Read Time: 4 Minutes

In today’s issue, I’m going to show you exactly how I build simple yet massively effective Notion systems as a solopreneur.

By the end of this 4 minute guide, you’ll be able to streamline your workflows AND beat the Notion overwhelm like a pro.

Unfortunately, most Notion users try to do too much at once and they don’t build solid structures into their Notion space.

Leaving them to toil in friction-full systems that are doomed to fail.

What The Hell is an “Effective System”?

It’s really quite easy to tell if a system works for you or not.

• Do you know where to put things?
• Do you know where to find things?
• Do you know how to build new things?
• Does it make it EASIER to get things done?

If your answer to any of the above was “uhhh…no?” then this guide is your new best friend.

Let’s dive in!

STEP #1 - Define Your Pages & Workflows

The FIRST thing you need to do to build an effective productivity system is to give it a structure.

Define all of the:

• Pages
• Workflows
• Tasks
• Notes

that you’ll need in your system to make it work for you.

For example, I needed pages for my Business, my Content, my Client Work, and my “Inbox” system.

Those effectively became my “Hub” pages for my entire workspace.

Within those hubs, I can build out workflows.

I define a "workflow" as any system you use to take a task/idea from Point A → Point B.

For me, this usually includes a database.

But it could be a series of pages, a simple to-do list, or even a singular Gallery card that showcases key info for you to check off.

Define these things for your own needs, then move to Step 2.

STEP #2 - Create a Dashboard & Menu

This is my favorite secret sauce for making Notion both aesthetic AND functional:

Dashboards + Menus.

A dashboard is any page that is used as a nexus point for multiple pages and workflows.

(Here’s what mind currently looks like 👇)

I use this to house every hub page in my workspace.

I made it concise so it fits on one screen while I’m on my laptop without needing to scroll.

It’s a snapshot of everything I need to know for the day at a high level, but I can drill down into specific workflows when needed.

Menus are a great way of keeping dashboards clean but effective because they give you a place to drop your:

• Pages
• Toggles
• Gallery Views

And anything else that you would like access to.

PRO TIP:

If you don’t like seeing the full menu all the time (hello, my fellow ADHD fam 😉) nest it inside a toggle.

On to step 3!

STEP #3 - Create SIMPLE Databases

Databases are the juice 🧃 behind Notion systems.

But I get it, they can be overwhelming and get out of control **real** quick.

The solution for this?

Simple databases.

A simple database, in my opinion, is a database with just a few properties displayed at one time.

It should give you the high-level info you need.

But it shouldn’t scare you to look at.

I’d recommend starting with a simple task management database with just a few properties like:

• Due Date
• Status
• Tags
• Progress

You can use sub-items if you want. This will make it easier to create projects with sub-tasks and keep everything interrelated and tidy.

AND if you really want to know the best method for building databases without the overwhelm, check out this thread.​

STEP #4 - Create an Idea Management System

This…this is where most people go wrong.

They don’t think about creating a system that helps them keep track of all that miscellaneous crap.

You know, the random thoughts that fall into your brain while you’re out walking or sipping coffee in the morning?

Yeah, those need a place to go.

Preferably an organized one.

My solution?

The Ultimate Notion Inbox.

I did a thread about this a while ago.

But it’s seriously the single-most helpful system I’ve created in my Notion workspace because it prevents it from falling into absolute chaos.

It gives me a place to write random notes and organize them.

It’s easy to create linked views of certain “notebooks” on page templates where I might need to reference them.

And (here’s the KEY) it’s mobile-friendly.

Which prevents me from dumping everything into Apple Notes and having to dig through a graveyard of uncategorized hullaballoo to pull stuff over to Notion.

(P.S. if you want to just download my Inbox and save yourself 2+ hours of setup, you can grab it here.)

The Secrets To Clean Notion Systems

But…even after all this, there are a 2 key things you’ll need to do to maintain a Notion workspace that truly works for you.

1 → Create structure & rules

If you don’t do this, Notion will explode.

It’s not built with it’s own structure like Asana or Trello or ClickUp.

And that’s a beautiful thing, because it gives you flexibility.

But, with flexibility comes responsibility.

Otherwise it’s just going to grow like a weed and you’re going to get overwhelmed and stop using it.

Some of the main structures I recommend you establish early:

• Page naming conventions
• Database naming conventions
• System views in every database

These will ensure it’s easy to search for and find what you need even if things have similar purposes/names.

2 → Maintenance

Seriously, set aside 30 minutes every few weeks to move shit around.

Make sure everything is in it’s place.

If a certain part of the system isn’t working, spend some time on it.

A lot of people thing that other tools (like the ones I just mentioned) won’t require as much maintenance.

But that’s just not true.

I’ve been a professional project manager for 3+ years and I’ve worked with every major tool out there.

Systems always require maintenance.

Creator Spotlight 🔍

This week’s creator spotlight is Hunter Bohm (@thehunterbohm).

Hunter is an expert at building functional, robust Notion templates with a simple and sleek interface.

He’s also an AI wizard who is absolutely changing the game in the Notion AI space. As one of my very first Notion Friends on my journey, he’s been an invaluable resource for me and for many other Notion users.

He works with agencies and entrepreneurs to build automated, custom systems that save TONS of time.

If you want to learn more about Hunter, follow him here.​

That's all for this week.

Stay Nerdy my friend! 🤓

– Madison

1150 Nw 72nd Ave Tower 1 Ste 455 #13772, Miami, FL 33126
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