After a few years of trial and error, I think I’ve finally found the perfect organization method.
In the early years of high school, I had a bullet journal. I was an artsy kid who found a way to combine art with organization in a way that benefited other parts of my life.
However, as I approached the end of high school, my schedule got busier, and I was involved in a lot more things, so owning a bullet journal was less practical. Because of that, I switched to an app called Edo Agenda.
I continued with digital planning in college since I knew I wasn’t going to have as much time. But all the apps I tried out—Taskade, Actions by Moleskine, Any.do, Todoist, Wunderlist—weren’t suited to my planning and organizational needs. They didn’t have the specific functions I required and didn’t incorporate an organization system I liked to use. The predefined apps were too restraining, but the more customizable apps weren’t customizable enough.
So then I switched to a bare bones, uber minimalist bullet journal method. That worked pretty well my second semester. It was simple, portable, and most importantly, flexible—all the things one could wish for in a planning system. However, it wasn’t always the most convenient to use since I couldn’t effectively integrate all the different aspects of my life, which, to no surprise, is mostly recorded digitally.
There was just one huge problem with my digital organization system that made me hesitant to switch back in the first place: everything was fragmented. Notes were in Google Docs. Financial records were in Google Sheets. To-Do Lists were in my bullet journal. Team projects were in Trello. My poetry was on Bear. Things I wanted to try are carelessly pinned to random pinterest boards or added to my YouTube “watch later” playlist. It was a mess.
Over the summer, I found out about Notion from a friend, and I thought, this has so much potential, it could even be exactly what I need. It’s essentially like an empty notebook on your computer with functions that make it 10x more powerful. Notion allows you to integrate all aspects of your life and work into one app. Some of the advantages that have made me partial to Notion are:
Even greater customization level. Notion is a blank canvas with tons of predefined blocks and different file types. You can make databases, spreadsheets, Kanban boards, to do lists, etc. Also, you can remain connected to other digital services. You can link websites, collaborate with other users, use different structures (e.g. documents, databases, tasks), embed images and videos, etc. There are also tons of formatting options, e.g. text color, highlight, heading v. body text.
Better organization. Notion allows you to have pages within pages within pages within pages—an infinite hierarchy that you can organize with tables of contents. These pages are made of blocks, e.g. tables, checklists, boards, databases. Both pages and blocks can be rearranged by simply dragging and dropping them to where you want them to be. In other words, I guess it’s kind of like building a website to organize your life. Plus, their database feature is especially powerful as it allows you to connect all your data and get into as much detail as you wish (each entry in a database is its own page).
Templates. There are tons of templates created by both Notion and the community that you can use. These are especially helpful in the beginning since Notion does have a rather steep learning curve. There aretemplate for almost every category: personal, planning, finance, job applications, design roadmap, etc. Check out their template gallery, this medium article called “10 Notion templates to inspire your use”, or read on for my own examples!
Shortcuts. This makes typing and documenting so much faster. Notion uses Markdown, which is a text-to-HTML conversion tool, e.g. # = Heading 1, *, - = bullet point, etc.
Notion has some pretty awesome features, but how does one actually use it? Personally, I have four top-level pages: my planner, my personal journal, songwriting, and blogging.
I’ve been using my planner to, well, plan and track my day to day activities as well as my week and month. The way I’ve structured it is a calendar or monthly overview with links to pages of weekly overviews, and if needed, daily overviews within the weekly overview. This links things up so nicely, i.e. I don’t have to be constantly flipping pages in my physical bullet journal or planner to find what I need.
I also have entertainment lists, which is mainly a table with all the shows I want to watch, the books I want to read, etc. I keep track of whether or not I’ve watched them, as well as my personal ratings. What I love most about this is that each entry is its own page, so I can type my notes for each book, show, or film and easily find them in the future. (Also the reason why I have plural “lists” instead of just one entertainment list is because you can filter entries by type of entertainment, e.g. movies, tv shows, books, articles.)
For personal notes, goals, journal entries, etc. This is kind of like an extension of my daily journal and just where I dump all my thoughts and keep track of the different aspects of my life: mental, emotional, spiritual, social, physical, and travel.
Another page I have is called “Stray Thoughts” and, well, it’s pretty self explanatory. It’s a lot easier to dump all my thoughts as they come and reorganize them later. Of course, this requires sacrificing the rawness of journaling, i.e. when the thoughts come and how you process them, which is why I still keep a regular journal that I write in daily.
I’ve been writing a lot of music over the summer and it’s often hard to keep track of all of my songs and how far I’ve gotten in the songwriting process. So I created a table of songs - each entry of a song is a page with its lyrics. These are then tagged with the status of the lyrics (i.e. completed, in progress) and the status of the music itself (i.e. melody only, instrumental, mixing, mastering, revised). Eventually, I’ll include demos in the database by embedding audio files in the document.
I have a separate section for inspiration and ideas, which is a kind of brain dump, e.g. words I think would make a good song, a certain theme for a song, a melody that’s been stuck in my head, a vibe I’d like to try out, etc.
I’ve also been watching a lot of tutorials for music production and there’s a section where I write my notes for that.
The last section of my Notion app is for this blog. Which has pages for
New posts. These are ideas for future posts, asks that I think would need longer answers, as well as posts that are currently in the draft stage (like this one was before I posted it)
Design assets. This is where I put all the visual branding material for Eintsein.com to be used in posts and any visual material on the blog.
FAQ. Having an FAQ document just makes it so much easier to make changes to your existing FAQ. Plus, if you ever change your FAQ theme, you just have to copy and paste what you already have.
Post directory. I keep track of all my previous masterposts, infographics, and generally longer and more comprehensive posts. It’s the exact same as what you see on my Navigation page. And yes, the document contains direct links to the post.
New theme. A project I’ve been working on the past couple days is trying to create my own theme for my blog. This is where I put all my outlines, brainstorming notes, design inspiration, code snippets, etc.There are some pretty awesome features I’ve made use of in this page:
As you can probably tell, I’m absolutely obsessed with Notion since it has such awesome features and endless possibilities for customization. So far I’ve been using Notion for personal projects, which, since they are quite big in scale and have no set deadline, are important to organize well. My summer courses were only 6 weeks and weren’t difficult to organize.
The formats above are just how I personally use notion. You could make some of your own, or if you don’t think you want to build your pages from scratch, there are tons of templates to choose from. Here are some I think I’ll be using in the near future and may be helpful for others as well, especially students like myself:
One drawback, however, is that Notion has a rather steep learning curve, but there are tons of tutorials online (especially YouTube) and I guarantee you it’s all worth it.
Notion is not just a productivity app. It’s a way to concretize your entire life.
Notion is free to use, but there are higher tiers that allow for more blocks, greater file size, etc. I use a personal account, which is $4 per month with unlimited block storage and no file upload limit (although I got it for $33/year). Personally I think the free plan would suit most people’s needs, especially if you’re not uploading large files.
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