How to Manage Your Time Better: context is everything. Build this Notion productivity system with me
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- Äas pĆidĂĄn 24. 07. 2024
- Got a long to do list? Working on multiple projects? Here's how to manage your time better. This tutorial will show you how to build this Notion productivity system that you can start using tomorrow. The solution? Context is everything. This is the first step to building your productivity system for a freelance lifestyle, improve your task list management and organise your projects. I'll take you through the first steps of building a second brain in Notion to manage your life better and use batch tasking in your workload.
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VIDEO CHAPTERS:
00:00 Intro
01:52 Context and batch-tasking
03:52 How to start building your productivity system in Notion
BUILDING A SYSTEM IN NOTION IN 10 MINUTES:
05:06 How to create a task list database
06:03 Building your productivity dashboard
08:46 How to create your project list database
09:58 Using linked databases in Notion: Connect your task and project lists
11:07 Using filters in Notion to organise your tasks
13:16 Filter your tasks by priority
13:48 Context: Use tags and board views in Notion
14:47 Discover more
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BETTER CREATING
My name is Simon, and I'm finding ways to simplify productivity & creative life.
Exploring productivity, simple living and creative life, the Better Creating CZcams Channel is my project to build a toolkit to help creative people (including me) create more meaningful work, create better content, and live more intentional stress-free lives in the process. Other than doing this, I work as a freelance creative in theatre and film, creating productions.
Enjoy the video:
The Notion App is one of those great productivity tools that help you be more productive with your time and get things done. The thinking behind how I'm using it helps with time management, being more stress-free, and living a productive life. You can use these productivity tools to organise your life, focus your goals. I'm sharing great ways to collect ideas and organise your knowledge base. Productivity for creatives. Nice.--
Please subscribe and turn on the bell notifications so you don't miss my weekly content, join the conversation by dropping a comment below and help this channel build a creative community.
#productivitysystem #Notion #timemanagement #StartCreatingNow #BeBetterCreating
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You're the best guy in youtube explaining Notion! Thanks very much..!!!
wow - that's very kind! I'll take that, even if it's debatable! If this isn't worth pinning I don't know what is. Thanks for supporting the channel. :)
I made these guy's words my own. Congrats on the excellence of your content.
Totally agree! I just started using Notion and have been doing a deep dive into how to build the best productivity system for me. Have gone through lots of courses on SkillShare (all good), but your explanations are clear, concise and friendly. Thank you for this lesson. Subscribing from Australia. đđđđ
it's just amazing! been watching and rewatching your videos for the past week, very useful and cool! thank you!
You are welcome! Thatâs great to hear. :)
Great walkthrough! Thank you!
I have watched countless videos on notion on CZcams. Countless. And by far, yours are the most helpful and easiest to follow. Thank you! Binge watching your content now.
Ah, thanks for he fab feedback Rhea! Welcome to the channel!
this helped me so much! really one of the best functional videos on notion that I've seen. thank you for sharing!
Thanks for the fab feedback. Great that itâs so helpful! đđ„
Exactly what I was looking for!!! Thank you soooo much, Simon!!!
Yaaaas! Great stuff.
Youâre a wonderful teacher, Simon. Thank you so much for showing how to set up these systems in a clear, easy to follow way. I watched this video all the way through once and then watched it again, pausing as I followed along with each step. Up until this point Notion had me a tad baffled so I was excited to discover your channel and learn so much already. Iâve subscribed and Iâve added to my task list â Watch & learn more from Better Creatingâ. With gratitude x
Well this is such a lovely read! So pleased! I think everyone should have a recurring task item called âWatch & Learn from Better Creatingâ⊠but then Iâm bias. âïžđ„
@@BetterCreating I hadnât thought of that, but as soon as I finish figuring out how to make a recurring task happen, âWatch & Learn from Better Creatingâ will added. Cheers!
This is a life saver! Thank you for creating this, just finished creating mine and am so excited to start using it. Would love to see more on how you create work flows for different projects and types of organization methods you use for life management on Notion.
That's great to hear! Look out for my new vid this week on how i use Notion for structuring and managing my creative process for this channel: i think it's transferable to loads of different creative processes. :)
Thank you, will definitely check it out!
This was Amazing!!!!!!!!!!! I subscribed.
have been going through you videos, I do like the simplicity of this recurring tasks
The first video that explains step by step how to set notion up. Fantastic! Your explanation is clear and very helpful. Glad I found your channel, I just subscribed. Keep up the good work!
Thanks and welcome! I think youâll also like my Notion from scratch series playlist - a newer version of this kind of stuff. đ
This video has been insanely helpful and highly informative! Thank you so much!
Thanks! One of my very first Notion epics! Check out recents for my complete life management templates
It is really what I want, thanks.
Thank you for sharing your ideas. This video is a godsend !!
You are welcome. Check out the Notion Builds playlist for a load more around my wider productivity system. :)
These videos are helping me so much! You're without a doubt the best youtuber about productivity on Notion. Greetings from Brazil!
Iâll take it! Thank you. Welcome to the channel. :)
So usefull ! Thanks for this one and thank you for your channel !
My pleasure! Loads more videos that take all this further on my Notion Productivity Builds playlist too :)
You are really awesome dude. This helped me a great deal. My anxiety is gone. I truly appreciate what you do. Also, I just bought your journaling template :-) Excited about that.
So great to hear! Thanks for following the channel and all the best with keeping things calm and organised! :)
I really like the quality of this new channel. Hope to see more on notion and productivity related stuff.
So pleased you are enjoying the content. Thanks for supporting the channel and helping this new channel grow. :) More productivity stuff coming soon đ
@@BetterCreating I think you add great value with real life example and the way you explain stuff. Great ! thank you very much.
The Big Question: Hi everyone: thanks for your support so far on this channel. What are you favourite tools for managing your workflow and creative ideas?
notion
đ well alright then! i agree.
Excellent info for right brain and left brain! Gracias!
Welcome! And Welcome to the channel
super helpful!! You just saved my life.
Great to hear itâs helpful! You are welcome. Check out my complete productivity system on the playlists too :)
Thanks. Great explanations ! Subbed
Great to hear. Thanks for following the channel. đ
I love your videos Simon! We have alot in common so I'm so happy I found your channel. I'm a creator, a freelancer, actor, documentary film producer/director (& possibly videographer in a film I'm currently 'mind mapping'), & I've always wanted to write & direct (& act in) a play about depression. I'm also in a process of creating a lifestyle where I own about 25% of what I do now. I could go on & on, I'll stop here though & say thank you for being so genuine in your videos, & thank you for 'just starting' your channel. I LOVE Notion btw! I signed up after watching the first video of you I stumbled on. đ
Hi Shawna, yes, sounds like we do share a lot of interests. Thanks for sharing this - great to hear the vids are valuable and sounds like you have lots of great plans! Thanks so much, see you on the next vid. đ€
@@BetterCreating đ€
One of the most easily understood videos. đ
Thanks! :)
Thank you so much, your dashboard creation is amazing! You got a new subscriber from Brazil!
Ah thanks, glad you are finding it useful. More additions coming soon! đ
Do you have a Template of your Notion Settings?
Hey: Iâm working on a full template / set of templates Iâll share once refined and I work out the best way to make available. Getting a few requests so Iâm on it!
Amazing!!
Thanks!!
THIS IS SO GOOD. I'm using your system today thank you!
Nice one Chris. Happy Notioning! You might enjoy this full tour of my 2021 template system too: czcams.com/video/szTZdEQsiys/video.html
@@BetterCreating Hi! Lovely notion set up, that was the first video I watched actually :)
I want to start using notion, but it seems so daunting to get started. This is very helpful. Thank you!
Great to hear - make sure you check out my Newer Notion From Scratch playlist too.
Awesome video!
Thanks! đ
Let me know below what you'd like to see built next in this system: I'll be creating more videos going further with creating this Notion life management system soon! Thanks for watching and make sure you subscribe to see more of my content in your feed. đ
On my home page, I'd like to have a single calendar view that shows everything date-related from all the databases: an aggregate calendar. I'm not sure that's even possible, though. For example, my contacts have birthdays and anniversaries. My personal learning has a schedule of something every day. My work calendar has vacations and closings. Any ideas?
Yes, I think this is very doable for tasks - but each one has to be put in separately as recurring tasks donât populate in advance in Notion: Iâm working on something like this into my 2021 Dashboard at the moment
Great stuff.
Thank and thanks for watching! đ You might enjoy my new vid on creating a digital notebook system too: czcams.com/video/rFHW03vC4Tw/video.html
thank you so much
No problem! Think youâll like my newer âNotion From Scratchâ Playlist too for an I payed more integrated build than this too!
Thank you âșïž
No problem! Loads more developments to the system on my Notion playlists
Hi I am from Taiwan (one of the Asian countries ). I just knew your channel this weekend. I enjoy your tutorial-related notion. it is very clear to be understood. I also like your cat on your video. the structure of the photo/video is very lovely. Thanks
Thanks for the great feedback. So pleased you are enjoying and greetings from London. Yes! I know Taiwan :) âïž
Thank you so much for this fantastic video. It has made a huge difference for me. Without this video, it would take hours.
Ah wonderful! have you seen my latest Notion From Scratch playlist? Even more up-to-date and comprehensive build tutorials like this one - think you'll love it :)
Hi Simon, this is so great, thank you for creating this video! Could I clarify something - how do you programme it for any priority tasks to appear in the priority section rather then stay in the due today section? I couldnât work things out with the tick boxes and filters! Thank you đ
Hi Lucy: youâd need to filter the priority section for Done not ticked and priority ticked in each of those columns. Then in due today / due this week etc you need to filter the priority column to only show unchecked. That will remove priority items from you other lists. If you want, you can also then hide the priority column in those sections so itâs nice and clean as you wonât need to see it in due today etc. Hope that makes sense! I think Iâm going to make further videos continuing to build other stuff soon đ Good luck!
Thank you for doing this. I really like your channel. I've tried the filter portion of the video twice however "after" isn't an option for selection in the "due in 7 days" portion of the video. Please assist.
No problem and thanks for watching. If you look at the options The filter would where âdueâ or what ever the column is called is âafterâ âone week from nowâ. Good luck!
Thanks a lot - it was really helpful! I'm looking at your other videos and learning so much. Could you please let me know where I can find your guide of creating "task Inbox" table which is on your dashboard? I have difficulty in finding it (would appreciate it very much if you could let me know which video of yours I should see. Thank you so much!
Great to hear. I think I explain how it works briefly in this video. Just create it the same way as the other sections on the personal Home page on this video as follows. 1. create a linked database of the tasks list at the top of the page. 2. Filter the âDoneâ column so that it only shows tasks that are not done. 3. Filter it so that ârelated project is emptyâ - this means that when you add a new task to a project it disappears from the task inbox, and that any new tasks stay visible in the inbox until you add them to a project. Good luck!!
@@BetterCreating Wow, thank you so much! I found setting the right filter challenging and your reply solved the problem! Your videos are now my favourites, I'm very sure that your channel will be hugely successful (I think I'll feel quite proud of myself then that I discovered your channel relatively early!) Thanks a lot for making such helpful videos!
Ah, so great to hear, great that that solved it. Really appreciate your comments and thanks for supporting the channel. Do help spread the word! đ€
the Best video on youtube about creating a personal tasks list on Nontion! Why not share web?))
Thanks for the kind words! Thatâs great to hear and yes, spread the word! đ
I swear I am so happy I found your channel you the only person that explains it and shows it so I can understan. I just feel so fucking dumb watching the others make notion so complicated. My ADHD brain cant handle them lol. Also why a checkbox for priority. Why not make a multi choose and do P1 and P2 and P3 Why and how to use priority as a checkbox?
Great to have you! I recommend watching my latest build with me series âNotion from Scratchâ playlist and you can find my tasks and projects guide in the main Notion playlist for a guide to how and why I use this set up - itâs come a long way since this video. On priority - I donât see priority 1, 2, 3 as priorities. I think itâs better to just select just one or two things that are most important - or even better - just have a âOne thingâ tag for the one thing to do for the day.
Fantastic Video!! I LOVE it. Not only are you creating great content on combining GTD and Notion, you are also make it fun to watch. It really gave me insight in the importance of contexts and categorizing your next actions accordingly. Also Your HOME or Dashboard looks really good. Keep up the great work!! I have ONE question about the content in your project list: you've added: 1. Personal Life, 2. Shoot video & 3, Bucket list. Isn't Personal Life an Area or Accountability, and the bucket list another way the refer to a Some Day Maybe List? If so should they then not have a list of their own, since GTD gives us that projects are ' more than one action needed to achieve a desired result' (page 159, Getting Things Done, David Allen)? Curious to hear your thoughts! Cheers!
Hi Rijk: so great to hear you enjoyed this! thanks for commenting. I added those in the example build just to give a flavour or what you might use it for rather than specific suggestions: however - I believe that 'Bucket List' is a great example of something I've made a 'project' in my actual system: more than one task, that i want to be able to review regularly, but doesn't necessarily have specific due or do dates: yes, another name for a someday maybe list - but i like to have this within the project database so my automated project review system brings it back to me to review. Again however, these three were just loose examples for the build. Hope that helps! Thanks for the great comment! :)
@@BetterCreating hey man, thanks for you reply. It makes total sense now. Have a good one.
At 9:50 before you leave the project screen there is only 2 columns, but when you return at 10:53 after linking on the Tasks page, there is 3 columns. I tried adding this column by creating a relation but it doesn't automatically fill with the tasks from that project, although it lets me add them manually. is this supposed to autopopulate or do you have to go adding the tasks on each page manually?
Hi, I'm trying to add the filter for due date is after ... or due date is within. I don't have those options. Has Notion removed it?
Thanks for the videos. I had given up on Notion, but you brought me back.
It should be there - still is for me - it will be in the second box when you set the filter. So box 1: Due Date, Box 2: Is within, Box 3: 'a month from now' or whatever....
Thanks for watching! glad to hear that - check out my more recent videos and templates too - they might help you out too :)
@@BetterCreating Thanks, I found it. It's under the "IS" criteria.... Solved. :)
This is so helpful, but I hit a glitch: every morning when I open up Notion, ALL my tasks are listed under each category (Today, Next 7 days and Upcoming) I have to reset the filter every day. What did I miss?
I have a question, whenever I filter the due date in my homepage, it also filters the view in the original "tasks" page, which I don't want to be filtered, how can I avoid both tables from being filtered the same way? thanks a lot
Strange: if your homepage is a linked database view is shouldnât. Check your home page view isnât the original? đ©
Hi Simon.
I need little help with a formular or filter maybe? Task list: My do date today ( Or do Idea "Inbox"), and next days I dont do any with the entry I will change the status in archived automatical. I think thats really possible.
Hi There - not quite sure what you mean here... but if you want the tasks to be automatically archived when checked as done - you need to filter each view to only show tasks that are unchecked. good luck!
@@BetterCreating Thx for Answer. Sorry I am german, my english not so good.. So No, I want automatic change Status to archived. If I dont checked Done in maybe two days, the Status get archived
I have so many questions⊠I realize that this video was done before youâd finished your 2.0 System (which I have purchased), but youâve got great stuff in these early videos too. Iâm spending the time to watch and learn - and am doing my best to implement this new knowledge. I donât see screens that look just like these in the 2.0 version, but perhaps theyâre just not yet discovered, or the 2.0 System is different altogether. Either way, this is still helpful information.
Should I be creating a Project for anything that has more than a couple of tasks to complete? For example: Deep Clean the Kitchen might take a day or two and involve many steps, depending upon oneâs standard of clean. Would you be more inclined to create a âDeep Clean the Kitchenâ Task as an individual item, or create a Project, and list each of the steps youâd do within that, such as clean out the fridge, clean behind the fridge, clean under the fridge, clean the top and sides of the fridge? On the one hand, it seems like an enormous amount of unnecessary minutiae to break down cleaning the fridge into so many steps - not to mention, the entire kitchen - but, I can also see where having such a list (especially if we could make such a âProjectâ recurring, or the tasks within said project recurring - that would actually be pretty neat to have (especially for those of us that like to track progress, and canât recall the last time the fridge was pulled away from the wall to clean behind and under it).
At 4:00 you show your Notion Home Screen. Under Week Planner, youâve got Freelance Week, Frantic Week, and Rehearsal Week. Are your organized enough to be able to schedule our your weeks specifically like that, then go on holiday the remainder of the month, or do you check each of those toggles every week to make sure youâre not missing any tasks that fall under Freelance, Frantic, or Rehearsal?
In the 2.0 System, Iâm having difficulty locating my Reading List. Is that just for content Iâm actively consuming, and it would otherwise be hidden? If so, that makes sense, as Iâve just begun adding items to my Knowledge Bank. Is the Knowledge Bank the same thing as the Second Brain? If not, I feel a bit lost. I am confused about the difference between them.
I have more questions, but will save them for another time. Thank you.
Hi Monica - missed this one:
It will look different because i have changed a lot since. I suggest watching my recent video on how i manage tasks and projects in the new system: re. how to keep track of projects,.
It's up to you what makes most sense for how you divide tasks into projects. I use thew weekly review to keep track of each of them, and the tasks not given do dates.
Yes in knowledge - i deleted the reading list and just have a tag for it.
The Second brain is the name of the database that holds all your knowledge and notes - I consider things i consume as knowledge (with any notes I make on them) and my own ideas, notes and writing as Notes. You filter them into either the Notes or Knowledge section by selecting a database template or giving them the tag 'Knowledge' or 'Notes' in the 'Database' column. Cheers!
@@BetterCreating Awesome! Thanks for the clarification. :-D
Great video! I was wondering when you go to your tasks and delete the tasks that you have already completed?
Hi, thanks a lot! :) yeah, I have a filtered database view of the task database that shows everything marked as done. You can then delete everything from there. Call it âcompleted Task Bin or something. đđ¶
I suggest not deleting any task even if itâs completed. If you look at Notion as an archive tool beside other things that it can do, then having your completed tasks hidden away from the current view, but archived in Notion is an advantage. What Iâm suggesting is only useful if any task you create turned into a page and in that page you add details, files, links, personal notes or any other information related to that task. So if your tasks are just a blank page with a title, then you are not using the power of Notion to its fullest. I hope this information was helpful. đ
Yeah, good to keep a record. I think with this system the tasks are really single line items linked to the project pages which carry more information. Iâm tending to archive projects but delete single tasks for exactly this reason. Nice one! :)
How do you make the tasks appear inside each project row on the Project List at 10:58? I understand how you previously linked tasks to projects on the Task List. I assume that when we selected a project in the Task List, that action would have been sufficient for the tasks to show up in the right row in the Project List? I hope you don't manually link the tasks from the Project List as well, that seems like double work?
Notion relation columns have changed since this video - you can now select if the relation appears in both databases. I suggest watching my latest task manager build in my Notion From Scratch playlist - itâs a new and improved version of this one. :)
Have you thought about using a single database for both notes and tasks and then using context 'notes' and 'task' to filter? This would allow for one quick capture inbox for everything.
Hi Jonny: yes: itâs a good solution. Iâve decided to keep my tasks separate to my knowledge and content stuff - however: Iâm combining my notebooks, references, journal etc all in one knowledge database. đ
One Question: how Fouls you move These Taks in a weekly calender ?
The best way is to create a calendar view of the content viewed by the due date column. Watch my latest video thou on grouping as its really helpful for viewing tasks more effectively: czcams.com/video/90KTQvxsOVc/video.html. Thanks for watching.
You're a pretty cool cat :-)
Why thank you! I also have a pretty cool cat. See videos! đđ¶
@@BetterCreating I'm watching all of your notion videos and purchased one of your templates! It was the 3rd from the left, and I'll probably purchase your Financial add on too. Finally, I feel I've found a starting point where I have a system that works, instructions+videos to help understand it, and once I get the hang of it, I can tweak it. So many help sites out there that offer training for Notion but for someone like me who likes to learn by doing, reading endless words on a website on how to use Notion is not useful. I've been a web developer many years ago so I understand the basics and pick up little technical nuances quickly, so I'm more of a "Set the damn system up and let me figure it out" kind of person LOL
This didn't work for me. Visually, it looks like 2 columns, but it doesn't let me put anything under the left-hand 'tasks' column.
Hummm, hard to know what youâve missed from here. Just check back over it step by step - itâs often something very small. Or you can just download my whole life Management template from bettercreating.com/downloads if you are really stuck! đ€Ș good luck!
brooo have you made a template of this?!
Yes itâs in all of my complete life OS templates - check the home page of my CZcams channel for the tour vid :)
Also sharing a new build video for it this coming Friday :)
have you tried taskade? check it out!
Thanks for the suggestion; it looks interesting!
I feel rushedâŠ.
Please take you time. :)