For a long time, I thought my calendar was the key to keeping my life organized. It held all my appointments, meetings, and time blocks. And while it served its purpose, I eventually realized something crucial: a calendar isn’t built for managing tasks, tracking projects, or organizing thoughts. It’s great for when things happen—but not what needs to happen and why.
That’s where Notion came in—and it completely changed the game.
But let me be honest: the first time I opened Notion, I was totally overwhelmed. I had no idea what I was doing. I tried to use it as a hybrid notes app and to-do list, but there was no structure. Notes were everywhere, nothing was connected, and I didn’t know what was due when. It was chaos.
Fast forward a few years and now? Notion is my second brain. I’ve built systems that work with the way my mind functions. I have:
- A task database that shows me what needs doing, when it’s due, and how long it’ll take.
- A project database where I plan out bigger goals and break them down into manageable steps.
- Topic-organized notes that connect directly to relevant tasks or projects.
- Linked databases that show relationships between everything—so I’m not duplicating effort or losing context.
It’s a glorious thing. But to understand how I got here, let’s rewind.
The Planner Girl Origins
I was the girl in high school who lived by the school-issued planner. Every assignment had a place, and I lived for the satisfying moment of checking something off. In college, I leveled up: added personal to-do lists, tracked goals, and balanced multiple life areas.
But then I graduated. No more homework. No more structured planner. Suddenly, writing out my to-do list every day felt tedious. I’d rewrite unfinished tasks again and again. I still loved organizing my life through lists—but I needed something that could keep up with the complexity of adult life.
The Long Road Through Apps and Spreadsheets
Enter Excel. As an accountant and spreadsheet lover, it felt like a natural transition. Copying and pasting tasks? Game changer. But it still wasn’t ideal. I couldn’t track due dates or progress easily. I couldn’t sort tasks by context or link related notes. I was essentially doing manual work to maintain lists that weren’t helping me focus or prioritize.
Around this time, I got my first smartphone. Cue the endless stream of productivity apps. I downloaded to-do list after to-do list, each promising simplicity and organization. And each falling short.
Some apps were too simple. Others were too complicated. Many didn’t let me see the big picture—just a cluttered list of unrelated tasks. And even more importantly, none of them helped me connect tasks to the why behind them.
I spent more time managing my to-do lists than actually doing the things on them.
The Turning Point: Discovering the Power of Notion Databases
Eventually, I realized something: I wasn’t looking for a to-do list. I was looking for a system. One that could grow with me. One that could evolve as my goals did. One that would help me not only remember what needed doing—but keep me focused on why I was doing it.
Notion had been on my radar for a while, but every time I opened it, it felt like staring at a blank canvas. I didn’t get it. Why were people raving about it?
Then one day, I came across a Notion template that changed everything.
It wasn’t just about tasks—it was about intention. The template helped me link tasks to goals, estimate how much time each one would take, and categorize them by the energy level or mindset I’d need to tackle them. Suddenly, I wasn’t just writing down what needed to be done—I was designing my days around how I actually work best.
That’s when it clicked: the magic of Notion isn’t in the note-taking or the lists. It’s in the databases.
How I Use Notion As My Second Brain
Here’s a peek into how my Notion setup works now—and how you can build your own second brain too:
1. Task Database with Smart Views
I assign every task a status (Next, Waiting, Done), a due date, estimated time, and energy level (high-focus, admin, creative). Then I use filters and views to show only what I need when I need it. No more overwhelming lists—just the right tasks at the right time.
2. Project Dashboard
Every project has a home. I break it down into milestones and link each one to relevant tasks and notes. This lets me track progress and zoom out to see how a project fits into my bigger goals.
3. Note-Taking System
I organize notes by category and topic—personal growth, career, health, etc.—and link them to relevant tasks or projects. If I’m working on a blog post idea that ties into a business goal, it’s all connected.
4. Goal Tracker
I review my goals weekly and monthly, check which tasks move the needle, and adjust as needed. This keeps me grounded in why I’m doing what I’m doing.
5. Weekly Review & Planning Ritual
Every Sunday, I sit down and plan my week. What are my top priorities? What am I excited about? What’s dragging me down? I update my databases and plan my week intentionally.
Final Thoughts: Mind Like Water
There’s a quote I love from David Allen: “Your brain is for having ideas, not holding them.” For years, I was trying to hold everything in my head or in a chaotic mess of apps. It wasn’t until I trusted a system—Notion, in my case—to do the heavy lifting that I started feeling more clear, calm, and focused.
A second brain isn’t about being a productivity robot. It’s about creating space—mentally and emotionally—so you can show up fully to the things that matter most.
If you’ve tried Notion and felt overwhelmed, know this: it’s not about doing it “right.” It’s about making it yours. Start simple. Build slowly. And don’t be afraid to experiment until it clicks.
Because once it does? It’s a glorious thing.
Want to start your own second brain in Notion? In a future post, I’ll walk you through the exact templates I use and how to customize them for your own life and goals.