Back Office Operations Support/Signposting. "Intro to 'Notion'. What is it? Reflections on Purpose & Passion"
The basics, resources, and some learnings. 'Productivity for what purpose?'.
Dear Reader, This offers insights into Carer Mentor’s journey and how I try to keep things organised, referenced and accessible for future use.
Table of Contents
What is Notion
From the Notion Website:
We like to describe Notion as a set of building blocks for creating things you love to use on your computer, such as:
Documents
Databases
Public websites
Knowledge bases
Project management systems
The world's most beautiful notes... 😉
Personal Context
Dear Reader, I am not passionate about project management or organisation tactics. However, it’s been one of my strengths out of necessity as a global director of teams, a curious researcher who loves learning, and a mentor of execs looking for bespoke resources.
When I started using Notion, I wanted to create a Knowledge Management System (KMS). I had a specific idea and created it. Next, I built a strategic plan for my mentoring business and then a third version of the Carer Mentor Website in Notion, leveraging the databases of the KMS. In January 2024, I constructed a Substack management system.
I use Evernote as an online system of notebooks. Each Mentoring client has a notebook, and we layer notes, highlights and comments. For the Carer Mentor Website, I make a post or article in Evernote complete with hyperlinks (but not images) and copy-paste the entire piece to a Substack Draft Page, where I finish edits for publication. Once published, a copy goes into my Notion database.
October 2023 to January 2024 Evernote was enough to build the base of the Carer Mentor website, version 4. However, from January onwards, the content and organisation reached critical mass and required an upgrade. So, I created a Substack Management System for myself a bespoke tool.
The Substack management system in Notion is interlinked with the existing KMS databases to interlink references and ideate for new articles. I’ve also created a Customer Relations Management database of my subscribers and a Production System to keep track of my ideas and articles.
Key learnings/thoughts I share when I’m asked about Notion
Notion is like Lego. There are infinite possibilities and combinations of functions.
Use a free account first. I don’t recommend a professional account unless you have team members, a large volume of content, or a website. The Team Space function is a whole other realm.
When you have a blank page and countless possibilities the best way forward is to research what the experts do, teach, advise and offer. Create a vision of what you want to do first. Then, play and experiment. My first idea was the KMS. (see the overview image below).
The Notion Academy has various guides.
The Notion Templates: 1000s of pre-made, free and paid templates. Your brain will boggle. My advice: play with a few, get ideas, test and experiment. The creators are amazing. Avoid spending hours reconfiguring a template or learning to make something from scratch.
Notion AI: I’ve used this for Notion Q&A but not for writing posts.
Essential Notion tools/functions I use every day:
Databases: I create a master of all data, then create new views using different filters and sorts. E.g. On a separate page, I can paste a specific view and add data, which is automatically added to the master database elsewhere.
Relations: This links the data from one database to another. I have a relation between my Knowledge Management System (KMS) database and my Carer Mentor Ideas database. So, I can search and link a resource/reference/book/media
Extension: Notion has a Google extension & can auto-store key fields directly into your database after you’ve set up a template. Notion Web clipper .
Properties: A database column = a property. The property ‘type’ can be many different things. For example, date, last edited time, a Relation, a multi-select, a single-select, or a checkbox. I use the multi-select to add ‘tags’ to the entry (the row). You can keep adding new tags
Synched blocks. For example, I’ll make book review highlights. I create a ‘synched block’ copy and paste it on another page/content. If I edit it on the destination page, it will auto-edit the source block on the original page and every other location where it is referenced. You can see where it’s linked and jump to that page. You can also unlink the block. One truth evolves everywhere.
Warning: I could not easily export my ‘website’ from Notion. I cannot easily export a page with links because it’s anchored in Notion. I use it as a Library Vault and Company Archive and Resources System. My advice is to be clear on your ‘way of working’ so you don’t put everything in Notion and can’t export or copy-paste easily.
It’s easy to see how people get enthralled by creating habit trackers, organising tiny pieces of their system, creating ticks, checks, links, measures and a whole ‘BUSY-NESS’ out of Notion. Personally, I was grateful that my limited time dissuaded my use of self-fulfilling prophecies of productivity. (sorry, small soapbox). When life = obsessive measures, colouring different tags and organisation we lose sight of purpose and meaning. Plus Notion automatically colours separate tags!!
Play, try and do ‘enough’ to leverage all its wonders. I think I was running with databases within a week or so of starting. The KMS foundation was built in 1-2 months, as I tried, tested and edited 'The How’ I used it.
If you click on this affiliate image, you’ll be taken to Notion. If you subscribe I will receive a commission. Thank you!
Go-To Experts
#1 Thomas Frank
I’d advise looking around his website to gain an overview before deep-diving into his vast work. Click here. I like his explanations; he’s articulate, fast-paced and practical.
YouTube site: https://www.youtube.com/@Thomasfrank
For the Notion Playlist - click on the image:
Hot tip: Slow down the playback speed when you need to see things in detail or make notes.
#2 August Bradley
He has an intense system with lots of details and interlinks. See his page here. You can walk through every step in detail if you wish to.
August Bradley’s YouTube site: https://www.youtube.com/@augustbradley
Hot tip: Slow down the playback speed when you need to see things in detail or make notes. AND speed up playback where he’s evangelising. I respect what he’s made here, but I’m only interested in cherry-picking to optimise what I need.
Click on the image:
#3 Tiago Forte ‘Building a Second Brain’
Tiago Forte’s YouTube site: https://www.youtube.com/@TiagoForte
When anyone says, ‘I’ve built a second brain’, they usually reference Tiago Forte’s work.
‘Capture Organise Distill and Express (CODE) in a Perspective World’
Watch the whole video or jump to 8 Minutes 17 seconds.
Click this link for the other three videos. His PARA Method. PARA stands for Project, Area, Resource, and Archive. This is the basis for how many people use Notion. Click here to go to his website to read more.
I have no judgment on right or wrong here. It’s a personal preference and choice on how much or little you use. His CODE framework and PARA Method are logical and easy to follow. They are simple, well-structured ways to act and feel in control of information, a systematic approach.
It’s worth reading his ‘origin’ story to understand his motivation and ‘why’ he does what he does. It’s a compelling raison d’etre. Click the image to go to ‘Bookshop’
#4 Ali Abdaal ‘Feel Good Productivity’
Ali Abdaal’s YouTube site: https://www.youtube.com/@aliabdaal
Ali Abdaal, like Thomas Frank, is a YouTube influencer and has made a lucrative business. He started when he was training to be a doctor and switched to focus on what was a side hustle. His story begins with coding in his bedroom as a teenager…and now take a look at him.
He’s made a lot of videos, e.g. side hustles, passive income, and focuses on productivity. I haven’t read his book. Click the image to go to ‘Bookshop’:
“Ali Abdaal is a doctor, entrepreneur, amateur magician, and the world's most-followed productivity expert.
Ali became intrigued by the science of productivity while juggling the demands of medical training at Cambridge University and building his business on the side. While working as a doctor in the UK's National Health Service, Ali started to document his journey towards living a healthier, happier, more productive life on his YouTube channel and other social media platforms. To date, Ali’s evidence-based videos, podcasts and articles sharing insights into the human mind, have reached hundreds of millions of people all around the world.
In 2021, Ali took a break from his medical practice to focus full-time on his work popularising the science of human flourishing and high performance. In this book, he reveals everything he has learnt from a decade studying the secrets of feeling better and achieving more.” - Goodreads Review
Small personal note: Ali Abdaal is highly productive and has deservedly grown a lucrative business and team. I subscribed to his YouTube channel when he was a doctor and go back now and again to explore interesting tips, hacks and interviews
Here’s the ‘But’ I’m often left with the question, ‘Productivity for what purpose?’
Other Notion experts I use:
Conclusion on Notion.
Thomas Frank, Tiago Forte and Ali Abdaal are 3 of the most influential Notion ‘players’. August Bradley is a deep expert on building a system.
When there are function updates, I check new videos from Thomas Frank and triangulate them with the other expert updates. I’m grateful that I researched and found these when I did. So, I hope these are helpful sources for you.
Notion continues to be a core component of my business and purpose.
A last word to my question ‘Productivity for what purpose?’.
Thomas Frank did an interview explaining how he burnt out, returned to his love of coding and got sidetracked into researching a particular piece (enter rabbit hole) for Notion users. He’s turned that passion piece and user demand into an income earner: passion and purpose.
Over the years, I’ve learnt more about myself. I nerd out on researching, learning and curating deep connections. Hence, I thrive being a caregiver, mentor, and advocate. We each have unique values, strengths and passions; what’s yours?
Here’s how I define my passion and purpose today
my purpose right now is to be the sole point of contact and connection for all things related to the care and needs of a loved one
my passion is advocating and supporting other carers, given the hidden crisis of care today (see ‘Who started Carer Mentor and Why’)
my commitment is to pay forward the knowledge, resources & experiences I’ve had the privilege and opportunity to have. I do this by mentoring others.
So, my personal measures of success and productivity have been reimagined into, for example, small moments of joy as a carer, helping other carers and lightbulb moments with my Mentees. Intangible, qualitative feel-goods!
In Notion, I’ve cherry-picked what I need to build ‘enough’ elements to make my life easier and my resources accessible to flexibly support my passion and purpose. I’ve avoided rigidly ‘systematising’ everything.
I like to remind myself that Notion, Evernote and any project management system can be brilliant tools if they can unlock more potential and value for us. Mindful Productivity?
Enjoy playing with Notion and leveraging the work of these experts. My last word is to stay true to your passion and purpose, whatever that may be. ;-)
Please ‘❤️’ LIKE the article
Wow you’re a notion master! I’ve had it for a while but only started using it over the past couple of months for my Substack. I’ve only skimmed the surface but I’m looking it a lot.
Love this overview of your KMS and Notion, Victoria! I'm also a "lite" notion user - mostly just structured note taking, nothing fancy! Hope you're well