my task management workflow in notion
today we’re talking about how has notion impacted my day to day task workflow as a human with adhd & a business owner.
In this video I go over:
what i used before notion
monday hour one - weekly planning
scheduling tasks by energy level
adhd diagnosis, the grief cycle, structure
daily task process
info inside task pages
example tasks
completed tasks & rescheduling
what did i do before notion?
before using notion for task management, i used paper planners, which honestly to a adhd perfectionist felt kinda like a nightmare. i didn’t know how to plan out what i wanted or needed to do - i didn’t even really know what those things were in the first place. and if i wrote something down, it felt so permanent. i made sure to write everything in pencil so i could erase and re-write if needed, but that still felt like such a hassle.
i also wasn’t writing down specific tasks. i might write something down like “work on my business.” really vague, directionless, a gigantic project, vaguely written down masquerading as a task. no wonder i wasn’t getting anywhere.
now, in notion i have specific tasks. and these tasks are related to projects and goals so i know what i’m working toward.
i talk a bit more about how these are all connected and structured in “my top level productivity system in Notion” video if you wanna check out more of the backend structure.
i’ve got a process for scheduling out my tasks at the beginning of the week which is my monday hour one (mho) weekly planning. having my tasks set up in a kanban board by day of the week makes it really easy to drag and drop, rearrange, schedule & reschedule tasks.
and at this point in my business, i’ve been experimenting and paying attention to my energy levels so i have a much better idea of what types of tasks i like to do on certain days/times during the week. so over time, it’s gotten much easier for me to be able to make my schedule.
i also had to go through the full grief cycle when i got diagnosed with adhd, and finally getting to the acceptance part about how having some sort of a schedule/structure is absolutely essential to me - even if i want to reject it with my full being. i just honestly can’t operate without it. and i had to really experiment to find out what kind of structure & schedule work for me and to accept that it might look completely different to other people and to how i’d been trying to live my life up until this point.
daily workflow
so now the first thing that i do when i get to work, after my opening ritual, is to open notion.
i take a quick peek at my inbox to see if there are any urgent items in there.
a caveat to the word “urgent”: i don’t believe that anything is really urgent - that’s not the way i operate… so i treat “urgent” as something that i know i want to get to that day. i put the little alert 🚨 emoji on it so i know i need to drag it down into my weekly tasks.
then i scroll down to my mho weekly tasks view and see what i’ve got on the dock for the day. and then i can get to work.
when i open up a task, i either have the relevant info i need inside that page to be able to complete the task - or i have it attached to another page in my Holy Grail HQ system to be able to help me to get it done.
examples:
bookkeeping - i have synced blocks from my bookkeeping SOP page right inside my task so it’s easy to complete.
if the task is for a piece of content like a youtube video, i’ll usually put a link to the corresponding piece of content that lives within my content dashboard, so i go to that page to work on the task.
completing & rescheduling tasks
then when i am done with a task, instead of just marking it complete and calling it a day. i make sure that i check in to determine what’s the next step.
so maybe this specific task like bookkeeping is a recurring task that happens every month, so i make sure to reschedule it out so that it pops up in my mho when i need to do it again.
or if it’s not recurring, i ask if there are any additional tasks i need to do now that i’ve completed this step. because sometimes as i start working on something, i realize there are more things that need to get done. so i make sure i create tasks for anything like that so i know what else i need to work on.
now i am able to write tasks down so i don’t forget them, assign them to a project so they stay organized, and schedule them out in a way that makes sense for me and so that i can actually get them done.
i’d love to hear how notion has made your daily workflow easier, leave me a comment on the video.
and if you’re looking for a system to help you run your intuitive business or creative projects, check out my Holy Grail HQ Notion template at the link below.
i also offer 1 on 1 system customization to integrate the HQ into what you’ve currently got and to tailor it to your needs & beautiful brain!
thanks for being here, i’ll see ya in the next one!
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