My Simplified Notion Life OS 2024: New Second Brain Tour!

Summary

Simon introduces a simplified life OS template for Notion, a digital system to organize notes, tasks, projects, and habits. The template features a home screen with toggled headings for daily tasks, a habit tracker, task and project dashboards, and a calendar view. It emphasizes simplicity and ease of use, with a focus on personal productivity and goal setting. Simon also discusses the benefits of the recent Notion calendar release and the template's adaptability for small screen usability and navigation.

Takeaways

• 🧠 The 'second brain' system in Notion is a digital organization tool for notes, tasks, projects, goals, and habits.
• 🔍 The template is designed for simplicity and ease of use, while maintaining powerful functionality.
• 📊 The home screen provides an overview of all sections with quick access to daily tasks and essential items.
• 🎯 Goal setting and habit tracking are integral parts of the system for personal productivity.
• 📅 The system includes a year planner and a habit tracker with visual progress reports.
• 📝 A quick drop system allows for easy capture of tasks, projects, notes, and clippings.
• 📅 Notion's calendar feature is utilized to visualize and schedule tasks effectively.
• 🔄 The system encourages regular review and updating of projects to keep them on track.
• 📌 Tasks and projects can be easily managed with due dates, priorities, and association with goals.
• 🛠️ The template is adaptable, allowing users to add or integrate other tools like CRMs and finance trackers as needed.
• 🎓 The video provides a comprehensive guide for setting up and using the system, including navigation and task management.

Q & A

What is the primary purpose of the second brain system discussed in the video?

The primary purpose of the second brain system is to help individuals organize all aspects of their personal productivity, including notes, clippings, tasks, projects, goals, and habits in a digital environment using Notion.

What are some of the key features of the Simplified Life OS template presented in the video?

The Simplified Life OS template features a home screen with toggled headings for easy navigation, a habit tracker, a task dashboard, a project dashboard, a calendar view, a notes and clippings section, and a complete guide on how to use the system.

How does the home screen of the Simplified Life OS template help users manage their daily tasks?

The home screen allows users to see everything in one page, with headings that are easy to click and jump through to what they need. It also includes a quick drop system for tasks and projects, as well as a habit tracker for maintaining routines.

What is the significance of the weekly review in the context of the task and project management system discussed in the video?

The weekly review is a critical process that helps users update and review their projects, ensuring that tasks are progressing as planned and that the project remains aligned with the user's goals. It is considered a key habit for maintaining an effective productivity system.

How can users take advantage of the new Notion Calendar feature to improve their task management?

Users can link their task database to the Notion Calendar, allowing them to visualize their tasks in a calendar format. This enables them to schedule tasks for specific times, adjust due dates directly from the calendar, and see how their tasks fit into their overall weekly schedule.

What is the recommended approach for new users to start using the Simplified Life OS template?

New users should begin by clearing any sample data in the master database pages, setting their goals and habits for the year, and familiarizing themselves with the various sections of the template such as the task dashboard, project dashboard, and habit tracker.

How does the video script emphasize the importance of simplicity in the design of the Simplified Life OS template?

The script emphasizes simplicity by highlighting the streamlined design of the home screen, the easy-to-use navigation, and the focus on essential features without overwhelming the user with too many options or复杂的功能.

What is the role of the 'Quick Drop' system in the Simplified Life OS template?

The 'Quick Drop' system serves as an efficient method for users to quickly add tasks, projects, notes, or journal entries to the system without having to navigate through multiple menus or pages, thus promoting a seamless workflow.

How does the video script suggest users personalize the Simplified Life OS template to fit their needs?

Users are encouraged to rename and adjust the sample goals, habits, and tasks to align with their personal objectives and routines. They can also use the provided templates and instructions to set up their year, create new habits, and manage their projects according to their preferences.

What are some of the benefits of using the Simplified Life OS template for personal productivity?

The benefits include a streamlined and organized approach to managing tasks and projects, the ability to track and maintain habits, a clear overview of goals and progress, and the convenience of having all productivity tools in one place.

Outlines

00:00

📚 Introduction to the Notion Second Brain System

The speaker, Simon, introduces a simplified second brain system in Notion, a digital organization tool for notes, tasks, projects, goals, and habits. The system is accessible via Better Creating's website and includes a task management and life OS template. The video will demonstrate how to use the system, including a habit tracker and goal setting. The system has been updated to improve usability on small screens and incorporates new Notion features like automations and database buttons. Users who downloaded previous versions will receive access or upgrade links.

05:02

🎯 Setting Goals and Yearly Planning

The speaker explains the process of setting goals and milestones using the system. Users can create a new goal, link it to the current year, and add related projects. The system also includes a Wheel of Life for planning and a year summary that links to related goals, habits, and reports. The speaker suggests watching dedicated videos for more detailed guides on using these features.

10:03

🗓️ Task and Project Management Overview

The speaker provides an overview of the task and project management features in the system, inspired by David Allen's Getting Things Done methodology. The system includes a tasks database and dashboard for viewing live tasks with due dates, a project dashboard for tracking key projects, and an inbox for quickly dropping new tasks, projects, notes, or clippings. The speaker emphasizes the importance of the weekly review for keeping projects updated and manageable.

15:03

📝 Quick Drop System and Mobile Integration

The speaker discusses the quick drop system for capturing ideas and tasks, and how it integrates with mobile devices. Users can set up a widget on iOS to quickly add items to the system. The speaker demonstrates how to process items from the quick drop into the relevant databases and emphasizes the power of this system for quickly organizing thoughts and tasks.

20:05

🛠️ Daily Task Processing and Review

The speaker explains the daily process of managing tasks using the system. This includes ordering tasks by priority, using the quick drop system for new ideas, working through tasks, and zeroing the inbox at the end of the day. The speaker also discusses using the daily priority view to set the order of tasks for the next day and adjusting the plan as needed.

25:05

📅 Utilizing the Notion Calendar for Task Visualization

The speaker highlights the addition of the Notion calendar as a powerful tool for visualizing tasks, habits, and deadlines. Users can view their tasks in a calendar format, adjust timing, and see how tasks fit into their weekly schedule. The speaker demonstrates how to move tasks around in the calendar and how changes in the calendar update the due dates in the system. The speaker recommends using the Notion calendar for its powerful visualization capabilities.

🏁 Wrapping Up and Future Tutorials

The speaker concludes the video by summarizing the new template's features and encourages viewers to download the template for personal use. The speaker also mentions upcoming videos that will cover the notes and clippings system and an updated prompted stoic journaling system. The speaker invites viewers to share their thoughts and subscribe to the channel for more ideas and tools.

Keywords

💡Second Brain

The term 'Second Brain' refers to a digital system designed to help individuals organize various aspects of their lives, such as notes, tasks, projects, goals, and habits. In the context of the video, the presenter introduces a simplified version of a 'Second Brain' system in Notion, which is a productivity tool that integrates all these elements in one place for better organization and efficiency.

💡Notion

Notion is a versatile productivity and organization tool that allows users to create databases, notes, tasks, and projects in a customizable workspace. In the video, the presenter uses Notion to create a 'Second Brain' template, demonstrating its flexibility and features like the calendar view and database buttons.

💡Template

A template in this context refers to a pre-designed framework or layout that users can adopt and customize for their specific needs. The video presents a 'Second Brain' template for Notion, which is intended to simplify the process of setting up a comprehensive productivity system.

💡Productivity

Productivity refers to the efficiency and effectiveness with which individuals or organizations achieve their goals and complete tasks. The video emphasizes the importance of a personal productivity system in enhancing one's ability to manage tasks, projects, and goals, ultimately leading to increased productivity.

💡Habit Tracker

A habit tracker is a tool used to monitor the consistency and progress of habits one is trying to establish or maintain. In the video, the presenter introduces a habit tracker within the 'Second Brain' template, which helps users to create and track habits on a daily or weekly basis, contributing to long-term behavioral change.

💡Task Management

Task management involves the process of organizing, prioritizing, and completing tasks effectively. The video discusses the integration of task management within the 'Second Brain' template, emphasizing the importance of categorizing and prioritizing tasks to improve personal productivity.

💡Goal Setting

Goal setting is the process of identifying and prioritizing specific objectives one wants to achieve, often with a deadline or timeline. In the video, the 'Second Brain' template includes a dedicated section for goal setting, allowing users to define their goals for the year, link them to milestones, and track their progress.

💡Dashboard

A dashboard is an interface that displays the summary or status of various metrics or elements in a system. In the context of the video, the 'Second Brain' template features various dashboards for tasks, projects, and habits, providing users with an at-a-glance view of their productivity system's status.

💡Calendar View

Calendar view is a visual representation of events or tasks laid out according to dates, allowing for easy scheduling and time management. The video highlights the integration of the Notion calendar view, which enables users to visualize their tasks and projects against a calendar format for better planning and organization.

💡Quick Drop System

The quick drop system refers to an efficient method for capturing and temporarily storing ideas, tasks, or notes that come to mind, allowing for later organization and processing. In the video, this system is used to quickly add items to the 'Second Brain' template without interrupting the workflow.

💡Weekly Review

A weekly review is a定期的回顾和评估个人任务、项目和目标的过程，旨在确保持续的进展和适应变化。视频强调了在'Second Brain'模板中设置项目时，进行每周回顾的重要性，以保持项目的活跃和更新。

Highlights

Introduction to a simple second brain system in Notion, which helps organize notes, tasks, projects, goals, and habits.

The release of the latest Notion second brain template that is designed to be easy to use and adapt, with a focus on simplicity and balance with optimization.

Integration of the new Notion Calendar app to optimize the system and improve usability, especially for small screen devices.

Inclusion of new Notion features like automations and database buttons for a smoother workflow.

The home screen design that allows users to see everything in one page with easy navigation and access to key dashboards.

The concept of a 'single column' home screen for improved mobile usability and ease of navigation.

The quick drop system for tasks, projects, notes, and journal entries, allowing for easy capture and organization of information.

The habit tracker system that helps build and maintain productive habits, with reporting and progress tracking.

The task and project management system inspired by David Allen's Getting Things Done and Thiago Forte's Power Method.

The use of a weekly review for project management, which is a critical habit for keeping projects on track.

The integration of a 'daily priority' view for task management, which helps prioritize tasks for each day.

The process of listing everything on one's mind (brain dump) as the first step in setting up the system.

The setup of projects with start and end dates, and the automation of project asks for easy management.

The use of the Notion Calendar for visualizing tasks, adjusting due dates, and aligning with other schedules.

The concept of archiving completed projects and tasks for clean organization within the system.

The overall goal of the system to provide a powerful yet easy-to-use second brain that supports personal productivity.

Transcripts

hello my friends it's Simon and today

I'll give you a tour of what I think is

the best approach I've used for building

a simple second brain system in notion

that anyone can use a second brain is a

digital system that helps you organize

all your notes clippings tasks projects

goals and habits all in one place and

you can download this one at better

creating. comom via the links below so

today's video is an overview tour of all

of the sections of this latest notion

second brain template where I'll also

demo in depth a bit more of how you can

use simplified life OS to manage tasks

and projects I'll have some following

videos coming up very soon on collecting

and organizing notes clippings and

journal entries in this and if you want

a bit more of a detail breakdown on

things like the Habit tracker and the

goal setting system in this template you

can watch the dedicated videos that are

already linked below too now here's

something exciting with the recent

release of notion calendar the new app

I've also found some great ways to optim

optimiz this 2024 edition of my system

to respond to that and I've also

responded to a bunch of feedback from

existing users across all of my bigger

life OS templates cuz a lot of you are

wanting this to improve small screen

usability and navigation I think I've

got some good ways to do it and I've

tried to include some of those new

notion features like automations and

database buttons that just were released

for a smoother workflow now before we

dive in if you downloaded the previous

version of my simplified notion life OS

template from the 6th of April 2023

onwards I'll be sending you access

pretty swiftly and if you downloaded

before that or even that analog planner

a few years back I'll send you some

upgrade links to help you out if you

want to jump onto this one and finally

if you own one of those massive complete

life OS templates watch this space

because there's a new version of that

template coming in a few months I'm

doing a load of work on it and taking

inspiration from this so first why make

a simple life OS template like this well

this year I've decided to focus on

Simplicity in my own setup or rather a

balance of optimization and simplicity

so it is powerful but it's easy to use

last year I completed one of the biggest

projects I've ever attempted to create a

truly complete all-in-one second brain

productivity system in notion I think I

largely succeeded thousands of You are

downloading it and it's perfect for a

big percentage of people but over the

years I've realized that many people

just don't want all of that it can feel

overwhelming too much of a learning

curve as often notion can be for people

or just not necessary there is a group

of you that want the simplest system

possible but with all that great

functionality and Reporting and to be

able to just pick it up and make it work

immediately so this is my attempt to do

just that in notion make a powerful but

easy to adopt and adapt second brain now

that said no tool Works unless you adopt

and understand the thinking behind it

but I'll try and share a bit of that

here so reflecting on what I think is

truly essential for a personal

productivity system I've tried to keep

this down to the following first we've

got this home screen now what I love

about this home screen is you can see

everything in one page and on a mobile

view these headings are super easy to

click and jump through to what you need

now I tend to build my systems like this

I make a synced block menu that will

jump to the key dashboards so if you

want to jump to say like the goal

setting and year planner you can do it

full guided meditation and reflection

and goal setting exercise that you can

work through but the little button at

the top which if you keep it closed just

always take you home so that sits up

here and then these are all toggled

headings which will just give the

essential everyday task items that you

might want to do in a certain area on

the home screen so on this page you'll

see I can just toggle something open log

meditation it adds it to my day and I've

done my uh Habit tracking I can maybe

look at my task views and work through

my tasks as I want but the other great

thing about this is each one of these is

essentially one of these an at mention

of something what that means is I can

easily just click and jump to a single

page view of it and then I can go back

home the other thing about this home

screen is that it's a single column I

used to have my menu down the side but I

think this is so much better now because

on mobile it's super easy to use and so

rather than using this top menu you can

just click through to each section the

only ones that are hidden in this menu

are the journal and the goal setting

yearly planner dashboard and a year

summaries which just really shows you

your years everything that links to it

the rest of it are the things that I

think you need to do you need a place to

quickly drop new tasks projects notes or

maybe a quick journaling entry and I'll

show you how this quick drop system

works later on I've got my habit tracker

where I can also click and journal the

journal in this is a set of prompted

entries that you can select as a

template I'm going to try this fear set

setting exercise and it will generate

everything you need to do it and you'll

see that it's linked it to the day so it

links it alongside all of your habits

we've got the tasks dashboard a project

dashboard that shows you your key

projects and the main dashboard page for

that where you can see projects by

what's in progress what's not started

what you've archived and so on and so

forth jump back home and we have a my

calendar's view so one of the exciting

things about notion recently is that

they have created notion calendar so you

can open any database view as a calendar

view if I jump to notion calendar you

can see that I have linked my own task

database and content database where I

can see my video releases or tasks that

I'm working on and it means that you can

adapt the timing of when you're working

on them and then see that update back in

notion really cool and finally down the

bottom a notes and clippings section

I've just got my priority View in the

toggle but if I jump to the dashboard I

then have priority and favorited notes

and clippings all of my notes sorted and

all of my clippings sorted notion is a

great place to gather notes and

clippings and then link them to your

projects and outputs and finally at the

bottom of the homepage we have a

complete guide to how to use this system

and a system toggle where all of the

stuff that serves these views is kept so

whilst this is a complex build it should

be easy to use and well that's it yeah

people may want crms Finance trackers

content calendars but that can either be

added and integrated by the individual

or if you want a template with all of

that stuff in it then check out my

larger complete notion life OS systems

for that this is the simplified notion

life OS let's go deeper and to do that I

want to walk you through the really

simple first steps that anyone would

take to then set themselves up on this

system to start the year let's go this

is my quick start guide to how I would

use this template if I got started first

of all how do you navigate around it

there are two ways to navigate this on

the homes page you'll see this red block

which is essentially a synced block that

copies to different pages and you can

open this toggle up and it will take you

to different homepages so if I go to The

Habit page it will jump you to that page

and the same view is there so I close

the toggle the button at the top will

always take you home so this is a really

nice quick way to navigate and within it

we'll have one of the first things we'll

do which is setting goals the main page

and the year summary we can also

navigate this by just using the main

homepage to deal with things by opening

toggles but also you can click the app

mention titles that will jump you to the

specific dashboard page so this might be

for things you might less regularly look

at like a report of your journal entries

normally you just want to click journal

and journal or it might be that you also

use this to see the year summaries of

the year that you're on which will show

you the related goals linked to it the

habits linked to it and reports on all

of those things which I think is really

nice now if you download this template

and want to start totally clean with it

you can clear all of my sample data in

the master database pages so to clear

data you can open the system toggle and

click on the system databases you don't

want to delete the entire databases but

what you can do is delete all of the

example tasks and projects that are in

there so I would click all of the tasks

that are there and click delete and

they're gone same with the projects if

you want wanted to but you might also

want to go actually I want to keep

bucket list or I might want to rename

one of them so you can also just select

the ones that you don't feel you need

and you can delete and you can just work

down the same with all the sample notes

I can delete them sample goals if you

wanted to you could rename them but

again I'm going to select them all and

delete them delete the Milestones as

well and in the years probably not worth

deleting them because you're going to

need them and then example stuff in the

habit tracker yeah let's delete all of

those as well this is part of the

planning of your year going to delete

those I'm going to delete all of these

I'm going to keep the habits and rename

them I really recommend that and I want

to clear out the journal so that will be

a great way to get yourself clean and

ready to go so now when I come back

you'll see that there is nothing in the

task system so once you've cleaned it

out the next thing that you should

probably do is start to set your goals

milestones and do some yearly planning

the first sections to engage with are

about goals and habits I'll give an

overview of this before we dive into

Tasks and notes but there are dedicated

videos on these sections that you can

watch for Standalone guides to how to

use these in the template they're

actually their own Standalone templates

but they exactly the same just linked

into this system and you can see them in

the link in the description so the first

thing you probably want to do is go into

your goals and setting dashboard and

here we'll want to set up a new year if

it doesn't doesn't exist but it already

does and you would work through this

process of planning your Wheel of Life

out reflecting on your year using this

system and setting goals into the system

but the easiest way to do it is add a

new goal name it so very goalie way to

say things you link it to the current

year you can relate any projects to it

you can write in obstacles and solutions

that you might think link to it but

that's basically it there you go and

then down here you can open this up and

add a sub item which would be a

milestone that would link to it another

way to do it is to add a new Milestone

and again link it to the current year

and Link the parent goal to the goal

that you want to see and Milestones look

like this goals look like this if you

add things in this page you'll probably

find that you might want to just select

the template so that the formatting

works for you and that is how I would

add the goals into it and then you'll

know it's worked because you'll see your

goal with your Milestones popping up in

the page above pretty cool so all I'll

say now is check out that dedicated

video and come back here if you're in

the process of setting up on this system

so if we jump back home you'll always

have a quick view of the goals you've

set up for the year the reason this is

essential to have at the top of your

home screen is that it ensures that all

the actions you take below it are always

feeding towards those goals you've set

for yourself the next thing you'll

probably want to do is engage with

setting some habits so I decided that

for this system habits are things you'll

do once a week or more anything over a

longer interval can be integrated into

the task manager tracking habits is one

of the best ways to create meaningful

Behavior change and work towards the

goals that you've set and it's what

Jerry Seinfeld has famously called the

kind of building a chain system so you

make sure that you're always building a

chain of habits if you do it 21 times

it'll stick so there is a detailed video

and instructions on how to set up habits

and even create this graph I'm tracking

your progress that I've linked below but

this is essentially how the system works

you can each day add a new day and it

will set up the day link it to the

current year and when you're setting up

your system if it's a new year you can

make sure that you edit the today

template to link to the current year

that's all you'll need to do at the

start of each year there's your daily

log and then these buttons relate to a

set of habits that I've set so when I

click them it will link them to the day

and if you want you can get a free chart

base system that will link it to it and

Away you go and these are just ways to

measure how I think my productivity has

been for the day this button will also

create a new day you just click Start

new day so to set up a habit I will not

go into loads of details on this but if

you wanted to do it you could rename my

existing ones so let's say that you

wanted to use reading it would exist

like this you would link it to the day

you would set the day you want to start

it so I'm going to set this now to the

first of Feb I want to end it at the end

of the year on the 31st of December and

I want to do reading four times a week

it then calculates that it's 47 weeks

that you're going to do it for so the

target four times a week is 188 and it

reports on all of that you can also set

an intention when I go to bed read the

Kindle you get the idea it's a new habit

or you can use what was already there

very nice and then you'll see the report

so when I add reading it adds it to the

day and updates that I've done one out

of 188 the other thing you need to

ensure you do is relate your Habit to a

goal so that it can then be tracked

within that goal and you'll be able to

see the results and that is basically

the Habit tracker now in this page I

have a journal now a regular prompted

journaling process is by far one of the

biggest needle movers for me in getting

on top of my life and you can also do

that in this system I've integrated my

one of my first templates my prompted

Journal into inspired by the stoics to

use it I'll share more of an in-depth

guide in this journaling system along

with that notes and clippings video

that's coming next but you can also

watch my older video linked below for a

right laugh at when I was younger if you

want to know more now the other side of

the template focuses on managing your

tasks and your projects daytoday and

organizing and capturing all the notes

and clippings that you have in one place

to relate them so let's do the simplest

demo tour of how you can use this

template four tasks from when you get

first started and then the daily actions

and routine you'll need to engage with

to make a system like this work it's

inspired by David Allen's getting things

done and a bit of Thiago Forte's power

method but really it's just the best

process I've personally found to get

organized and do more with less effort

there are really three elements to this

task and project manager you've got a

tasks database and dashboard where

you're able to view live tasks that have

a date and a project in views like this

including things like things to do today

things to do tomorrow you can mark them

as complete using these new database

buttons really cool there's a weekly

calendar and we'll look at that in a

moment opening this in notion calendar

where you can also just you know move

tasks around as you wish and I have this

old analog system that I invented a

while back which people seem to love so

I've kept it and all it is is just a

property in the task database where you

can link it to just a day so while

things might have a due dat or they

don't you can just have a view of tasks

and Link them to the days of the week so

there's that tasks view you can see the

projects that they link to down here and

really this system is made up of a tasks

database and a project database and the

whole thing is based on David Allen's

system getting things done so I highly

recommend checking that book out because

tasks are one thing that you get done

projects are anything that has more than

one task so if I click to the projects

dashboard you'll see I can have

different project views where it will

tell me how many tasks are done or

completed it will show me things that

are due for review in a weekly review

but we'll look at that in a moment and

then the final section is this the inbox

this is a quick drop system that can be

used for not only tasks and projects but

also notes clippings and anything that

you discover and you just want to get

off your mind and into the system

quickly and easily but we can also use

this as the beginning of the process of

getting started with this temp template

before we dive into that let me show you

on my mobile why a quick drop system

like this is so powerful you can set up

on iOS or any kind of button or link

that you want to create that links to

notion a widget so on iOS I can create a

new widget select notion and then a

single page if I just edit the one I've

made you'll see I've got my workspace

connected there and the page I'm linking

to which is in fact in My Demo it is

this page here so I would just do this

daily I would just click on the quick

drop and I would just underneath here go

oh yeah demo the quick drop system now

it might be to do this you could use

dictation YouTube channel pretty cool

but we could also do record first

episode of your podcast that is my

favorite thing but why are we putting it

into this page well you can see on here

it's dropping in to the main screen

that's why that's so powerful cuz you

can just quickly dump everything on a

day and then process it into the system

now to process it into the system in

this quick drop system I would just take

my item and drop it into the relevant

database here and there it is it's

dropped into the task database we also

have the idea of dropping in new

projects and my YouTube channel is a new

project idea so I'm going to drop that

in there the other way to create and add

things in this is just to use these

buttons or just very quickly just create

new here and there is a default template

for each of these so for example a new

project I might just want to go

my podcast and it will just stay in the

inbox in tasks a quick new task might be

to go call Mom now when we drop them in

like this we can also fill them in

either in the page and set them a due

date call Mom tomorrow and you can see

that analog view I had from if I wanted

to add it to that there's also a daily

priority which just orders things in the

order of priority in that day it's

really useful I'll show you that in a

bit but I'm just going to call that one

a quick first task tomorrow and it drops

in but it's still in the Inbox and to

process things out the inbox in this

system you either have to mark it as

complete and that will just clear it

from any view in this system I love

those new database buttons or you add

the item to a project I'm going to call

my mom is personal growth there you go

and that filters it out of the system

and it will show up in the project page

and if it has a due date it will show up

in those views that I showed you a

moment ago so let's talk through the

process from the start of getting into

this system so the first thing I want to

do either in my newly set up mobile view

of this or on the desktop is list

everything that's on your mind I call

this a brain dump so that might be

projects notes every single item that's

on your mind the idea of a second brain

is get it all out of your brain and into

another one so you don't have to worry

about it so you would sit there and just

list everything don't worry about what

goes with what just get it all out let

me just put a couple of examples in

quickly once you've done this you would

just drop these in so in my tasks I'm

going to drop everything in to the

system like this record podcast episode

publishes that's all going in there

build a new landing page there you go my

podcast is going into my projects I've

already got one in there so that can be

deleted go to the Olympics I'm going to

put that as a task to demo something

else make sure you don't drop it into

another task and trip to Vietnam that

can go in there as well there you go

you've dropped everything in that's the

first step let's look at setting

projects up which is the next step now

you can do that here by working through

these or opening up the pages or you can

do it in the projects dashboard let's go

to the projects dashboard to show you

that and this would be the first thing

that you want to do under not started

we'll see everything we've added that

has not begun so I'm going to jump into

my podcast and to set up a project one

of the things that we need to do is set

it up as a weekly review now what I've

actually got in this project system is

an automation that generates some

default project asks for you guys and

really that is a really lovely little

trick because it means that every time

you set up a new project it will remind

you in the to-do list to do two things

and that is to set the review frequency

in start and end dates first off so I'm

going to set when I want my podcast to

run it's going to start today and it's

actually going to run I'm going to give

it an end date which is going to be end

of July I want to do it over those

months and what is the review well David

Allen has a thing called a weekly review

and it's probably the most important

thing you can do in this system system

remember to have a habit of looking at

your projects reviewing them updating

them and keeping on top of them that

means that not all your tasks have to

have a due date it means that you can

look at the tasks in the project and

just check on them as you need so to do

this we want to set a last review date

which is going to be today cuz we just

started how frequently in days we want

to review it so I want to review that

every seven days every week and it will

give me a due date of when it's due for

review let's say that the review date

was a week earlier you'll see it pops up

in due for review because it is now due

for review so I would work my way

through it and go actually I've done

that now can mark that as complete and

I'm creating my objectives that's

currently in progress add any new tasks

you wanted to here set your objectives

and all that kind of stuff look at your

notes and clippings once it's reviewed

you can just click Mark project as

reviewed and it updates the last review

date and it clears it from the DU for

review system the power of the weekly

review I cannot recommend it enough but

that is your first setup job make sure

that the template is engaged make sure

you've got your start and end date I'm

just setting my start date there not

worrying about that last review date I'm

going to make that on a Friday cuz I

want to do it on Fridays and I want to

review that every week I could fill

these in here fantastic that's done

that's done there you go and you've set

up your projects and then once they're

going I'm probably going to change their

status to in progress so that they view

in my live and in progress project views

once projects are set up you need to add

your tasks to those projects so you go

back to your inbox and manage these now

this might be the opportunity to talk to

you about what would be a daily process

using this system order your tasks the

day before by priority so they're ready

to go quickly drop any ideas that you

have or new tasks that come up through

the day using the quick drop system then

get to work work through your tasks and

tick them off move them along the cand

board if you want and at the end of the

day you can zero the inbox that you've

created process them into the system and

make adjustments so you're ready to go

and repeat so this is how to process

tasks from the inbox you would have

dropped these in using your quick drop

each day and you would have dropped them

into the system so I would suggest that

through the day you're dropping them in

and then at the end of each day there's

a little bit of admin maybe 10 or 15

minutes a day where you drop everything

into this and process them so you're

going to either do it here or open them

up and work on them in the bigger view

because then I can make sure that they

are nicely formatted so you want to set

the due date so I'm going to say

cleaning my bike I'm going to do that

Saturday I'm going to add it to a

project I haven't actually got one here

but I'm going to add a new one which is

Moto life there you go add it to that

and it's adding it to a project that

filters it from the system let me show

you another example due dat of record

first podcast episode I'm going to do

that on the 16th and the deadline is

also going to be the 16th

and I'm going to make the project my

podcast and there it goes you see

disappears let's say that I did this

task going to mark that one is complete

this one research the podcast episodes

yeah maybe let's do that from here and

until an end dat here and we're going to

set the deadline as it needs to be done

by the 14th and the project is my

podcast and so on and so forth and that

is how you gradually clear it now the

joy of this is adding due dates will

drop them into the those views we had on

the main dashboard just adding them to a

project means that they turn up only in

the project so my trip to Vietnam for

example I might just want to not give it

a due date and add it to my bucket list

along with go to the Olympics that's

also going in my bucket list publish

this week's social media I'm going to do

that tomorrow and I'm going to link it

to YouTube and this is based on David

Allen's do delegate or defer so do click

it as complete defer add it to a project

with a due date delegate you might want

to add yourself an extra

property and just add a person and you

can share this system with someone else

there you go so probably at the end of

the day as well the final thing I would

do is go back to my task list I would

look at my task by due date and just

reorganize my day so when planning the

next day you can also use the daily

priority to set the order of task that's

going to be first that's going to be in

the morning and I'm actually going to

move this one one into here and I want

to do it in the afternoon or actually

maybe that's the one thing I've got to

do and it reorders it how cool is that

there you go you've set up your day you

can see all of your to-do list items for

the week here and you know move them

along as they get done you can also see

them in a weekly calendar and that means

that each day you're just able to work

on your to-do list and Mark things off

as they happen the last part of this

task system that I want to tell you

about because it's truly exciting is the

addition of notion calendar there it is

and you'll see in notion calendar we

have a tasks database so this is

actually my task database and we can see

various things are going on but let's

just jump over to calendars here so my

calendars which we can drop down and

have a view of I've added this to the

system because it's an incredibly useful

way to visualize things from your habits

to your journaling tasks by deadline but

also here is tasks calendar and this is

the one I want to demo we have a button

here called opening calendar so if I

click this it is going to add the tasks

database here in the calendar I'm just

going to hide this one for now so if we

can see this we can see that there are

all my tasks now the power of this is

that I can take this and place this at a

specific time social media drag it over

a period of time calling Mom I wanted to

do it early I'm going to pop it in there

and cleaning my bike I also want to do

that on that day drop it in and extend

it over the evening now I can line this

up alongside my other calendars and

weekly schedules see where they can fit

but the best thing about it is if I now

jump back to notion you'll see that

these now have due dates that are

adjusted to the calendar it's now moved

it 11 till 12 in the system it's

unbelievably powerful and this is the

you know the limit of using things in

calendars is not great but again I can

change it here if I move this to

Wednesday if I now jump back to notion

calendar you you see that Co mom jumps

to Wednesday you can view what you like

I could also show my projects here right

cuz I've got my uh timeline for these

the YouTube channel is going to last

over that period say for example it's

not very long for a YouTube channel is

it but if we open this in calendar we'll

also be able to see project durations

listed in it really cool so I can also

remove calendar from the list and it

disappears and it's just easy to drop in

and take back out as you need it I

thoroughly recommend jumping on notion

calendar and that is the joy of these

views now you'll notice in my system

that I have not used Notions subtasks

and honestly it's because I think that's

one level too much I've got it in my

complete life OS system if you want to

try it out but this simplified version

It's just tasks and projects I think it

makes life easier you can filter things

really easily you can see them as you

want it's much much more powerful for me

and it's the one that's really stuck so

that's why that's not there once you've

completed tasks they go to the task bin

all your deleted tasks are down in the

system menu on the home screen if you go

into the system databases and click

complet a task bin you can see all of

the tasks that you've added and with

projects the thing to say is if you want

to Archive a project you can do that

down here clicking this button or you

might want to for example in YouTube

just click Mark project complete and

archive it will disappear it from The

View and you'll find it in archived and

completed projects here so that's the

overview of this new template in my next

video I'll demo that notes and click

clippings system with a quick tutorial

on how to use it but if you do choose to

download all the instructions are

included in the guide and I'll also show

you that updated prompted stoic

journaling system that's in there too

now I hope this video has given you a

bit of inspiration to build your own

notion setup if you wanted to or that

you enjoy this if you download it so

definitely get over to better creating.

comom to download the template and

you'll also find my smaller templates

and sections of this available too and

for more details and ideas behind those

goal setting systems that I mentioned

you can watch this video next or this

one on note taking in notion in general

I'd love it if you would drop a comment

below about what you thought of it maybe

even share this video with a friend who

might value it definitely get subscribed

to the channel if you aren't for more

great ideas Tools in Tech to help you

build your best life I'll see you later

bye