Creating the most efficient Daily Planner on Notion For Working

Let’s get started. So kind of embarrassing how excited I am about this small trick I came up with. But check it out. Every Monday morning I change this to a table view and on archive the previous week’s achievements by just checking these boxes go back to gallery view and now I can start planning for a new day seamlessly. That’s kind of cool, right Okay. But before we all get too excited, let’s first run through the overall structure of this notion Daily planner and then dive into each specific section. At the very top, I have a weather widget from Inphi showing a three day weather forecast. And right below on the left, this is the make time database where I keep track of my highlight for the day. One thing I’m grateful for and one thing I wanna let go to the right are my projects and a seven day view of upcoming tasks.
And as you can see, this task right here is related to this project. So these two databases are connected. I’ll go over exactly how this works in a second, but first I have to admit I straight up stole this from Thomas Frank who’s like a notion genius. To the left I have a daily tasks and for tomorrow section, both of which are not in a notion database format, this is something I did on purpose. You’ll see why in a little bit. And at the very bottom this is just a place where I keep all notion pages related to this home screen. For example, this seven day view comes from this all tasks database as usual. Link to this template down below so you can make a copy and follow along. And if your cursor just so happens to tap that like button on the way down, I really wouldn’t mind.
So every morning I actually start in the daily task section. I first drag all completed tasks from the previous day down to the completed task page here. Then I click the new day template button and these four to-do items are automatically populated. If you wanna change this, you can just click on the gear icon here and add your own. These four default tasks will then basically plan out my day. First I always complete a make time entry. Then I respond to all your annoying, I mean very welcome comments on social media. and then I review my content calendar to make sure, my next YouTube video newsletter LinkedIn posts are all on track. And finally, I create to do items based on this seven day view and based on tasks I’ve previously captured in Todoist that are due today. So basically seven Day View and Todoist feed me daily tasks to complete.
But Jeff, don’t you know that all tasks need to be in a single location That’s the golden rule of task management. Ugh, annoying comment. I mean, sure. Let me address this question of yours. So for me, I prefer flexibility. I like to be able to move tasks around depending on what I wanna do first. And that’s not really possible with a notion Table view, sorted by due date. And if you remember from my simple Productivity system video, I use Todoist only as a quick capture tool and I use Notion to organize what I’ve captured so there’s no duplication of effort there. For example, yesterday I created a task in Todoist reminding myself to send a weekly summary report to the team for today. So today when I see the task in Todoist, I create a new to-do item in Daily task, send weekly summary and then check this off in Todoist.
Another example, as I’m reviewing upcoming tasks in my seven day view, I see that I need to post a poll from my YouTube Instagram followers due in two days. If I don’t want to work on this today, I take no action. If I do wanna start working on today, I create a new task in my daily task view, start writing poll for YouTube Instagram followers. And in two days after the poll goes live, I will check this task off. And sometimes when I bite off more than I can chew, I simply move all uncompleted task to the for Tomorrow section. This just makes me feel less stressed about not completing everything today, and I just move this back to the daily tasks the next day. By the way, this video is not sponsored by Notion, but it is supported by those of you who subscribed to my Paid Productivity newsletter and Community Link down below if you wanna learn more.
Moving over to the make time section, clicking new brings me to a new day template page where I fill out these five properties. Regular viewers will know I’m a huge fan of the highlight method mentioned in the book Make Time by X Googler’s, Jake Knapp and John Zaki. Long story short, your highlight doesn’t have to be something productive. It is just something you look forward to doing that day and will a hundred percent make time for. It could be something as casual as calling your parents to something as serious as blocking time off to apply to a new job. Pro tip, whatever you put as your highlight, create a corresponding calendar event right away. So you are forced to plan around that. Highlight this way, even if you don’t get around to all your other tasks, you go to bed that night knowing that you at least accomplished your highlight.
I use the gallery view throughout the week because it looks nice. Monday, Tuesday, Wednesday, blah, blah, blah. And as I mentioned at the beginning of the video, I switched to the table view on Monday mornings to archive the entries from the previous week. This is possible because of a filter to show only the unchecked pages. If I go to all view that doesn’t have a filter, click load more, I can now see all my previously completed, make time entries and I could filter by day of the week if I wanted to. But for now, let’s go back to gallery view. Moving over to the right, let’s talk about the project section and the seven day view section together. Since these two are related, first of all, these are just database views and the actual databases are down here, Jeff’s projects database and all tasks database.
If I click into the projects database, for example, and select the all view, you’ll be able to see all my completed projects, ongoing projects and focus projects, which are just high priority projects. Going back to my home screen, you’ll see I simply generated a view of my project’s database and selected the ongoing filter. So how is this related to the seven day view of my tasks If you look at the testimonial project and scroll to the right, you’ll see there’s one task attached to this. Scrolling down, you’ll see there’s an upcoming task for me to ask for testimonials. And there’s a related project to this task, right And again, this seven day view is simply a view of the all tasks database. If you wanna deeper dive into this workflow, I’ll link to Thomas Frank’s original video where he walks through step-by-step how the task and product databases are used together.
Three pro tips I wanna share after using this system for the past half year. First, a task can be standalone, meaning it can exist without a corresponding project. So this related field can be empty. Second, pick a time once a week or once every two weeks to review your projects. At first, I made the mistake of focusing only on the tasks. So I created more projects than I could handle and I forgot to prioritize the ones I really wanted to get done. Now I spend 10 minutes reviewing my projects every Sunday morning at 8:00 AM. Third, because I use both to dos and notion for task management, I like to use the all task database for project related tasks and recurring tasks like weekly, biweekly, quarterly tasks, right And I only use to DOIs for as a quick capture tool. If I’m in the gym, I’m an idea, I dump it in to DOIs, go check out my Simple Productivity System video. If you haven’t already. Speaking of productivity, the best productivity system or the best Notion Planner template is the one that you can consistently stick to.
It doesn’t matter as much as you figure out a system, a way to organize all of this stuff, to get all those
Benefits that Jeff Sue just described to
Figure out what works for you.
I prioritize flexibility, so I like to move tasks around. And you might want to rely on one Notion database for all your tasks if you wanna minimize as much friction as possible. And jokes aside, I do enjoy replying to every comment. So if you are a Notion user, I’d love to hear any feedback you have for me. See you all the next video. In the meantime, have a great one.

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