A few years ago, I discovered Notion and started using it to manage my entire work. It helped me a lot to keep my work organized and be more efficient.
Even since I started using this tool, I’ve made numerous iterations to my setup making small improvements every now and then.
After using Notion for almost a year now, I am now able to use it more efficiently by making use of its advanced features.
In this article, I’ll share my Notion setup for 2022 and show exactly how I use it for maximizing my productivity and minimizing my time doing repetitive work.
If you already use Notion, this article will help you find some inspiration on how you can organize your work. And if you have no idea about Notion, this article will show you how powerful Notion really is!
Before we get into it, I also want to let you know that I’ve made a totally separate setup for managing my design work in Notion.
I’ve published an article about it on my design blog GridRule and you can check it out there. I’ll not be covering it here because it’s a massive setup that requires a separate article in itself.
That being said, let’s get started.
My Notion Setup For 2022
Notion is a powerful tool for organizing your life and increasing your productivity. It’s not a tool to just organize your work.
You can use it for various purposes such as note writing, daily planner, journal entry, and more.
I use Notion to organize my work in one place and be more productive. This helps me spend less time organizing and more doing some actual work.
If you’ve never used this tool, my Notion setup can feel overwhelming to you.
But let me tell you this:
Once you start using Notion, you’ll learn new features, ideas, and methods on how you can organize your setup.
The setup that I’m going to show you is a result of hundreds of changes made over the last year.
I didn’t create this setup overnight. It took me a lot of time to understand certain functionalities and learn how I can incorporate them into my setup.
As someone who spends a lot of time creating content, I created this setup around my content work to help me easily plan, schedule, and manage my content.
But I also use it to manage my social media calendar and my design work.
Here are the pages of my Notion setup and how I use them in my day-to-day life:
The dashboard is where my most important pages are located. Here’s how this page looks like:
I have my pages categorized under Agenda, Work, Admin, and Miscellaneous.
From this page, I can get to every other page in my Notion dashboard quickly. Previously, I had a tasks planner right on my home page.
But I’ve since removed that and added a new Action Center page to replace it.
Before we into the inner pages, I wanted to give a simple tip to you:
Don’t overcomplicate your main home/dashboard page. I’ve seen many Notion setups on Reddit, Facebook Groups, and Twitter where people have a dashboard page overloaded with stuff.
Things like a calendar, a picture of you, and so many other things. I know adding these things can make your Notion dashboard look more aesthetic and beautiful.
But it can affect your productivity tremendously. If you’re using Notion to manage your entire life, you want it to have minimum distractions.
That’s why my Home Dashboard page is simple and clean so that I don’t get overwhelmed every time I open Notion.
That being said, let’s move on to the inner pages of my Notion workspace.
The Action Center is where I manage all my tasks. Here’s what it looks like:
On this page, I have a table named Tasks Backlog. In the above screenshot, you’ll see that there are two tables having the same name.
But they are not two separate tables. The first table is just a view of the main Tasks Backlog table below it.
In the main table, I add all the tasks I have to do. I add all the tasks to this table and assign a date to them.
The tasks that have the Do Date of Today are then automatically displayed in the first table.
This is done by creating a Linked Database in Notion that lets you reference other tables on a page.
I’ve done this so that I can view all the tasks I have to do Today in a separate table. This prevents me from getting overwhelmed by the sea of tasks I have to do.
Social Media Calendar
My social media calendar page is very simple but again, very efficient. Here’s how it looks like:
Again, I have a table where I can add entries for each social media post. And, I have columns to define and categorize my social posts.
Here are the following columns:
Let’s talk about each column in detail:
The date column contains the publish date for the post.
This is a multi-select column where I can add the different platforms the post is going to be published on.
Instead of adding a single entry for each platform, I only use one entry for all the platforms.
With social platforms having stories, I use this column to categorize whether my social campaign is a post or a story.
This column is useful especially when I’m planning content for my Instagram.
The status column contains the status of the post.
Similar to my content calendar, this checkbox column allows to me check the content that is published and it disappears from my main calendar view.
As soon as I add a new entry to my social media calendar, I load up a template which is shown below:
I’ve created templates for different platforms. If you’re a creator, you know that using the same copy for each platform is not always a good idea.
That’s why I have different templates so that I can create content for each platform properly.
You might be wondering if my content calendar page already contains the list of published posts, what’s the reason to have a separate content archive page.
Honestly, there’s no good reason to have this page except I wanted a page to have a list of all the content I’ve written over the years.
I have categorized the page into two categories: Client and Self.
The ‘Client’ section contains content I’ve written for my clients and the ‘Self’ section contains content that I’ve written on my own blogs and guest posts.
In essence, this is to separate content that I’ve written for myself and the content I’ve written for others.
Let me show you one of the pages of my content archive.
Here’s the content archive of my personal blog:
It’s a simple table with the name of the post, the word count, and the year it was published. I haven’t added any more columns to the table but I do plan to expand the table so that I can make use of it in a better way.
In the footer of the table, you can display different values calculated from the table. For example, in the above table, I can view the total word count of all my content by using the ‘Sum’ property.
I was able to calculate the total word count of all the content I’ve published with this nifty little feature.
Pretty neat, right?
I don’t use this page frequently now that I have a completely new setup for design work. But I have still not deleted it yet as it can be useful in some cases.
This table has two sections namely: Admin and Projects.
The Admin section has a single page named Work Log. As the name suggests, this page has a table that lists all the design work I’ve done.
The table contains different columns for different design platforms. As I publish these projects to different platforms, I check the column of the respective platform.
The Projects section contains the different design projects I’ve worked on recently and currently active projects. It’s just a toggle list with pages inside them.
That’s all on my Design Work page currently. This page looks empty because I’m currently using a different setup in the CRM page where I manage all active and completed projects.
The goals page contains the different goals I have for the year:
As you can see from the above page, I have categorized my goals into Financial Goals, Business Goals, and Personal Goals.
Financial goals contain the goals I have to achieve financially for both my personal blog and Pixify. Business goals have different goals to grow my business, get customers, etc.
Lastly, the personal goals section is to add goals that I want to achieve personally. This contains goals such as learning a particular skill and more.
This page helps me be on track and work hard to achieve the goals I’ve set for the year.
The Finances page is where I add all my Income and Expenses. It has three tables namely: Income, Expenses, Balance Table.
Here’s a quick breakdown of each table:
The Balance Table displays the total Income and Expenses for the fiscal year. The columns that display these numbers are actually connected to the Income & Expenses table on the page using the Relation property in Notion.
This table has the following columns:
And if you’re wondering how I got that progress bar, I’ve used a formula that calculates the Profit and the Profit Goal and displays how close I am to meeting my Profit Goals.
Here’s the formula you can copy and paste to your setup:
format(slice("▓▓▓▓▓▓▓▓▓▓", 0, floor(prop("Profit") / prop("Profit Goal") * 10)) + format(slice("░░░░░░░░░░", 0, ceil(10 - prop("Profit") / prop("Profit Goal") * 10)) + " " + format(round(prop("Profit") / prop("Profit Goal") * 100)) + (empty(prop("Profit")) ? "0%" : "%")))
The income table is where I add all the Income I’ve generated. It has the following columns:
This table is similar to the Income table with a few extra columns:
Whenever I want to write down something, I open the Notes page and write it down here.
Whether I’m planning something or writing notes from something I learned, this is the page where everything goes.
There’s not much to show and discuss on this page except for the fact that I write my notes here. One notable thing about this page is that I create pages inside this page when I’m writing notes that are large.
We all need entertainment in our lives and I love watching movies. Since I’ve been using Notion for only a year, I haven’t added all the movies I’ve watched on this page.
The page currently only contains the list of movies I’ve watched recently and the movies I plan to watch.
I write the movie name along with details such as the genre, a column to check the movies I’ve watched, and the rating of the movie.
Please don’t mind the ratings I’ve given to the above movies. And yes, I’m a fan of classic movies.
Videos To Watch –
I don’t always entertain myself when I’m not working. I also spend a lot of time watching videos on YouTube to learn something new.
Whenever I find a video worth watching, I add it to this page, assign a category to it along with the channel name, and add a duration of the video.
The reason I add the video duration is that depending on the free time I have, I can decide what video to watch by looking at its duration.
Also, when I’m done watching the video, I write stuff that I found useful or need to remember in the notes column. This is very useful because I won’t have to watch the video again to remember the content of the video especially when it comes to long videos.
The quotes page simply contains a list of quotes that I like. I write these quotes on this page.
So, are hooked on to the idea of Notion being your all-in-one workspace?
If yes, then let’s discuss the pricing of this tool.
Notion is completely free with all its features for up to 1000 blocks.
A block is a single piece of content you add to a page. For example – a table entry, to-do list item, an image, are all a blocked. Your whole setup is made from these blocks.
Though Notion claims 1000 blocks are more than enough, they would quickly be used if you want to create a fully-fledged workspace.
I have already exceeded my 1000 block storage.
So, how much does Notion cost if you want to use more than 1000 blocks?
It’s free! Yes, you heard it right. That’s why I love Notion!
Making Notion Work For You
So that’s all about my Notion setup. You can recreate my complete setup on Notion yourself or you can use it as an inspiration to create your own setup.
It’s important to remember that what works for me won’t work for you. That being said, try to create your workspace in a manner that helps you be more efficient.
Also, it’s doesn’t matter if you’re just a beginner getting started with Notion. You don’t have to use Notion’s advanced features right away.
If you’re looking for more inspiration apart from my setup, you can find some great templates on this website to figure out how you want to set up Notion. Also, you can check out Notion’s subreddit on Reddit to learn more about Notion from the people using it.
My recommendation is that you start with a simple setup and as you use Notion over time, you’ll understand the tool much better and will be able to create a setup that helps you get more productive and work efficiently.