Hey friend,

Are you feeling a bit overwhelmed with you current Notion setup, systems and workflows?

I’ve been there.

Notion can be a double-edge sword. It’s hyper-flexible and feature-packed tool.

It can get overwhelming and messy quickly if people aren’t strategic with how they use Notion to solve their problems.

This week, I want to share the 10 strategies I use when designing and building Notion setups for my private consulting clients, so they can leverage Notion to work faster and smarter.

Now lets get into it…

1. Start with structure

A lack of structure in Notion is the biggest reason why Notion quickly becomes a messy dumping ground of information for most people.

This is the basic 5-page structure I set up for all my clients to keep things simple, organised and functional:

• Inbox: To quickly and easily capture new information into their Notion databases.

• Start Here: Every system needs an entry point. This is the entry point into my client’s Notion setups. It’s the one spot that holds all their action-focused dashboards.

• Databases: A central place to safely store all the original databases so they never accidentally delete valuable information.

• Archive: Sometimes you just don’t want to part with a template, page or database just yet. This archive page is the place to dump it until clients are ready to hit delete.

• Templates: Most Notion users are compulsive Notion template downloaders. But templates can quickly make a mess of people’s workspace. Keeping track of them in one spot helps clients stay organised in Notion.

2. Centralise databases on one page

Know where all your original database are by keeping it all one one page.

This stops you from accidentally deleting your data.

(By the way if you’re need some help fixing your Notion, reply to this and I’m happy to give you some suggestions).

3. Track like information in the same database

A database in Notion is simply a collection of pages.

Notion’s true power lies in understanding how to store, organise and retrieve information from databases.

Think of databases as containers for storing and organising similar types of information.

Here are examples of the types of information that should be kept together in it’s own database in Notion:

• Tasks

• Recipes

• Projects

• Travel plans

• Content ideas

• Clients information

• Client meeting notes

• Personal notes and knowledge from books, courses, videos, articles etc.

• etc.

Organising information in databases is like having a perfectly labelled pantry of ingredients you can quickly access and tap into when organising your life or running your business.

4. Keep database properties to a minimum

People can get over-enthusiastic and build giant databases with tons of database properties.

That’s a mistake.

My suggestion is always keep it simple! Start with the minimum number of database properties that make sense.

You can always add more over time.

Benefits of keeping database properties to a minimum:

• Reduces visual clutter.

• Speeds up the database load times.

• Cuts down on what you need to fill out when adding a new database entry into Notion.

5. Create database page templates for recurring actions

Notion has a ton of automations and features that eliminate manual work.

The simplest automation you can create in Notion is database page templates.

Lets use an example of a content creation system in Notion that tracks your LinkedIn content ideas, newsletter posts and blog posts etc.

Creating database page templates for each content type speeds up your content creation process.

You’ve got a ready-to-go page to fill in the blanks when you sit down to write.

You’ll also save time by eliminating the need to manually fill out database properties by templatising them.

The bottom line, database template pages also allow you to quickly turn database entries into pages with a consistent format.

6. Create single-purpose action-focused dashboards

The problem with so many Notion templates I see out there is that they look pretty, but they’re not very functional, productive or user friendly.

My philosophy is to design and build dashboards that are so action-focused that you have no choice but to take action!

How?

Designing dashboards with a single purpose and focused on solving one specific problem, use case or workflow process.

Only display relevant information on the dashboard by using linked views of the original database where information is store.

Here’s an example of what I mean.

I created this task management dashboard to only contain tasks that he needs to see, sorted and filtered based on his preferences and way of working.

(If you’re need some help fixing your Notion, reply to this and I’m happy to give you some suggestions).

7. Map your systems and workflows on paper

Before you dive into Notion to create your databases or dashboard, map out them out on a piece of paper.

This avoid shiny-feature-syndrome in Notion, where you get distracted by all the fancy features and accidentally over-engineer your databases and dashboards!

When designing your action-focused dashboards, here are 2 tips:

• Start with the most important information at the top of the page, down to the least important.

• Think about the step-wise workflow you’ll follow as you move down the dashboard.

That’s how I built my exact content creation system that has helped me ideate, write, analyse and repurpose content that resonates with readers for the last 3 years.

8. Insert a quick navigation bar at the top of each dashboard

A a consistent navigation bar at the top of each dashboard makes it easy to move around in Notion and quickly find exactly what you need.

A simple tip to keep your dashboards clutter-free is to hide the navigation bar under a toggle block.

9. Use Notion Buttons to make quick capture fast

Notion buttons is a simple feature that allows you to quickly and easily capture new information right into your databases with the click of a button.

Keeping these quick capture Notion buttons on a single page called “inbox” makes it easy to capture new tasks, ideas, notes etc. on the go on your mobile or when you’re working away on your laptop.

10. Use a catch-all processing dashboard for staying organised in Notion

Without a simple workflow for organising and sorting information in Notion, your workspace can quickly fall into chaos.

A catch-all processing dashboard is something I always create for my private clients so they only need to spend 5 minutes or less each week putting the right things into the right places.

This is a quick and easy “system maintenance” step that keep any Notion setup organised and effective with minimal effort.

You can check out the full breakdown on how to do this in Notion here.

The beauty of building a Notion setup that works for you.

At this point, I've been using and building systems in Notion for the past 5+ years.

A high-performing Notion setup is one that actually helps you work faster and smarter.

That means designing and building Notion workspaces that prioritise simplicity, functionality and action—so you can focus your time on what matters.

You don’t need to be a Notion power user to have a Notion system that works for you, if you follow these 10 strategies when designing your own setup.

(If you want someone to take a look at your systems and give you some suggestions—just reply to this email and I’ll happy to share my thoughts with you)

The bottom line:

Notion doesn’t have to be overwhelming and complicated.

It’s an amazing tool that can be an asset to your life, work and business, instead of a hindrance (if done right).

That’s all for this week, thanks for reading.

Do any of the 10 strategies sound helpful to you?—hit reply to let me know, I’d love to hear from you!

See you next week,

Janice CK

(p.s. Need a Notion problem solved?—Reply with with some details and I’m happy to give you some suggestions.)

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