Feeling like a hot mess month after month? Then keep reading, this is for you.
Raise your hand if you chronically buy planners and never use them. Give us a “that’s me” if you find yourself rummaging through sticky notes for your to-do list.
We’re 99% positive you’ve wondered “surely there is an easier way to getting organized AND staying organized?!”
Damn straight there is.
In this blog post we will walk you through how to plan your month, week, and day using notion. You can download our template here.
If you are a productivity lover, chances are you’ve heard of Notion. Notion is a project management and note-taking software. It uses databases and notebooks to bring you an all-in-one workspace. This “Lego-style” software allows folks to build anything from a content management system to a productivity system and everything in between. If you are a freak in the spreadsheets and/or a notebook lover – you’ll obsess over Notion.
Notion uses “blocks” to build out the pages that make up your notebook. It’s allows you to embed videos, create databases of information, visualize information in various formats, and collaborate in your workspace.
If you’ve never used notion, there is a bit of a learning curve, but the more you use it, the easier it becomes, especially if you utilize the various templates at your disposal. To begin, open up a blank page to familiarize yourself with Notion’s block capabilities. You’ll use the “/” commands to create a to-do list, format headings, embed a page and/or database, create comments etc.
Now that we have the basics covered, lets do the damn thing.
The template we are using can be found here.
To know where we are going, we need to know where we have been. Think of this as an equilibrium check or an alignment audit. Take 10 minutes to reflect on your previous month and record your responses in our Monthly Planning Template.
Take that in for a minute.
Once you embody that notion (lol) you’ll view planning and productivity in a whole new light.
Now this is the fun part: let’s set up your planning template.
First, do a brain dump of your recurring & one- off tasks, projects, and events for the month. Your brain dump is used solely for brainstorming; scheduling will take place later.
To keep your brain dump organized use the toggle block to group “like” tasks.
After 10 minutes of unloading your stream of consciousness, add your calendar worthy events to the “Events at a Glance” section. Here we are simply adding events, NOT tasks.
Events are blocked off times while tasks are items on your to-do list. For example your Course Launch would be an event and a task would be “Create Content for my Course Launch”
More event examples include:
In the Events at a Glance section we are using a notion database to keep track of all of our events. We’ve included two views: table view and a calendar view. Feel free to use one or both. We’ve found that both views are useful when visualizing events and creating tasks around said events.
Use the table view to add events, and use the calendar view to attach dates to your events.
Next, let’s create your to-do list.
Similar to the Events at a Glance Section, your Rolling To-Do List is a database. This master task list includes the following properties (fields):
Take 10-20 minutes to fill out all of your tasks and feel free to add/remove properties as you see fit.
Now that we have listed out all of our events and tasks for the month, let’s make this digestible and break it down by week.
In your weekly planner you’ll find the goals you outlined in the Monthly Planner – the content in this block is synced between the two pages. Meaning, what you change on this page will be reflected in the monthly planner page.
Remember the Events at a Glance Database and Rolling to do list database we used in the monthly template? In the day to day breakdown we are utilizing views to only see the events and tasks for that specific day. Feel free to play around with views and use whatever makes sense to you and your brain.
In the Monday section we used a gallery view to visualize our to do list, but in the Tuesday section we utilized the table view to view our task list. Your views are 90% preference – think about how you process information – do you prefer to see gallery cards with text or images, or is a list easier to visualize your to-dos. pro-tip, we’ve found that list view works the best on mobile.
And there you have it – A monthly and weekly plan in alignment with your goals.
Each month duplicate the template and update the following:
We’ve learned that self-motivation is not going to cut it, especially when you are dealing with external factors such as family and mental health. Instead, design a system that creates a sustainable environment for productivity. It’s your turn, go crush it. If you need support in setting up and customizing your Notion Planner, send us an email firstname.lastname@example.org