facebook accounts I'm managing. I've set up pre-populated tags so that I can quickly see which posts are waiting on post copy, image copy, image design, etc. And I have the ability to assign posts to me or other team members assisting with content creation.

For example, this is where I assign & submit image requests to my designer (who is actually just my very generous hubby).

Example 4: Lightweight CRM

Notion Lightweight CRM

To my delight, Notion can also function as a lightweight CRM (Customer Relationship Management) database. Right now I'm using Notion to keep track of our relationships with influencers in our space.

When we launch our podcast, I will expand this CRM functionality to track info about the people we interview. And I'm sure there are many other ways I will be able to use this feature as we grow.

So I think it's safe to say that I've barely scratched the surface of using Notion to its full potential in my business. I'm excited to share more tips & hacks with you as I learn & use Notion more.

How to get started

Like I said, Notion is very easy-to-use and there are some great resources available to make getting started a breeze. Here's a video that was helpful for me.

Let me know if you try Notion out. I'd love to learn how you set it up to make it work for you.

Check out Notion

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Created by

Danielle Reynolds-Flatt

Danielle Reynolds-Flatt is a nutritionist, entrepreneur, marketing nerd, and cat lady.