{"id":27196,"date":"2025-09-02T19:33:46","date_gmt":"2025-09-03T02:33:46","guid":{"rendered":"https:\/\/www.thegoodtrade.com\/?p=27196"},"modified":"2025-09-05T09:46:07","modified_gmt":"2025-09-05T16:46:07","slug":"what-is-notion","status":"publish","type":"post","link":"https:\/\/www.thegoodtrade.com\/features\/what-is-notion\/","title":{"rendered":"What Is Notion? How I Use It To Organize My Workflow"},"content":{"rendered":"\n

There\u2019s something so thrilling about a new, blank planner. So many possibilities! Such organization! A new me!<\/em> However, my track record with keeping one is abysmal (RIP to all the planners I\u2019ve only filled out \u2153 of the way). Instead, I jump from one organizational \u201ctool\u201d to the next \u2014 Google calendars, whiteboards, even the backs of junk mail I haven\u2019t recycled yet. But when I inevitably lose track of the information I most need, I resort to good old-fashioned remembering.<\/em><\/p>\n\n\n\n

And that, my friends, is a recipe for mental exhaustion I cannot recommend.<\/p>\n\n\n\n

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A few years ago, while I was newly learning about my ADHD diagnosis as an adult<\/a>, I began to see the chaotic webs I had been weaving in hopes of being productive, of being better<\/em>. For so long I believed I was just not good enough<\/em>, or trying hard enough<\/em>, to stay organized. I was disorganized, yes, but with this new diagnosis I realized all of my efforts to stay \u201con top of things\u201d were actually coping strategies for a brain that craved more dopamine<\/a>.<\/p>\n\n\n\n

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“For so long I believed I was just not good enough<\/em>, or trying hard enough<\/em>, to stay organized.”<\/p>\n<\/blockquote>\n<\/div>\n<\/div>\n\n\n\n

I simply needed to find a new system that consistently engaged my feelings of accomplishment, delight, and novelty. One consistent recommendation was coming up across many of the videos and blog posts I was reading, and that was a new-to-me app called Notion<\/a>.
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What is Notion?<\/h2>\n\n\n\n

Notion is a connected workspace that empowers everyone to shape tools around their unique ideas, projects, and teams \u2014 for work or for life. It\u2019s not just for notetaking, but for building whatever you need: docs, wikis, workflows, and beyond. Consider it an operating system for your brain. Founded in 2013 by Ivan Zhao, Chris Prucha, Jessica Lam, Simon Last, and Toby Schachman, it\u2019s a singular dashboard where both individuals and businesses can capture thoughts, manage projects, and organize\u2026well, anything.<\/p>\n\n\n\n

Think of it like Google Docs, but with a more advanced linking system \u2014 it’s your own personal Wiki<\/a>. The whole thing is built on the idea of blocks and databases that can be reconfigured into new views that help you the most. With Notion, you can do things like nest tasks into projects, click and drag items between dates, chart out a timeline, and file away those notes you no longer need but just can\u2019t seem to get rid of. <\/em>The free version, which I use, allows you to use the workspace solo, although many people run teams and even businesses on the paid plans. <\/p>\n\n\n\n

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“Notion is a connected workspace that empowers everyone to shape tools around their unique ideas, projects, and teams \u2014 for work or for life.”<\/p>\n<\/blockquote>\n\n\n\n

Notably, the landscape for organization apps keeps shifting and is embracing more AI than ever before. Since I first discovered Notion, it\u2019s expanded beyond simple blocks and databases \u2014 it now bridges calendars, emails, teams, and more in brand new ways. The platform’s AI is like having a second brain inside your digital ecosystem, summarizing messy meeting notes (and even auto-transcribing Zoom meetings with takeaways and action items), auto-tagging tasks, and, my fave, spotting patterns in your workload before burnout hits.<\/p>\n\n\n\n

However, it\u2019s not as simple as downloading the app and voila<\/em>! Suddenly you\u2019re organized. Notion is as only as useful and interesting as you make it, kind of like an old school planner. When I first started using the app, I voraciously sought out YouTubers, bloggers, and templates to optimize all the things<\/em>. <\/p>\n\n\n\n

That energy started to wane, though, when I didn\u2019t find folks making systems that I enjoyed using long-term. I finally discovered a witchy-sounding course that promised to teach me how to use Notion to create system spells with Michelle Pellizzon at Holisticism<\/a>. While it’s not currently available, it was designed to \u201cget you to the place where you trust yourself, your systems, and your brain to do what it’s supposed to do.\u201d Self-trust<\/a>? Systems? Cute gifs everywhere to light up my brain? Sign me up.<\/p>\n\n\n\n

Before we dive in, though, it’s important to note: With all this connectivity (including new AI, calendars, and email features), Notion\u2019s privacy practices become even more important: Any pages, notes, or emails you use with Notion AI stay private to your workspace, and Notion doesn\u2019t use your content to train their models. Your data is encrypted and protected, so even your wildest ideas are for your eyes (or your team\u2019s) only.
<\/p>\n\n\n\n

How I use Notion (and you can, too)<\/h2>\n\n\n\n
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Now, over two years and multiple trial-and-error templates into being a Notion user, I managed to create a system that works for my brain. It\u2019s not confined to the lines and limits of a typical planner, and I have fewer obstacles to keeping track of my work. And it\u2019s available on my phone, iPad, and desktop so no matter where I update it (from bed, or a bar on a Friday night), my thoughts go to the same place. I can even use it offline!<\/p>\n\n\n\n

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“I keep Notion on my phone, iPad, and desktop so no matter where I update it (from bed, or a bar on a Friday night), my thoughts go to the same place. I can even use it offline!”<\/p>\n<\/blockquote>\n\n\n\n

I will say, since I began using Notion, the AI tools have become much more robust. Since 2024, Notion offers AI-powered setup guides that walk you through creating dashboards tailored to your goals and habits. Rather than scavenging for templates, you can let Notion\u2019s AI suggest structures based on your workflow.<\/p>\n\n\n\n

If you\u2019re intrigued and want to forgo the templates, here\u2019s a quick overview of the information and workflows that Notion has helped me improve. I\u2019m also including some helpful links for videos and templates of people doing similar work, because we don\u2019t all have time or money for an in-depth course. \ud83e\udd13 (I also love watching YouTube Notion tour setups like this<\/a> and this, which includes a Pinterest integration tip<\/a>, to get inspiration).<\/p>\n\n\n\n

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  1. Inboxing everything.<\/em> <\/strong>Everything that crosses my mind goes straight to my inbox<\/a>. It\u2019s a catch-all for work tasks, personal notes, and any links I love. It\u2019s a database of absolute nonsense, which is coincidentally what my brain looks like 24\/7. As soon as something crosses my mind, I can file it for later consideration. I can even snap photos as reminders, or forward emails straight to my inbox to create notes, tasks, and full project briefs for myself in the future. There’s even a flow for adding recurring tasks easily<\/a>, a feature that wasn’t widely available when I first began as a Notion user.

    Notion\u2019s     web clipper<\/a> is kind of like a \u201cPin It\u201d button but for articles, songs, you name it and you can send it to your notion for later review. (Also you didn\u2019t hear it from me, but it sometimes pulls full paywalled articles into your Notion workspace so you can read them there. Handy if you just can\u2019t afford eight thousand subscriptions, which gets tough even for the most pro-paid-journalism fan out there.)

    My old method was simply to see something new, stop what I was doing, and follow a new trail of breadcrumbs. It’s not an approach I recommend, because it drains you more than you’d expect.<\/li>\n<\/ol>\n<\/div>\n<\/div>\n\n\n\n
    \"\"<\/figure>\n\n\n\n
    <\/div>\n\n\n\n
      \n
    1. Putting thoughts in their place.<\/strong> From there, I empty my inbox once every day or two so I can keep the messiness of my mind out of my day-to-day dashboard. Out of sight, out of mind is a blessing and a curse; if I see too many notes I become jumbled and directionless. But if I don\u2019t keep<\/em> my notes, I flounder and a simple project can take an hour rather than minutes.

      In my Notion course with Holisticism, Michelle explained emptying an inbox ideally takes less than five minutes\u2026but I have a lot of thoughts all the time, so it takes closer to 15 or 20. I drag each item to where it needs to live in Notion. If it\u2019s a task, I move it to my calendar, detail it with notes, dates, and important links, and place it where it needs to go using a system each week called       Monday Hour One<\/a>.

      If it\u2019s just something I read or enjoyed and want to save for later, I\u2019ll file it into my       Second Brain<\/a> database (a concept by Tiago Forte<\/a> I learned about from Holisticism). And if it\u2019s one of those miscellaneous two-minute to-dos that cross my desk, I file it away to work through during my \u201cchaos hour\u201d so I don\u2019t have to see it on my list all day. Yes, chaos hour has existed on my calendar, and yes, it\u2019s as stressful and improvised as you can imagine.<\/li>\n<\/ol>\n\n\n\n
      \"\"<\/figure>\n\n\n\n
      <\/div>\n\n\n\n
        \n
      1. Nesting tasks into projects \u2014 and giving them their time to shine. <\/strong>At the ripe age of 35, I\u2019m learning the difference between projects and tasks (the project is attending an event or in-person meeting, the tasks are getting dressed and brushing my teeth).

        Another example: Writing an article like this one isn\u2019t a single task, it\u2019s a project that requires multiple steps. Instead of \u201cwrite that Notion post\u201d being a single to-do on my long list of daily work items, I start with the first step \u2014 like notetaking or research \u2014 and save the outline, draft, and revisions for later.

        Basically instead of putting a full pizza on my plate, I\u2019m selecting it piece by piece, and saving the rest for when I\u2019m actually hungry again. Here\u2019s a few ideas for         creating different task lists<\/a>.

        <\/li>\n\n\n\n
      2. Celebrating what I\u2019ve done. <\/strong>Having a central space for my accomplishments means that I can see what I\u2019ve actually done \u2014 versus crumpling up completed post-it notes and throwing them away like a tortured writer. So my monthly and yearly reviews<\/a> have become way easier! I\u2019ve also been able to look back at places I\u2019m doing redundant work, and can combine tasks to save time in the long run.

        With ADHD, it\u2019s easy to decide that \u201ceverything is bad\u201d or \u201ceverything is good\u201d if you don\u2019t have tangible proof of all the work you\u2019ve been doing. Notion can even be a         work diary<\/a> of sorts, especially with AI summaries, and it helps me remember my contributions to the team. A self-worth win.

        <\/li>\n\n\n\n
      3. Tracking personal and creative goals. <\/strong>Most of what I\u2019ve used Notion for has been work-related, but I\u2019m excited about the potential it has to house my goals as a person. As someone with a squiggly brain<\/a>, I live concretely in the present and very abstractly in the future, which means creating and sticking to personal projects and goals is nearly impossible for me. I\u2019m currently building \u201cEmily\u2019s Guide to the Galaxy\u201d which is a personal Notion dashboard that features my values, goals, and ideas I\u2019d like to take action on. Lavendaire\u2019s template and Notion tour<\/a> on this topic is particularly inspiring.

        As an example, a few years back I organized myself in a meaningful way for a two-week, five-city solo travel through Spain. As someone who has never traveled out of the USA, I loved that my Notion was there every step of the way to remind me where my Airbnbs were, sights I wanted to see, and Spanish phrases I needed to remember to not stick out\u2026as much.<\/li>\n<\/ol>\n\n\n\n
        \"\"<\/figure>\n\n\n\n

        At the end of the day, I rely on Notion to allow my brain do what it does best \u2014 forget. If I can create a fun and engaging system that lets me file my thoughts before they disappear, I can put less stress on my exhausted mind. And since it\u2019s all a circular ecosystem, it means I\u2019ll have more energy to be creative and, yes, to make more Notion workspaces and systems that make me happy.<\/p>\n\n\n\n

        \n

        “At the end of the day, I rely on Notion to allow my brain do what it does best \u2014 forget.”<\/p>\n<\/blockquote>\n\n\n\n

        Notion\u2019s evolution isn\u2019t about finding a \u2018right way\u2019 to organize \u2014 it\u2019s about giving each of us the canvas to build our own system. Their brand mission to empower anyone to \u2018make tools their own\u2019 might sound grand, but it feels pretty personal every time I tweak a dashboard or automate away a daily headache.<\/p>\n\n\n\n

        If you try Notion and find it\u2019s not for you, that\u2019s okay! I hope though that you can take a moment to look at what systems of yours are (and aren\u2019t) working, and to explore whether there\u2019s a new and creative approach you can take to save yourself mental and emotional strain.<\/p>\n\n\n\n

        If a lined and dated planner is best for you \u2014 follow that notion. Create your own systems, on your own terms. You do not have to find success the same way others have.<\/strong>

        You’ve got this.<\/p>\n\n\n\n

        \n\n\n\n

        Emily McGowan<\/strong><\/a> is the Editorial Director at The Good Trade. She studied Creative Writing and Business at Indiana University, and has over ten years of experience as a writer and editor in sustainability and lifestyle spaces. Since 2017, she\u2019s been discovering and reviewing the top sustainable home, fashion, beauty, and wellness products so readers can make their most informed decisions. Her editorial work has been recognized by major publications like The New York Times and BBC Worklife. You can usually find her in her colorful Los Angeles apartment journaling, playing with her cat, or crafting. Say hi on Instagram<\/a> or follow along with her Substack, Pinky Promise<\/a>.<\/em><\/p>\n\n\n\n

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