My Complete Notion Setup 2021 (Template included!) // Video Planning, Organization and Productivity

hey everyone how's it going my name is mayuko and welcome back to my channel wow so like this video has been requested for like many many many many months and we're finally doing it today i'm gonna show you my notion setup this video is actually sponsored by notion so thank you to notion for working with me on this one i genuinely love their product even before they sponsored me i like really really really enjoyed using it so it just made a lot of sense that we worked together on this and i am so stoked to show you my notion setup so for those of you who are unfamiliar notion is basically like a productivity tool you can take notes with it you can make task lists you can create calendars you can collaborate with other people it's one of those tools that like you can really use it however way you want and it's really freaking powerful so today i'm gonna walk you through like my current notion set up walk you through some of the most important pages that i use on a day-to-day basis and then kind of the second half of the video i'm going to show you some like my favorite features and tools and tips and tricks for using notion real talk though i used to like not like notion actually i used to come from like other productivity management and note-taking apps and i thought it was like not a good app but a friend introduced me to one after we had kind of like a collaborative calendar table thing and ever since then i'm like wow this thing is actually great but yes i was once a hater but now i'm such a huge fan i'm like recommending it to everyone i can i like create shared pages with everybody because i'm like i want them to know the greatness of notion so hopefully by the end of this video you will also feel that way or you'll just enjoy looking at what i look at every day if at any point you're interested in using notion and signing up then you can use the link in the description box down below would appreciate you using that link instead of googling it because then it gets attributed to me and maybe they want to work with me on another video because i love it i love notion thank you notion thank you for existing i love you all right so here is my notion uh i have my planner as kind of like my home page my like dashboard and we'll get into that a bit but i do kind of want to start off by talking about my calendar so i use notion primarily for all of this stuff planning videos writing videos coordinating videos as well as just like other things as well sponsorships newsletter muko's corner like literally anything that has to do with like my work is all on notion because a lot of my work is like deadline driven there's like a million things happening at once i like to have just like one calendar that gives me a 30 000 foot view about all the things that are happening right now so i had my assistant make this for me and it is so useful like so incredibly useful so the content calendar basically has many lists inside of it we have a master list that kind of has all of the different stuff that i'm working on all in one place and they all have this property called database which then sorts each thing into like is it a sponsorship is it newsletter is it video content and so on the left side you can see like here the newsletters that i had planned i'm working on relaunching it right now so stay tuned but it's a little bear right now and then video content as well here are all the videos that i worked on in 2021 i have muco's corner stuff here i have sponsorships as well as just like happenings etc etc so these are all kind of just like the different aspects of my life in work that i have and i can see all of that together in the calendar i'm not someone who really likes putting like video timelines or tasks in my actual calendar mostly just because i feel like it gets colored like i like to use my actual gmail calendar as like a event calendar and not like a work task calendar and so it's really nice that notion has this capability to do so so by looking at the content calendar i basically get a sense of like all right what am i working on this week and next week which then informs what i put into my planner so a lot of people use planners on notion a lot of people use like dashboards some people make like habit tracking things as well as like diaries journal entries dream logs i use mine really as kind of like a bullet journal replacement i used to bullet journal a lot in like a paper and pen medium but not so much anymore because i found this and really it's just because all of my stuff is in the content calendar all of my video things are all here and so it makes sense that my planner is also here so my planner itself i have a little area at the top for like what am i focusing on this week what are my intentions just like notes from myself and then i also have dates deadlines and dates to meet this week again this is like a not a 30 000 foot view but like a 5 000 foot view about like okay what's happening this week what are my intentions and what are my goals and then i have this kind of like monday through friday spread basically every day in the morning i go to the day that it is and then i type in what am i committing to today and as i go throughout the day i can check back and be like okay what else do i have to do i can check off things it's just easy and organized and then underneath this like monday through friday spread i do have like a rolling task list because sometimes things aren't urgent but they still need to be done and i don't exactly know when i'm gonna be doing things so another thing that i'll do usually on monday mornings is to fill this out with like all the things that i'm doing that week or in the future this is also really helpful because i tend to sign up for a lot of things and say yes to things but i don't always like remember to do them so if i say yes to something they just immediately go in here it's kind of just like okay and just just so that i make sure i don't forget let's just like put it in the rolling task list i don't know when it's going to be done but it is on my radar so that's my planner i also made a planner for my writer assistant and editor so so that they have a space that they can kind of just like think on and like plan on as well so in addition to calendars and planners i also use this as like a note-taking device so you'll see in like my 2021 plan which is a living breathing document that really is just my brain dumping stuff i have just a bunch of notes about like this is what i want to be doing this year i made this at the beginning of the year just so that i like can stay focused and like okay what are my goals like what are the things that i should be thinking about what am i committing to doing and when so it's just a place for me to think really the next part that i really want to dive into for my notion setup is this video tab alright so this is where like all the magic happens these are where all of my videos are so i basically just like have this as like a rolling task list again for videos um all of my scheduled videos go into this content calendar because i all have a target date i get to set like the status for things as well as like final versions of scripts outlines of scripts who's the writer who's the editor and then the type of video that i'm making i also watch a lot of like notion set up videos because similar to like bullet journal videos they're very soothing and i'm just like wow i'm like so productive i'm watching how to be productive and so i took a note out of thomas frank's video about uh creating like this nice little video template for how to like create videos basically this is the one for this video it's a little bear because i just have an outline the video that i published yesterday about like transitioning out of college and becoming an adult has a very full page and so at the top i kind of talk about like okay what is this video about what's the one liner about what the topic is i have a timeline um for all the different parts it's really just a gantt chart uh to see like what are people doing when to get this thing out and then i also have a storyboard which has the script on the left side and the shot on the right side right i have title ideas tags and keyword sponsor info this is very similar to thomas frank's setup and then on the content side of things i have like a bunch of different things research outline scratch pads all the different drafts and the final script so that's my content calendar underneath all of this i also have like ideas for future videos so whenever i think of an idea i just like dump it in here because maybe it's not ready to be created but if i'm always like what video am i gonna make next which happens all the time i can just go to this list i also have a list for videos from my japanese channel here as well basically lists lists on lists on lists tables so freaking useful on notion next is kind of the business side of things i have like branding payment info merch stuff i also have my sponsorship calendar in here as well to show me like who is sponsoring what at when um rates stuff about the ad length and placement that all goes on to the content calendar as well i used to have the video and like the sponsorship really tied together where it was related to just like one item and one item had all of the information about the video and a sponsor but i decoupled them because i started making like videos specifically just for brands and i'm like no i want to make videos that brands sponsor uh and i want to have creative control and so i've made those two into different entities so that when i go into the content calendar i can move like maybe this video is not sponsored by brilliant maybe this video is and so it's easy to kind of just like decouple all those things and then the rest i have like meeting notes so anytime i'm meeting with anybody i have like a running meeting note list to just like have a place to like scratch pad it out it's all very jumbled and whatever um i also have muco's corner stuff here newsletters future ideas that i bump into and i just like put it all down in somewhere so it's not in my brain um a happenings page etc like it's i use notion for like many different things and so these are all the kind of like different spaces in my broader workspace to help me organize myself all right so for this part of the video i'm going to show you some of my favorite features that like really made me fall in love with notion and we're kind of going to do like a pair programming style for this one hopefully the demo gods are here with me and i can do things without messing up but you know what this is edited so my editor can edit out to my mistakes maybe okay so the first thing you guessed it is tables and databases so i'm going to make a new page maybe let's call it just like social life stuff maybe i want to track things on my social life so uh you can create various elements in a notion page one of which is a table you can make it inline or whatever so you can create a table and let's call this like events so tables in notion work very similarly to like literal databases so let's say like okay hang out um like potluck let's add a few things here uh what are the social events concert um hangout and then let's add another like um thing here maybe multi-select with who let's call um hang out with uh james and sarah i don't know who these people are and um lulu openness lulu um for instance and then the potluck is like lulu and the concerts with sarah and like this one's with james for instance um and then i can set also a date for like when and i can also be like where um i think this has to be text though yes so when i don't know like this day that day like this day and that day where louise house lulu's house uh golden gate park and james house for instance so now i have like a pretty good like database so one of the things that you can do on a table on notion is you can filter things and it really is just like it's your querying for certain things so let's say um let's create a filter for um hangouts with lulu so contains lulu so now i can see that i'm hanging out with her and i also have a potluck scheduled with her so you can set a lot of filters you can add multiple filters you can add filter groups pretty powerful here um it's really like nice to be able to see all of these different things and then you can also sort things as well so let's get rid of the filter remove because i don't believe this is sorted so now i can set a sort and let's say it's sorted from most recent to later just later okay so yeah tables databases really nice say that now i also wanted to create a calendar view of this this is kind of one of the really nice things about notion a view lets you see the same database in multiple ways so because this is like a social life calendar like i i want a calendar so let's set a calendar now it takes all of the stuff that i entered into the table and based on the date that i have it sets it as a calendar which is really nice so now i can see exactly like oh this week i have a potluck i had a potluck yesterday i would hang out tomorrow next week i have a concert and a hangout and then you can also create like specific calendars with a certain sort and filter so let's say let's say i want to make a calendar called uh lulu so these are all the times that i'm hanging out with lulu okay where's the filter filter and then i say with who contains lulu so i'm hanging out with her this week you can have just so many different ways of looking at one view um calendar and table are one of the most like common things that i use you can also use it for a combo board which is really nice for project planning and bug tracking so it's very similar to like other bug tracking task things out there you can also see it as a list a gallery there's just so many ways to like see one set of data at once and i like the flexibility of that because you do want to be able to see like you want to enter it once and view it in many different cuts because all of those cuts and views are good for a different thing so yes tables and databases in notion i think one of the strongest best features of this thing so the next thing that i really really like about notion is templates so basically on notion you can create your own templates for pages and you can also use other people's templates as well so if you click into this templates thing here it'll show you some pre-made notion templates and right now this is very like in a tech company you have design engineering human resources etc etc but it's also used often for school so taking class notes for job applications grade calculator it's all very extensive and obviously you don't have to use every single thing of the template but what i do often is i'll find a template in here that i like copy paste it and then kind of make my own version of it like it's cool because it's like sometimes you don't know exactly what the best way to like format all of your information is at the end of the day like notion gets you really good at information architecture and kind of helps like create a mind palace on paper from your brain and seeing other templates do that like seeing examples of how others do it is really helpful for like okay this is a good way of like laying out different things the other thing too about templates is that you're not limited to just these templates you can also browse more templates because a lot of people have made lots of different templates out there there's just so many different things like everything from like non-profit fundraising to a brainstorm to um i've seen some really interesting stuff in here before uh disaster prep plan like what's your earthquake plan kind of an example of like a resume that you can write out if you need a space to do so you can also export as a pdf if you want and then kind of in this part like oh my goodness puppers if you want like a thing of all of your dogs um here's ollie abdull's 2020 annual review template i really like take a lot of inspiration from all these videos for notion and just other live stuff as well so his stuff is in there as well as bullet journal i believe is in here as well i think i took mine from probably matt's actually my friend matt ragland it's kind of similar he's kind of a bullet journal aficionado he made this template there's a couple i think i actually took it from this one now that i think about it this looks very similar to what i have right now you can create a recipe book like really the limits are and like there are no limits when you think about what you can do with notion there's actually like a subreddit for notion and i've been looking in there for inspo and a lot of people make their notion pages so pretty like just visually but also really well organized about many many different things oh here's the thomas frank video production one that i kind of used and remixed into my own so yeah there's just so many different like templates that if you don't know where to start like because sometimes starting something from scratch is hard and scary if you just take something that you like through a template and then just make it your own great and so i have templates set up for like videos here so if i create a brand new video new video and i open this page then i have the option to use the video template and yeah so now i have all this stuff here already and i can already start working on my video alright the next thing i want to talk about that i love in notion is collaboration so notion has a lot of different like tiers and pricing depending on how many people are in your team and if people are on your team then they get access to everything but a lot of the time i just want to share like one page with one person because i'm working on one project with like another youtuber or i'm writing notes with somebody from one specific meeting you can add people as guests to specific pages by clicking share and then adding people and their emails so that they can see just that page i actually have like a lot of guests in my notion especially just because i want everyone to use it when i was writing like my ted talk for instance i had my speaker liaison person i was just like can we like agree to just like use notion as a living breathing document for my script and he was like sure i've never even used it so i invited him to my notion page and we both got to like comment on things and edit things and that's kind of the workflow that i have with my team right now and it's proving to be very very useful i also get added to like notions of like friends and family and stuff like when my brother was planning to move back to the states he created like a notion page of like here's my game plan i'm gonna share this with miyuko so she can look it over and see if it's sound and it's free like adding guests to your notion is free and i think that's a really really useful thing also whoever you invite onto notion they don't have to have the app downloaded they it creates like a url that you can look at on the web and so it really like the whole process is really streamlined there's not really a lot of like barriers of entry into using notion but of course being like the notion aficionado i am i have it downloaded as a desktop app because i like using desktop apps more than web apps i also have the ipad app which i don't know if you can see this but it has my outline for this video that i'm looking at while i film and then of course i have it on my phone uh because sometimes i just want to look at stuff quickly and i also have it as a widget notion has widgets on iphone and so my planner link is right here so if i tap on that it'll just show my planner so i can see like on the go what am i supposed to be working on the next thing that i want to talk about which i think is like this is what a lot of people talk about this is really like one of the other main powers of notion i think is the formatting capabilities so when it comes to like note taking and putting like thoughts into this um it's very like simple and easy to like add stuff but it also follows a similar kind of like formatting style to markdown so one pound is like a heading one two pounds is like a heading two three pounds heading three and then you can also like bold things like all of the basic things obviously that you can do you can also add code blocks in notion which i feel like these days uh like so important to be able to do that so you can either create a code block where you can convert things into a code block and they have lots of different programming languages that it recognizes and so it'll actually like do the formatting and color coding and stuff for that programming language you can also create like toggles um you can also create quotes the quick round fox jumped over the lazy dog i believe one of my favorite things right now is call outs just because sometimes you do want to call out something but not bold it like you want to make it look different so like remember to brush your teeth or something like that so yeah there's a lot of different things that you can do to format things if you use the slash command you can see all of the different things that are at your disposal oh i also like adding dividers to things what else you can mention people you can embed certain things so i like to embed videos i like to embed pdfs and you can also add files there's also a lot of like integrations with lots of other apps and stuff as well so if you just connect the two great notion actually i think rolled out a notion api recently and so you can even build against notion on your own oh and colors colors are important colors you can set text colors and background colors to whatever you want the last feature that i want to talk about on notion is the whole hot keys feature this is really what makes me think that like notion is like a pro tool for heavy users cause you know that if an application has hot keys it means that they mean business you know like it means that there are people who can't be bothered to use their mouse because they're so busy writing stuff or coding stuff but also it's just nice i like using hotkeys for things and i'm by no means like hotkeys like expert like i still use my mouse but it's still nice to be able to quickly get to things so the first one that i just showed is if you use a slash command then you can like quickly create something like that or you can create like a table or something it's very similar to kind of like the whole like slash commands on slack or discord or whatever another hotkey that i use often is command p which quickly opens stuff so if i want to open something a specific page then it's just easy to get there because sometimes things get really embedded like far down into things and you don't want to like click around for it so that's easy it's kind of like a command space sort of deal the other hotkey that i use often is like command shift n that creates like a new page on notion and so you can have two different pages side by side you can also close the sidebar with command back slash and so you can just have like only these two pages and i like doing that because sometimes you want to look at a one-page notion while writing in another of course you can do command n for like a new page and then command enter to create to make this page like full screen those are all typical hotkeys that you'd see in like coding ides and they're really all here so yeah that's pretty much it those are all the features that i like as well as a little walkthrough of my current notion setup i'm not like a notion expert like i love notion but i still feel like there's so much that i don't know about it and it's really fun to kind of learn more about the tool and like see how it works for me and my use cases it kind of feels like learning a new program sort of so i feel like it's really well suited for like developer types so let me know what you think have you used notion before maybe you already love notion what features do you like the best part about notion is that for your own personal account it's free and so you can just kind of download it and see if you like it try to create a couple of things for your work life or your personal life i always always have it up and running on my computer so that i can easily get to it because it's really just like i hate storing information up here i like putting it somewhere and because i can type faster than i write i tend to put it all on notion i also use notion for my hongko academy and it really helps me my co-founder to stay organized about all the tasks and all the notes and stuff and so like it's very much proved to me that it's an important necessity in my life so again if you're interested in using notion then sign up using the link in description box down below and let me know what you think also if you have any like template recommendations and stuff send them my way cause i freaking love templates so thank you all so much for watching make sure to click the like button if you liked this setup let me know what other setup tours you'd like to see in the future in the comments down below don't forget to subscribe and i will see you next time bye

Channel: mayuko

Views: 118,637

Rating: 4.9529953 out of 5

Keywords: mayuko inoue, how to use notion, notion tour, notion setup, notion tutorial, notion tips, productivity apps, how i plan and organize my life, notion app, notion templates, notion workspace, my notion setup, notion setup for business, how i organize my life with notion

Id: 3r0OGNy4NGg

Length: 25min 9sec (1509 seconds)

Published: Wed Jul 21 2021