Notion workspace setup

{{whyLabel}}: To avoid duplicating existing friction and ensure Notion solves real problems rather than just moving clutter.

{{howLabel}}:

• List all apps currently used (Notes, Reminders, Calendar, Spreadsheets).
• Identify the 'Single Source of Truth' for each category.
• Note 3 specific pain points (e.g., 'I forget deadlines' or 'Notes are scattered').

{{doneWhenLabel}}: [A list of 3-5 core problems to solve in Notion is documented]

{{whyLabel}}: A proven structure prevents the workspace from becoming a 'digital junk drawer'.

{{howLabel}}:

• Create four top-level pages: Projects (active goals), Areas (ongoing responsibilities), Resources (reference material), and Archives (completed items).
• Use the 'Building a Second Brain' methodology by Tiago Forte as the logic for sorting.

{{doneWhenLabel}}: [Four main pages are visible in the Notion sidebar]

{{whyLabel}}: Centralizing tasks allows you to view them in different contexts (Calendar, Board, List) without duplicating data.

{{howLabel}}:

• Create a new database named 'Master Tasks'.
• Add essential properties: Status (Select: To Do, Doing, Done), Due Date (Date), Priority (Select: P1, P2, P3), and Project (Relation).

{{doneWhenLabel}}: [Database exists with at least 5 properties and 3 test tasks]

{{whyLabel}}: Projects provide the 'Why' behind tasks and allow for high-level progress tracking.

{{howLabel}}:

• Create a database named 'Projects'.
• Add properties: Status (In Progress, Completed), Timeline (Date range), and Area (Relation to the Areas page).
• Link this database to 'Master Tasks' using a Relation property.

{{doneWhenLabel}}: [Projects database is linked to the Tasks database via a Relation]

{{whyLabel}}: Separates actionable tasks from static information to reduce mental load.

{{howLabel}}:

• Create a database for 'Resources'.
• Add a Tags property (e.g., Design, Finance, Health) and a URL property for web clippings.
• Use the 'Notion Web Clipper' or generic browser extensions to save data here.

{{doneWhenLabel}}: [Resources database is created and one web link is successfully saved]

{{whyLabel}}: Notion Home (2024/2025 feature) provides a personalized dashboard without manual setup.

{{howLabel}}:

• Navigate to 'Home' in the sidebar.
• Customize the 'My Tasks' widget to pull from your 'Master Task Database'.
• Add the 'Recent Pages' and 'Calendar' widgets for quick navigation.

{{doneWhenLabel}}: [Notion Home displays today's tasks from the Master Database]

{{whyLabel}}: Capturing ideas on the go must take less than 5 seconds to be sustainable.

{{howLabel}}:

• Create a simple page named 'Inbox'.
• Add a Button block that creates a new page in the 'Master Task Database' with the status 'To Do'.
• Add this page to your 'Favorites' for easy mobile access.

{{doneWhenLabel}}: [A task can be added via mobile in under 5 seconds]

{{whyLabel}}: Bridges the gap between task management and time-blocking.

{{howLabel}}:

• Download the 'Notion Calendar' app (formerly Cron).
• Connect your Google or Outlook account.
• Enable 'Show in Calendar' for your 'Master Task Database' to see deadlines alongside meetings.

{{doneWhenLabel}}: [Notion tasks appear as events in the Notion Calendar app]

{{whyLabel}}: Theoretical systems often fail in practice; testing identifies where the workflow breaks.

{{howLabel}}:

• Commit to using ONLY Notion for all tasks and notes for one week.
• Create a 'Friction Log' (simple list) to note every time you feel 'lost' or a step feels too slow.
• Do not change the system during the week; just observe.

{{doneWhenLabel}}: [7 days of usage completed with at least 3 friction points logged]

{{whyLabel}}: Optimization ensures the system evolves with your needs.

{{howLabel}}:

• Review the Friction Log.
• Simplify properties that were never used.
• Add 'Database Templates' for recurring project types to save setup time.

{{doneWhenLabel}}: [At least 2 adjustments made to the workspace based on test results]

{{whyLabel}}: Systems fail when they are not maintained; reviews keep the data clean.

{{howLabel}}:

• Create a 'Weekly Review' template.
• Include steps: 1. Clear the Inbox, 2. Review 'Waiting On' tasks, 3. Update Project statuses, 4. Plan the upcoming week.
• Set a recurring reminder for every Sunday/Monday.

{{doneWhenLabel}}: [Weekly Review template is created and first review is scheduled]