3 Simple Notion Systems for your Business to Reduce Overwhelm

Do you feel like your Notion system is more chaos than clarity? Well, I can assure you, you’re not alone. 🤹

You’ve got a million things on your plate—clients to manage, projects to oversee, and that ever-growing to-do list that just won’t quit.

But I have good news, too 👀 You don’t have to juggle it all alone. By setting up a few simple Notion systems, you can go from overwhelmed to in control.
I have 3 easy Notion Systems for your business, that will help you stay on top of your tasks and reduce the chaos, one click at a time.

 

1. Build a Centralized Dashboard in Notion

When everything is scattered across multiple databases, folders, and random notes, it’s easy to lose track of what actually matters. A centralized dashboard is your solution—it’s your mission control for everything important. 🚀

➡️ How to Set It Up:

• Link your key databases (tasks, projects, meetings) to one main page.
• Add a “Today’s Priorities” section where you see only the tasks due today or this week.
• Include widgets for quick access to your calendar, notes, or reminders.

💙 Why It Works:

• You’ll have everything you need at a glance, which means less time searching and more time doing.
• It keeps your top priorities front and center, so you can focus on what matters most.

 

2. Use Priority Tags to Focus Your Energy

Not all tasks are created equal. Without a clear way to prioritize, it’s easy to waste time on low-impact tasks while the important stuff gets pushed to the side. Adding priority tags to your task database can make a huge difference.

➡️ How to Set It Up:

• Add a “Priority” property to your tasks with options like High, Medium, and Low.
• Filter your task view to show high-priority tasks first.
• Bonus: Use color-coded tags for a quick visual reference.

💙 Why It Works:

• It helps you stay focused on what’s most urgent and important.
• You’ll feel less overwhelmed when you can easily sort and filter tasks.

 

3. Automate Recurring Tasks in your Notion Systems

Recurring tasks (like team check-ins or monthly reports) can eat up valuable brain space if you’re constantly recreating them. We all want to work less while achieving more, and the key to make this happen is to automate as much as we can.
By setting up templates or automations, you can ensure these tasks appear exactly when you need them—without lifting a finger.

➡️ How to Set It Up:

• Create a template for recurring tasks with pre-filled details (e.g., title, due date, steps).
• Use Notion’s recurring feature (or integrate with tools like Make.com) to auto-generate tasks based on your schedule.

💙Why It Works:

• You’ll never forget a recurring task again.
• It frees up your mental bandwidth for bigger priorities (like spending time with your loved ones 😉)

 

Related blog post: How to Simplify Your DIY Notion Workspace As a Business Owner?

 

Managing a business shouldn’t feel like juggling fire. 🔥 With a centralized dashboard, clear priorities, and a bit of automation magic, you can turn your Notion workspace into a productivity powerhouse.

 

 

Want to find out your Notion Super Power?? Take my Notion Archetype Quiz to uncover even more tips tailored to your CEO style. Let’s make your workspace work for you.