How I Organize My Life, Work, and Everything Else | Notion Tour 2023

Summary

This video script details a comprehensive life management system using Notion, a productivity app. The creator shares their experience with Notion Projects, emphasizing its top-down and bottom-up workflow for planning and adapting to changes. They introduce a template for organizing projects, tasks, and notes, highlighting features like AI autofill for summarizing notes and generating ideas. The script offers a glimpse into the creator's personal use of Notion for studies, YouTube channel management, and business operations, showcasing its adaptability and efficiency in various aspects of life.

Takeaways

• 😀 Notion is a versatile productivity app used for various life aspects, including studies, YouTube channel management, and business operations.
• 📚 The speaker is partnering with Notion to promote their new 'Notion Projects' feature, which enhances life management systems.
• 🎁 A free template is being offered as a bonus for viewers, with the request to check out Notion and watch the entire video.
• 🛠 The script discusses the importance of managing both actionable items (tasks) and non-actionable items (notes) for stress-free productivity.
• 🔍 Two key workflows are highlighted: 'top-down' for planning and 'bottom-up' for adapting to changes and integrating new tasks and ideas.
• 🗂️ The 'top-down' workflow involves planning projects with tasks and notes, while 'bottom-up' focuses on incorporating new tasks and ideas into the workflow.
• 📊 Notion's dashboard includes different views for projects, tasks, and notes, allowing for an organized and adaptable management system.
• 📅 The 'Sprints' feature in Notion is introduced as a method to create focused, time-bound goals, leveraging the benefits of time pressure for productivity.
• 📝 The 'CCC' framework stands for Collect, Clarify, and Calendar, which is a method to manage tasks and notes based on the GTD (Getting Things Done) methodology.
• 🔑 Notion's relational linking feature is praised for its ability to connect notes to multiple projects, simplifying the organization and retrieval of information.
• 🤖 The introduction of AI autofill in Notion is showcased, which can summarize key points, generate titles, and provide meeting takeaways, enhancing the efficiency of the management system.

Q & A

What is the primary function of Notion for the speaker?

For the speaker, Notion serves as a comprehensive productivity app that integrates various aspects of their life, including tracking studies, managing a YouTube channel, and running a business.

How does the speaker describe the 'top-down' and 'bottom-up' workflows in Notion?

The 'top-down' workflow involves planning projects by brainstorming tasks and researching notes, while the 'bottom-up' workflow is about adapting to changes and integrating new tasks and ideas into the existing workflow.

What is the purpose of the 'do not delete' toggle in the Notion template?

The 'do not delete' toggle is a warning to users not to delete the section as it contains important information such as the instruction manual, documentation, and databases that are crucial for the template's functionality.

How does the speaker categorize projects in the Notion dashboard?

The speaker categorizes projects using tags, such as 'school', 'business', 'Creator' for YouTube, and 'personal', allowing for easy organization and access to different types of projects.

What is the significance of the 'CCC' framework mentioned in the script?

The 'CCC' framework stands for Collect, Clarify, and Calendar. It is a method to manage tasks and notes by first collecting them, then clarifying their purpose and project association, and finally scheduling them in a calendar for focused action.

How does the speaker use the 'Sprint' feature in Notion?

The speaker uses the 'Sprint' feature to set clear progress goals and create a sense of urgency around completing those goals within a set time frame, which helps to improve focus and productivity.

What is the benefit of using the AI autofill feature in Notion according to the script?

The AI autofill feature in Notion provides a convenient way to summarize key points from notes, generate alternate titles for creative projects, and list actionable items from meetings, making it easier to review and act on information.

How does the speaker manage tasks and notes on their mobile device using Notion?

The speaker uses a 'collect' page in Notion as a widget on their mobile device to capture tasks and notes while on the go. These notes are then synced across devices and can be further organized when the speaker returns to their computer.

What is the 'breadcrumb trail' mentioned in the script, and how is it used?

The 'breadcrumb trail' is a navigation feature in Notion that allows users to easily move between different pages or sections of their dashboard. It is used to quickly navigate back to the main project dashboard or other sections.

How does the speaker use the 'active items' section on the Notion home page dashboard?

The 'active items' section provides an overview of ongoing projects, tasks, and Sprints. It allows the speaker to quickly see what they are currently working on and manage their workflow effectively.

What is the speaker's view on the importance of managing both action items and non-actionable items?

The speaker views both action items and non-actionable items, such as tasks and notes, as important to manage for stress-free productivity. Proper management of these elements is key to an effective life management system.

Outlines

00:00

📚 Notion as a Life Management Tool

The speaker discusses their reliance on Notion as a productivity app for managing various aspects of life, including studies, YouTube channel management, and business operations. They express excitement about Notion's new 'Notion Projects' feature and offer a free template to assist viewers in setting up their own life management system. The speaker emphasizes the importance of productivity in terms of projects and tasks, and introduces the 'top-down' and 'bottom-up' workflow concepts within Notion, which allow for both planning and adapting to changes. They also showcase their management dashboard, which includes navigation to different dashboards and sections for daily tasks and active items.

05:00

📈 Project and Sprint Management in Notion

The speaker elaborates on the 'top-down' workflow by explaining how to use the project dashboard in Notion to plan and organize tasks and notes for projects. They demonstrate adding tasks with properties like assignees, due dates, and priorities, and how to move tasks between different stages of completion. The introduction of 'Sprints' is highlighted as a new feature, which allows for focused, time-bound project planning. The speaker guides through creating a Sprint, adding tasks, and tracking progress, emphasizing the effectiveness of this method for maintaining focus and meeting deadlines.

10:01

📝 The Bottom-Up Workflow with Notion's CCC Framework

Shifting to the 'bottom-up' workflow, the speaker introduces the CCC framework—Collect, Clarify, and Calendar—as a method for managing tasks and notes. They explain the process of collecting actionable and non-actionable items in Notion, clarifying their purpose and project association, and scheduling them in a calendar for focused execution. The speaker also discusses the use of tags and relational linking in Notion, which allows notes to be associated with multiple projects, simplifying the organization and retrieval of information.

15:04

🗂️ Organizing and Summarizing Information with Notion's AI Autofill

The speaker explores the AI autofill feature in Notion, which can summarize key points from notes and articles, making it easier to review and compile information. They demonstrate how to use this feature to generate summaries for research papers, generate alternate titles for YouTube videos, and capture key takeaways and action items from meetings. This showcases Notion's capabilities in streamlining the organization and processing of information, enhancing productivity and efficiency in various tasks.

20:06

🛠️ Final Thoughts on Notion's Comprehensive Management System

In conclusion, the speaker reflects on the overall effectiveness of Notion's management system, which has been instrumental in organizing their life and running their business. They mention additional features of Notion, such as app integrations, task IDs, and automations, and provide links for further resources. The speaker also refers to 'Study Quest' as a comprehensive guide for building a study system within Notion, suggesting it as a valuable resource for students and creators looking to enhance their productivity.

Keywords

💡Productivity

Productivity in the context of the video refers to the efficiency and effectiveness with which tasks are completed. It is the main theme of the video, as the speaker discusses using Notion as a tool to enhance productivity in various aspects of life, including studies, managing a YouTube channel, and running a business. The concept is exemplified by the speaker's excitement about the release of 'Notion Projects' and their personal workflow strategies.

💡Notion

Notion is a productivity app that serves as the central tool discussed in the video. It is described as a 'glue' that holds the speaker's life together, indicating its integral role in organizing various tasks and projects. The video explores the features of Notion, such as the ability to track studies, manage social media channels, and run business operations.

💡Workflow

Workflow in the video is the process or sequence of tasks through which a piece of work passes from initiation to completion. The speaker emphasizes the importance of having a well-defined workflow to manage projects with minimal stress. The top-down and bottom-up approaches to workflow are discussed, highlighting the need for both planning and adaptability.

💡Templates

Templates in this context are pre-designed layouts or frameworks within Notion that users can utilize to organize their projects and tasks. The speaker mentions giving away their template for free to help viewers succeed in setting up their own life management system, demonstrating the utility of templates in streamlining productivity.

💡Top-Down Workflow

The top-down workflow is a planning approach where projects are outlined from a broad perspective, breaking down into actionable tasks and necessary research. In the video, this concept is used to describe how to initiate projects like applying for law school, where tasks and notes are brainstormed and organized systematically.

💡Bottom-Up Workflow

The bottom-up workflow is an adaptive approach where new tasks and ideas are integrated into an existing system. The speaker illustrates this with the unpredictability of entrepreneurial endeavors, emphasizing the need for a management system that can evolve with changing circumstances and new information.

💡Projects

Projects in the video are individual endeavors or goals that require a series of tasks to be completed. They are a key component of the speaker's productivity system, with each project having its own page for planning, tracking action items, and noting important information. The script mentions projects like applying for medical school and starting a club.

💡Sprints

Sprints in the video refer to a time-bound period dedicated to intensive work on a specific goal or set of tasks, often used in software development and project management. The speaker highlights the effectiveness of Sprints in creating a sense of urgency and focus, using the example of preparing an application for medical school.

💡Tasks

Tasks are the actionable items or steps within a project that need to be completed. The video discusses how tasks are managed within Notion, using properties like assignee, due date, and priority to organize and track their completion. Tasks are a fundamental part of both top-down and bottom-up workflows.

💡Notes

Notes in the video represent non-actionable items, such as research, ideas, or meeting minutes, that are important for reference but do not directly translate into immediate action. The speaker explains how notes are collected, clarified, and then related to specific projects, demonstrating their role in the overall productivity system.

💡CCC Framework

The CCC Framework stands for Collect, Clarify, and Calendar, which is a method for managing tasks and notes from the bottom-up. It is based on David Allen's Getting Things Done (GTD) methodology and is used in the video to explain how to process and organize information effectively within Notion.

💡AI AutoFill

AI AutoFill is a feature within Notion that uses artificial intelligence to generate summaries or titles based on the content of notes or tasks. The video showcases this feature by demonstrating how it can simplify the process of reviewing past notes, generating video titles, and summarizing meeting outcomes.

Highlights

Notion has been a go-to productivity app for organizing various aspects of life, including studies, YouTube channel management, and business operations.

Introduction of Notion Projects to simplify the creation of a life management system.

Providing a free template to assist users in getting started with Notion.

The importance of managing both actionable tasks and non-actionable notes for stress-free productivity.

Two key workflows: top-down planning and bottom-up adapting to changes.

Demonstration of a cozy and homey management dashboard with navigation to different dashboards.

Automatic daily task updates and the ability to change task status within the dashboard.

Use of 'Do Not Delete' toggle for important documentation and instructions within the template.

Project dashboard explanation, including planning and active project management.

Utilization of tags for categorizing different projects within the dashboard.

How to plan projects with dates, leads, and action items within Notion.

Linking tasks and notes to their respective projects for streamlined management.

Prioritizing and managing projects in the active area of the dashboard.

Sprint planning as a new feature in Notion Projects for focused and time-pressured work.

Explanation of how to plan and manage tasks within a Sprint to improve focus and productivity.

The bottom-up workflow using the CCC framework: Collect, Clarify, and Calendar.

How to collect tasks and notes into Notion and clarify them for organization.

Using the calendar to schedule and manage tasks for focused work.

AI autofill feature for summarizing notes and generating ideas, enhancing productivity.

Practical use cases of AI autofill for summarizing articles, generating video titles, and meeting notes.

Overview of the comprehensive management system in Notion, including studies, mental health, side hustles, and productivity.

Transcripts

notion has been my go-to productivity

app for the past five years it's the

glue that holds my entire life together

I use it for everything from tracking my

studies to managing my YouTube channel

and running my business so I'm super

excited to partner up with notion again

as they release notion projects which

has made it so much easier to create the

perfect life management system I know

starting from scratch can be difficult

so as a bonus I'll be giving away my

template for free because I love our

rookies and I want you all to succeed

all I ask is that you check out notion

and watch the entire video but before

you jump into notion I want to talk

about the intention behind this workflow

for me I view productivity in terms of

projects projects have action items or

tasks and non-actionable items notes and

all of these are important to manage if

we want to work with as little stress as

possible there are two workflows at play

that make this happen I call them top

down and bottom up top down is planning

we know we have a project like apply for

law school so we brainstorm which tasks

need to be done and what notes need to

be researched and stored bottom up is

adapting you know having been an

entrepreneur now for a couple of years I

can guarantee that nothing ever goes

according to plan random Flyers need to

be put out a brilliant idea spawns from

thin air that steers the direction of

the business Mike has an emotional

breakdown so our management system needs

to adapt with us most new tasks and

ideas come we integrate them into our

workflow to stay organized and the best

part is with notion we can do them both

and we can do them well so here's my

management dashboard I wanted it to feel

cozy and homey which is why Misty Crete

sets when we come home kind of like a

puppy across the top is the navigation

bar with links to four different

dashboards that are included in this

template projects Sprints Tasks and

notes projects and Sprints are top-down

workflow Tasks and notes are bottom-up

workflow then a section for daily tasks

where all of our to-do's scheduled for

today appear and yes this automatically

updates every single day and we can

change the status of the tasks as we

complete them like I did this this

morning thank God this one I'm still

working on but uh we'll get there the

active items section shows an overview

of our projects our Sprints and our

current tasks I'll swing back to these

later scroll down and there's a toggle

called do not delete I know how tempting

it might be when someone says don't do

something the only thing that goes to my

mind is I want to do it so bad that this

is where I put the instruction manual

the documentation all the dashboards and

the databases that run this template so

if you delete this you're gonna break it

you've been warned and then some

Shameless self promo at the bottom join

our Discord Community by studyquest yay

okay moving on so starting with the top

down workflow is the project dashboard

there are two sections in this dashboard

we have plan and active use the plan

area to plan out upcoming projects I've

categorized different projects by tags

so if I have an upcoming school project

like I don't know apply for medical

school a lot of that here use the plus

new or maybe I have to start an org or

club for school I also have tags for my

business which I called work and also

Creator stuff on YouTube if you want to

make more tags you can just click on the

plus to the right of no tags here and I

can add a new group I'll probably have

one for personal

and then let's move this over here like

that

personal projects might be

file taxes you know

summer bod 2023 level up my Riz game

projects can be tagless it didn't really

fit into any one of these categories

like I'd probably move level up my Riz

game to no tags because it's not

strictly for me it's also for my

crippling and security inside each

project page we can continue to

brainstorm from that top-down approach

so hover your cursor over the project

click on the pencil to edits I can add a

lead who is in charge of this project

maybe this will be me I can plan out an

expected date for this project including

an ending if I know it by hitting add

dates let's say this is going to start

today I'll hit on this toggle for end

date to give a date range and let's say

that applications open up on the 1st of

June which I think they do

um but I always like to keep myself a

little bit of a buffer because let's be

honest I'm probably going to

procrastinate a little bit so I'll

choose June 3rd and I'll X out and there

you go we can see a date range for this

project now let's open up the project

page here into a full screen and I'll

have an area where I can outline my

project and I can describe my project

here Maddie is going to apply for

medical school again

now I can also start adding action items

or tasks to this project under the task

projects area the three emojis here

stand for not started yet in progress

and then complete and this one over here

stands for recycle or archive we don't

really need to see so I'll start adding

some tasks

this is a super simple tracking system I

can just click and drag items across as

I complete them in progress and then

finished we can even get more specific

and add some properties to these tasks

too so I click on the edit again and

I'll open this and decide Pete this time

like who's going to do this tasks

probably has to be me I can choose a

date for this task let's say that my

MCAT is going to be in two days on

Friday and I can choose priority for

this task this is going to be a high

priority task if I need to take any

notes specific for this task I can also

add notes Here

let's close out of here whenever I need

to take notes for this project for

research or ideas or meetings or

anything I can simply click on add notes

and make a new note

studies schedule for MCAT I'll click on

plus new and it'll create a new note for

me and it'll appear right here cool the

great thing about this notion projects

workflow is that everything in this

template already comes pre-linked so all

the tasks and all the notes that I make

when I'm inside of this project page

that are already pre-linked to the

project so I don't have to mess around

with these properties making relations

and formulas and stuff it's super

convenient so let's go back to the

project dashboard I'll use the

breadcrumb trail the top of the screen

to go to my Cajun koi manager page and

I'll go back to my projects here so as

you can see there are a lot of projects

that I have planned that I really want

to do that'd be nice but that doesn't

always mean it's the right time to do

them so pick the projects that are most

important to you right now and

prioritize them it's all about intention

that's why it's always a good idea to

add priorities to these projects so we

know which ones are more important and

once you're ready to begin a project all

you have to do is click and drag that

project down to the active area into the

in progress area just like that

and now my application for medical

school is in motion I can see the

priority for it I can see what category

of my life it applies to this is school

I can see who charge of this project

especially useful if you're working on

teams and I can also see how close to

complete this project is and that

relates to how many tasks I put into

this project and so there are four tasks

in this apply for medical school project

as we can see and only one of them is in

the done area and that's why this says

25 there are also a few other views in

the active section if you prefer to see

all of your projects in a table like

this you can click on the active View

and we can just see pretty much the same

information but it's organized by in

progress in tables like this timeline

view is also really cool if you want to

see all your projects in a timeline like

this and you kind of just see how they

stack against each other going over the

all tab you'll see every single project

that you have either planned completed

or archived the last view mind will show

you all of the projects that you are

assigned to this is again especially

useful if you're working on teams like I

do alright so now let's move over to

Sprint planning which is my favorite new

feature with notion projects I've always

loved to work in Sprints in medical

school we get dedicated weeks to study

for boards and for clinical exams this

style of work leverages

time pressure when we set clear progress

goals and create a sense of urgency

around completing that goal our brain

focuses so much better this is why

techniques like Pomodoro and task

prioritization are so effective and

honestly it's why Sprints have become so

popular lately with the whole dopamine

detoxing and monk mode craze and it's

definitely a tool I've been using a lot

to improve my focus so let's plan out a

Sprint in the Sprint dashboard and I'll

use that example again of getting my

application ready for medical school so

in the Sprints dashboard I'll first go

to my all view to see all of my current

or upcoming Sprints that are planned

I'll begin by renaming this for Sprint

to apply for medical school I'll choose

a date range for this Sprint we already

said that this is going to be up until

the June 3rd next we'll start adding

some tasks to our Sprint over in the

Sprint planning view now I can see my

current Sprint and a toggle and my next

Sprint and another toggle I'm just going

to collapse this because we're focused

on this current Sprint and if I scroll

down to this backlog area it's going to

show all of the tasks in this template

and what I'm going to do now is I'm just

going to check the boxes for all of the

items that I want to include in the

Sprint now the really cool thing is I

can include tasks from any project or no

project at all into this Sprint so I

definitely want to include all of these

tasks that are related to apply for

medical school but maybe in this

upcoming Sprint I'm also going to need

to get ready for this trip I have coming

up I'm also going to want to add all

these tasks related to this trip that

I'm taking to New York next month with

Mike maybe I'll throw this into the

Sprint too because she can't wait

forever right now I'm just going to

click and drag all of these items into

that current Sprint I can click on

remove sorting because I don't really

care about bats now all of these tasks

regardless of which project they came

from or if they had any project at all

are part of the Sprint if I go back to

my all view I can see all the total

tasks in each Sprint I can see my

completion rate which is how many those

tasks have moved to the done area and

then my favorite thing is to go back to

the current Sprint View and I can see

all of the tasks in this current Sprint

that I'm in and I can just manage it

directly from here I can just click drag

things to move them along as I finish

them

like so and as I click and drag these

tasks over in all of the different

projects that I'm working on

until I complete them all all of my

tasks have been complete my progress bar

is 100 filled up and I'll just click on

complete Sprint a pop-up will come up

I'll see a quick summary of my results

if I completed all the tasks and then I

can click this button to complete that

Sprint and then begin my next one

my current Sprint changes to the next

Sprint that I had planned if I go back

to the all Sprints view apply for

medical school is now in the past that

was when I completed that Sprint I

really love this Sprint workflow because

of how focused it is on action and it's

not just organizing and planning things

for the sake of organizing and planning

things this has been really useful not

only for school but in my business where

Mike and I have dedicated Sprints to get

projects done get YouTube videos done

and stuff like that all right let's move

on now to the bottom up workflow the

bottom-up workflow utilizes our CCC

framework which stands for collect

clarifying calendar and it's Loosely

based off of David Allen's GTD we first

collect Tasks and notes into notion and

then we clarify them to know which

project they belong to and finally we

put tasks into our calendar to stay

focused I made an entire video about

this framework so definitely check that

out for a deeper dive but starting with

collect we're constantly bombarded

throughout the day with information from

notifications reminders Revelations

media obviously not all that stuff is

important but for the stuff that is we

collect them into notion so we don't

have to rely on our brain to remember

them because let's be honest it kind of

sucks at that so action items go over to

our task dashboard and non-actionable

items go over to our notes dashboard and

in each dashboard there's a link to a

collection page my favorite super hack

and notion is using multiple tabs at the

top left next to the breadcrumb trail I

can click on this to make a new tab

it'll duplicate the current page that

I'm in and now I can just use command 1

and 2 to switch between these two tabs

like so and in the second tab I'll have

this phone collect Page open so that's

whenever I need to collect any

information whether that's a new task I

can use this new button right here to

collect a new task or I can use this

button right here to collect a new note

and then I can just use command 1 to get

back to the page I was currently on so a

new thought comes to mind command two

flip over here I can click on plus new

to add a new task

now if you're wondering why it says

phone it's because this page is also the

one I use as a widget on my phone to

collect stuff if I'm out and about and

I'm not at my computer so if I'm waiting

in line at in and out or something and I

suddenly realize I need to subscribe to

Keyshia Co Academy and like this video

boom done or maybe I'm at the gym you

know warming up with an easy 225 bench

and I get an amazing idea for a YouTube

video I can collect that too notion

syncs everything across devices when I

get home later it's already waiting for

me I literally have no excuse now not to

collect my thoughts step two is clarify

we have to decide if the stuff we

collected is worth keeping and where it

belongs let's start off with tasks I'll

use command 1 to go back to my task

dashboard here and we'll see that there

are two database views here actually the

task inbox is at the top an inbox is

basically just a place that we collect

things and then underneath that we have

our task calendar so to clarify these

tasks all I'm going to do is fill in the

properties here with notion projects

this workflow is actually also great if

you're working on a team or in a group

like I would probably just assign all

this stuff that I didn't want to do over

to Mike here's another Pro tip if you

click and drag on that circle at the

bottom of a cell you can copy that cell

uh vertically to as many tasks as you

want and for all of these other tasks I

would just delegate them to people on my

team and that way I don't have to do any

work and I can focus instead on building

hovercrafts in terms of the Kingdom

choose a priority for these tasks low

medium or high

do you want to get more

compartmentalized you can even tag each

of these tasks with something specific

the defaults and notion projects are

mobile website and Improvement these

obviously are more relevant if you're

working on like a product development

team but as a student you can make your

own tags make my own tag and click on

create to make your own tag for them and

if any of these tasks like study for

exam here is related to a project I can

click on the cell and I can find the

project that it's related to like apply

for medical school and I can that

project there now by default I have some

filters up here that you can see that if

any project is assigned to these tasks

or if a due date is assigned for these

tasks a due date meaning I put it into

my calendar then it's going to disappear

from inbox after clarification moving on

to step three is now to put them into my

calendar so I know when I'm going to do

them and to do that all I have to do is

click and drag the tasks that I want to

do from the Inbox and into the proper

date in my calendar so if you want to do

that one today I can move it there if I

want to do any of these tasks or

multiple of them on the same day just

like before I'll use the check boxes and

then I'll click and drag these into

tomorrow like so I can also just

rearrange tasks when I want to do them

right here in the calendar by clicking

on tasks and moving them around and

we'll also be able to see the status of

the task whether it's completed whether

it's not started yet I can also see

which projects it's related to I can see

its priority and I can see who is going

to do those

a few more useful views in this database

here if you want to see all your tasks

by project click on it by project View

and we'll be able to see all of the

tasks that have no project at the top I

can close this toggle I can see all of

my tasks related to trip to New York I

have planned I can see all of my tasks

related to this YouTube video and then

all of my other projects here completed

tasks view pretty self-explanatory it

just shows all the tasks that I've

already completed something I like to do

in here is a periodic Purge so I'll

click on this check box up here to

highlight all of my tasks and I will

delete them from my knowledge base last

view all tasks probably not that useful

but it'll show you all the tasks in this

template all right let's pop over to the

notes dashboard to clarify our notes now

I'll go back to the Cajun koi manager

and click on notes the notes dashboard

only has one database with two views so

it's a lot simpler the first view is for

recent notes which doubles as my notes

inbox and all my recent notes because I

have them sorted by last edited time to

clarify this inbox click on the pencil

icon next to these notes add tags to my

notes this distinguishes like what type

of note it is I can click on ADD tags

this is an idea then I can also relate

this note to a project if it exists in

one so I can add a project here this is

actually a new YouTube idea so I'm going

to create a new project here probably

jacked in 30 days and I'll create a new

project for this note something that I

really love about notion is the

relational linking and what I mean is

that any note can be a part of multiple

projects so unlike in Mac finder where

I'd have to make a copy of a file and

then put it in two different folders in

notion I can actually just link OneNote

to multiple projects so let's say that I

want this get jacked in 30 days YouTube

video note that I have to be in multiple

projects I can actually just link

another project here like my one arm

pull-up Challenge and now we'll see that

this note lives in both of these

projects I can open the project to show

you that's right here that note lives in

get Jack days and it also lives in my

one-arm pull-up challenge I absolutely

love this feature because it makes it so

much less stressful to clarify notes and

think where should I put this note

because I can put it everywhere or I can

put it nowhere so as you can imagine if

you collect a lot of notes and ideas

you're probably wondering how on Earth

are you going to find any of your notes

if they're all in this one database

don't worry I got you that's what

filters are for it's like online

shopping you can filter it by different

tags we can filter it by who created the

note especially useful again if you're

working on teams and if you're still

unable to find that note there's a

search feature right here this

magnifying glass next to sort and I can

search for the note in this database

probably should have started off with

that one the second view in notes is the

project view again just like the task

projects view this one just shows all of

our notes by the project that they're

related to and just like that all of the

notes that needed to be clarified and

stored into the right projects have been

done and I can easily find them whenever

I need to the that's how the CCC cycle

is used for bottom-up management and

notion the whole idea is to simplify the

process of managing but keep it flexible

so I always know what are the next steps

to move my project so now I want to show

you how I use the home page dashboard to

maintain my entire life management

system so in the active items area I can

just get a quick overview of the ongoing

projects I'm working on or the tasks or

any Sprints these are just the same

views that we've already seen from these

dashboards but I also want to highlight

a unique new feature that notion just

dropped that's very very cool called AI

autofill I'll give a few cool use cases

for autofill here first as a student

oftentimes I had to read research papers

and articles and stuff mostly from

online resources nowadays and if you're

anything like me I like to take

reference notes as I go through articles

or I'll grab highlights directly into

notion from read wise on my Kindle and

stuff like that it's really easy for me

to get notes into notion but something

that I struggle with is when I come back

to something that I read in the past I

have to try and figure out what that

chicken scratch was that I wrote but

with autofill that problem is pretty

much gone so switching over to task view

here here is a paper I'm working on

about how memory works and all of these

different tasks are actually different

articles that I've read and I'm going to

have ai autofill summarize key bullet

points for each of these articles so I

don't have to go into them so let's go

over and add a new property here with a

plus icon I will choose submarine AI

which is a new beta feature and what I'm

actually going to do is I'm going to

edit this property because I want to

enter my own custom prompt in so I'll

click on summary AI edit property

and I'll change this summary type

from here to a custom autofill

and let's ask this to list the top three

takeaways

from these notes in bullet point format

and explain it simply because I'm lazy

I'll use this to try on this View

and save changes and so sick AI is now

summarizing everything that's inside of

these pages right from the front and I'm

going to wrap this column so we can see

it better it's given me three bullet

points and then summarize the article so

I don't have to go back in I'll go down

I wanted to summarize these ones as well

let's update this

so cool

and let's do for this last article as

well

let's update it

boom just like that

and so if I'm compiling resources for

paper I'm writing or a project I'm

working on I can get quick summaries

just from this overview page so next up

as a Creator one of the most important

parts of youtubing is coming up with

catchy or viral titles for my ideas

because what I found is that ideas are

really only as good as their packaging

so let's go back to the projects view

here and in my planning area I'm going

to look at some ideas that I've had for

YouTube videos and I'm going to have ai

generate some alternate titles for me so

let's go over to the summary AI area

again I'm going to edit property again

I'm going to try a custom

autofill and let's ask AI this time give

me a bullet list of alternate viral or

catchy titles or a YouTube

and I will try it on this View

save changes I'm going to turn on auto

update as well so that's if I change

this title it's going to give me

different ideas again

you can go ahead and wrap this up so we

can see what it did 30 days of gains 30

days to a stronger body mastering the

art of Riz Riz like a pro hmm some of

these are actually kind of funny but

anyways let's see what happens if I

change this idea from 30 days

checked video challenge let's see how AI

auto updates this to be the summary just

Auto updated because I changed the name

of this project and finally as an

entrepreneur I do unfortunately have to

take a lot of meetings nowadays and

during meetings I like to jot down all

the deliverables and follow-ups that my

team has to do or that Mike and I have

to do but for some reason immediately

after the meetings are over I forget

everything that we just talked about and

what I can do is just have ai summarize

for me in bullets again actionable items

from my meetings so here's an example

one of our ongoing projects right now is

to redesign the Cajun koi Academy

website and it's something really epic

we're going to have a profile picture

generator we're gonna have skill trees

we're gonna have a lot of really cool

stuff and we've been working with a

design team and so what I can do I will

go over to my summer AI area once again

let's edit this property I'm going to

choose another custom prompt this time

summarize in a bullet list the key

takeaways

and action items let's try it on this

View

save changes I'll X out again and now if

I go down to my meetings over here I can

click on this update button and it

should update with that new prompt let's

see what it gives me

so it gives me some key takeaways what

we talked about in our meeting and our

action items I can do this for the next

one as well

takeaways and action items looking great

and then one more time I'll update this

last one here

boom very very cool so having AI just do

a summary for me super useful if I come

back to this task even days or weeks in

the future I'll not have to go through

my notes again and I'll always see the

ongoing action items for this task and

that's a taste of my management system

in notion it's been incredibly effective

for me to manage not only my life but

also to run my business with Mike check

out notion projects I barely even

scratched the service here with the new

cool stuff they rolled out like more app

Integrations task IDs and automations

links to everything including this

template will be in the description but

I do want to mention that this template

it's really just one small part of our

overall management system because of

students and creators we also need to

manage our studies our mental health our

side hustles along with our productivity

so if you're interested in our ultimate

notion workstation that also comes

complete with a full guide for building

a study system and then putting it all

together you should definitely check out

study quests this right here is a great

introductory video into what it is we've

just gone through a massive update and

overhauled a study Quest so this video

is a little outdated but it still has a

lot of value so I'll see you there