Notion for Content Creators - Live Build Part 2

all right so we are kicking off part two of this notion for content creators four part series and in the first part of the series i showed you how do you set up your main database so you can capture all of your ideas for content creation then you can actually plan them out on a calendar and pick when you are going to have that content out and just what are you going to track what are the different properties how do you want to sort or filter and search we created some templates and so today in part two this is where i want to spend some time on these recurring content tasks because if you are a content creator you know that week after week after week you are you're repeating these same processes over and over and so we want to make sure things don't fall through the crack which i have 100 been guilty of where i just maybe forget to send an email letting people know that i have a new video or that i'm going to be live or something else just falls through the cracks we don't want that to happen we want to be able to capture all the different steps and there are many ways that you can do this so i'm going to show you a few different options which is part of the reason that i love notion is that you can actually customize it and see it the way you want to see it so some people might just love seeing a checklist where they can just see exactly what the next step is and they don't actually have to check them off other people really love that sense of completion when you can actually mark a task as checked off so if we head into let's take a look at the so part one and i'm gonna bump this up a little bit let me get a little bigger okay here we go so in part one we took a look at making the database the property the views filter sorting templates etc and if you have not seen that the link i believe is in the description so you can check out part one for part two let's take a look this is where we want to think about your content creation process so what are the actual steps that you repeat over and over and capturing those and then the other thing is how do we maybe potentially link a database not everyone is necessarily going to want to do this and i'll explain the different options but for those of you who actually do want this to you do want to track it this way by having a related database which is what i do i have a task database and i can connect my tasks to my content and so i will show you how you can do that and then how do we deal with recurring tasks because there are a few different options for how you want to handle a recurring task and connecting it so that you can see when i open my content for today i can actually see all of the tasks that are associated with making this piece of content actually happen so that is what we are going to do if you are here live joining me i would love if you can say hello in the chat um and for anyone who has never met me before my name is kat and typically my content is how you can create more professional and engaging online presentations but i really have a love for notion and i know there are a lot of other content creators who are looking for a way to better organize their information and this is one option so i want to show people how you can actually use notion to do this customize it so it works for you and supports your content creation process that's really you want to be productive this is an all-in-one app that can help you be productive so how do you actually do that and hello um i always get nervous is it jorg i sorry if i'm mispronouncing your name but thank you for joining me and you've all so we got a few different we got india germany and london now and so greetings from canada today okay so let's get back into the build and so as you will see i have this same workspace which is completely dedicated to this live build series and we're going to go back to this content creation dashboard so i have not touched this since last saturday we are going to build on top of it and this is um and we're gonna today i think i'm gonna show you a few different ways that you can set up your dashboard and uh yeah and you can also give me input if you would like to see a certain setup this is dynamic and it's meant to be dynamic and showing you how you can customize this and oh i see igor from brazil wow this is a this is an international group that we have today all right so last week we built the content database we showed you i showed you how you can have your unscheduled content so things that don't have a date can be beside and you can drag these things back and forth here i have an empty one that i did not finish completing so i'm going to just click that and delete that and we also i showed you an example last week of how you can have a separate so this is an ideas database which you could add an idea and just drag this idea up into your content database and how you can easily transfer information between databases so now we are going to talk about your your your tasks and so the first thing i recommend highly highly recommend when you are doing your like following content creation processes is that you want to capture them first so it's like an sop a standard operating procedure there's a thing that you do over and over and the way i like to think of it is if you were to maybe bring someone in to help you and they watched what you did each week to make sure that you're creating that regular content maybe it's not every week but you would want them to know what is every single step what are the key different areas and then i also like to break them into things so let's actually start capturing some of these areas and what i'm going to do on this dashboard is i'm actually going to create a new area up here so let's and i'm going to do the same just to make this look nice i'm going to create a sub page now there are a few different ways that you can do this but i let's just first focus on capturing what are the things that you have to do to make your content so let's say that it's the content creation process and i'm canadian sometimes i say process and people laugh so you can just type words text into a block and you can change this into a page so you can either say turn into page add as subpage or you could say turn into page either of those work so now this is a new page i'm going to go into it and this is where we are going to just capture the process so i'm just going to make a list and i am going to use the to-do list so if you just do a slash and then start to type to-do list you'll see it there i'm going to use video as an example and i'm just going to jot down a bunch of different things that that i do but if you see something that maybe is a regular part of creating a video please feel free if you are here live to put this in the chat and i can always add it but one of the things that when i always start with an idea so i would not necessarily have idea generation down here but one of the things that i always do is keyword research so if i am going to be creating a video let's say about notion i want to make sure i go into i use tubebuddy if i go in there and i actually look up what are the keywords that i should be using what are people searching for sometimes i might also do research in google so you can go into google and see how are people searching the other one that i love is answer the public which you can do a few i think two different searches for free every day so i do some keyword research and then i want to confirm the title and i usually confirm my title and i i use seo optimization and that is something i also do am i spelling that right no i'm not um optimization come oh geez okay there we go seo optimization so these are all things that are tubebuddy related so that is something that i do so we're just kind of following along and then the other thing i want to do is maybe create an outline for the video what are the main points that i am talking about what else do i have let me just peek here at my list my digna just check here what other things aha i so if it's a live stream i create a thumbnail so it does matter actually let's put a title so i'm going to just say bold and i'm going to say live stream but let's and i'm just going to move this block you can just drag the block above so now i know that i'm talking about a live stream so here this is where i will create a thumbnail and then i will schedule the live and then i will share that link so i usually put it into um a google calendar that i have with all of my stuff and then if it's a live stream i want people to know about it so i will often you know post or actually send email to my list so you can see what i'm doing really is capturing all of the different steps uh posted twitter so these are just examples so i'm promoting then on the uh when i'm actually preparing i want to i call it prep and create so the live stream assets so do i need to create overlays for in my case i use ecamm to go live do i need to create a new overlay set up scenes so these are all things that i'm doing in advance um maybe i need to get links for other videos and if i'm sharing a link like i i don't actually know if i put it in today's but i can add it is i have a notion template so really i want um maybe external resources what are all the things you can do okay so you get the idea the other thing is maybe after a live stream after the video does its thing and is finally processed then i will trim the live stream and i can add chapters which i did add chapters to last week's stream it took a really long time so add chapters so these are all sorts of things that you can do maybe you want to add tags um to add tags and end cards this is specific to youtube okay so what i have just done is created a big list then i like to think when do i do these do i group them together because there's a really good chance that i'm going to do a bunch of this together then i'll stop and then i might do another thing i don't do all of this obviously i can't do all of this at once but there are some of these that i definitely will group and so having different groupings is really help or really helps me so maybe my first area is called prep livestream and so i'm going to do the keyword research the title the outline maybe the thumbnail scheduling the live and adding the calendar but when it comes to promotion that's separate so i would say promote live stream this is where i would send an email post to my facebook page post to twitter that's separate then what i would do is prep this is more of my um i call it kind of prep and create assets this is where i'm putting together what it is that i'm going to have i'm setting up my ecam i'm adding in overlays if i need them so i do all of that together so that's i've only got a couple there and then this is actually i think i would put the links so you can drag this up i would put the other links here up when i'm preparing it because i would want that to be in the description and then these trimming the live streams adding chapters adding all these end cards this is sort of a post live stream i don't know we'll call it cleanup so you can see that there are a number of different categories and you can easily if you want you can make these into headings or bold them or i can just kind of add a little bit more of a visual representation so i think this is a really really important part of getting organized is making sure what are the things that i repeat over and over and this can apply to any content if you are creating a blog what are the steps if you are creating a podcast what are the steps no matter what kind of content you are creating you are obviously going to follow steps and when you do this exercise sometimes you will see that there are things that you do differently and actually when i look at this list i realize that i almost always am working on my outline right before i create my assets so i very rarely am create sitting down and writing an outline when i'm just looking at keyword research and my thumbnail and getting a link those tend to group together for me whereas what i usually create and outline right before i start to create the assets the overlays and putting together my scenes so you have to listen to what you do and what works for you because it's not going to be the same for everyone and as you look through this list you might realize actually there's something that i could do in a different order and that would be better for me so this is a really helpful thing if you have not sat down and done this and if you're ever struggling with this i would say pretend like another person is going to read the list would they understand are there things that you're just actually not including that you really should be including in there when it comes to your regular content creation now this would look different for a recorded video because i am going to film the video i'm going to you know well i don't actually edit very many of my videos but you're probably going to video maybe you want to put it into something like descript and actually get the transcript of it and then maybe you take that and you turn that into other content or you create an audiogram that you can post on social media so all of those different things you want to try and capture what it is and even if you're not doing all the steps it might be nice to capture what you want to do so another example is that maybe post live stream maybe another area for me is a blog um about the video which is something i want to do i just i have not i've struggled with the time i don't let me know if anyone else struggles with doing all the things you wish you could do you have a wish list of the ideal content creation but that's not actually what happens so now that we have done this this is where we're going to start to take a look and i'm just going to peek at my my little list here so i don't want to miss anything is that you could theoretically have a little content creation area i'm gonna just delete blog posts for for the purpose of this um example but let's say that when it comes to content creation you just like to see a checklist and so what we could do is sort of organize this and have it show up somewhere so if you're looking at your dashboard maybe this is where you come to just plan so maybe the dashboard is primarily planning where you are scheduling the dates and making sure that all of your ideas are translated and they're organized but then maybe you actually have sort of this content creation area where each week you can check in here and see what's up or what's next for your to do let's actually change this to full width and show an example of how you might kind of lay it out so one of the things you can do is grab some of these and we can start making columns oh no i don't want that i want it to go beside prep livestream so what i'm doing here is so last week we talked about columns so when you grab blocks because each of these is a block i'm grabbing them together and now i'm dragging them up under live stream because now we have two columns but maybe i want to create another column so i want to see these different steps beside each other so you can start to grab these and organize them in a way where you're actually starting to see now prep livestream is the longest one out of these but it's a way that you can have your information organized so that you can see what are the different things so perhaps you also want to maybe make these look a little bit nicer you could turn them into a heading and have all of these just be headings oops and i think there's a faster way to do this i'm just not remembering at the moment what that is so this is an example for some people this would be perfectly fine where all they need to do is they see their okay what are the things i have to do this week so they might have their piece of content and they just look at this list just to make sure that everything they have done is correct and i'm going to actually change the page properties to make this slightly smaller and then have a bit more room on this page so now you can see an example of putting together a live stream maybe i want this to be a heading maybe heading 2 and i could have this have a background if i wanted to kind of delineate and then maybe i want to replicate this and i'm not going to do the whole thing but if i duplicate which if you weren't here last week hold down option or the alt key when you grab this and you can duplicate it so maybe this one would be recorded video so here's an example where then you can just create what is what are all of the steps so this is just a way that you can get organized but it's also setting you up for how do you want to work with this information do you like to just go in and this is a visual checklist maybe you never actually check this off and i've seen people where all they want to do is be able to scan through this checklist and make sure that they've done all of the steps in their checklist that is great if that works for you now for some people like myself i like to actually check things off and what we can start to do is turn these into tasks and so when it comes to tasks now oh before i get into tasks i actually do want to say something you could do with this let's say that you want to make sure you do this checklist every single week if you remember last week we made a template and so what i am going to do is actually grab all of this okay wait first please hold i'm gonna go so we've got templates in this content database we have templates and we have one that's called new youtube live stream and so something we can do is we can edit this template and we could add so here we have the outline but maybe we have i'm gonna just do option drag above it and i can say here is the checklist and we actually want to add the checklist here so let's do that now i have everything on the other page so i could theoretically copy it and maybe paste it but i could also so let's actually try that and just see what happens if we copy these lists and let's just try a copy i'm kind of i didn't practice this so let's just see if this works so if i go checklist paste okay so here we have this checklist so you could theoretically have every single template every time you have a new live you could have this checklist right in your template and that could be a good way to have everything follow everything now if we want this checklist to kind of be able to tuck into a toggle so that it's not so long we could do that so maybe we have um let's actually just turn this into a toggle and then i can grab all of these things grab all of the checklists and drag them into here so now when i click checklist you can see all of the things that i want to check so this is a really great option if you just want to be able to track your content you you start your new template so let's see an example so let's go back and say i want a new live stream so as we set up last week you have your icon here you've got the type already populated here as live stream idea youtube but now down here you have your checklist for all the tasks and you could actually go and you can check these off as you complete them because this is a template so this is fresh you're not overriding it and somewhere else so if we go on and let's just call this um notion for task management is maybe the name of this video so we've got that one here and then i say you know what i have another idea a new live stream and this one will be um this one will be called the new notion api which very exciting on thursday notion released its beta api so yes i have absolutely been playing with the new api and integrating notion into different things so maybe i want a video about this if i go down to this checklist it's a fresh start so this is one great option for making sure that you are tracking all of the things that you need to do and have your checklist directly in the template so that is an option for you so i wanted you to see that but you could also keep this content creation process page and maybe you are always keeping a running tally and if you make a change to it and say you know what i actually don't like the order that i'm doing this i want to do this differently maybe in your prep and create you have a new step that you have and so maybe so each week something that i do is update title animations maybe i want to actually capture that because perhaps there was a week when i was rushed and i started my live stream and i realized i didn't actually do that part and so you can easily keep track of this and then you can always just highlight as we did before highlight everything and then update and edit your template so hopefully that makes sense also i see patrick has joined and lee has joined and oh yeah i'm so hyped about the new api you can sync google calendar with notion yes that was one of the first things i did is i started trying to send so i was i was using um zapier and sending calendar entries so new calendar entries showed up in for me i chose the task management database uh so i could see all the things i have to do today my tasks and my meetings all show up and i can check them off when they're done which feels really good because that for me is how i like to track things um the other one i played with is having a google form update a database and uh yeah gonna i'm gonna play around a little bit more before i actually commit to anything and i practice sending a tweet to my social media database a lot of fun maybe i'll do a separate there there are videos on the api if anyone's curious to learn about it it's very very new um and there are a few different things that have the integrations set up but super exciting okay so this this is a checklist great way to make sure that you're capturing your tasks now the next thing i'm just checking my list because i did make more of an outline for today's video than i did last week and so you've so we've added the checklist to your database here's another thing that you can do so maybe we actually want each of these steps to be in instead of just on a page right now they're just text on a page you could also have your your sop or your standard operating procedures in a database so let's see an example of that so i'm just going to delete this as an example so let's start i'm going to start a gallery database and i'll show you why so i'm starting to type database i want a gallery so when you see the default gallery view why is this gallery card so huge what yeah that's a little bit okay that was strange all right so in whenever you start a new inline gallery which is just one of the views for seeing your information you'll actually see that they show the content of this entry so this page content shows up in this little preview window you can change that so maybe if you had thumbnails or something you could do that but maybe let's call this um you know content creation process process and what i'm going to do is actually bring these into so these are just three blank pages so i can always come in here and just delete this but maybe this first one so let's actually let's try something let's grab prep livestream and drop it into this database no not in that one okay let's delete these now let's uh oh and i just it disappeared hold on okay control i'm gonna just cheat because i did that wrong let's just take this and name this prep live stream so that's the new one is prep live stream and then i can delete this now what i want to do is take all of these prep live stream things and i'm going to drop these into here now you can see prep live stream these are the different steps this one these though i'm going to delete and i'm going to start fresh so this block i want to become an item so now prep and create assets has just become an item in the database and that is i'm out of order aren't i i just grabbed a block here i'm gonna drop these in here and then i have promote a live stream i'm gonna drag that in here and all of the things for promoting the live stream let's drop them here so you can see how easy it is to just drag and drop information into tables these are out of order but we can always update this so now i've got and actually this is the live stream process but there might be different ways for me to organize this so let's let's play around with this so we have our prep we i actually would promote maybe before i prep all the assets or maybe you do this in a different order you can drag these around but this is an example of how you can now organize this process or this standard operating procedure using notion and using an actual database instead of a list and if we want to see this in different ways we can do that so maybe we want to see it in a table view and we can say create and you can see them all here and we see that there's content in inside the thing about the gallery view is you can see all of the actual steps so this could be a nice reference guide for you and you could we could try making it a little smaller and instead of large medium or small now small you start to lose some of the pieces so i probably wouldn't do small i probably stick with something like a medium or large but this is an example how you can organize yourself and see what are the tasks that you have to do and actually put them into a database um so uh yes so lee is saying you sent a tweet from notion i did so that was a zap that i created i sent i connected my twitter to zapier and then i had it sent and i've got notion obviously linked to zapier and i sent it over and it worked i was pretty excited but i am running out of zaps so i need to decide whether i want to continue using zapier as my main um automation tool or because i have to start paying but then i was looking at a video yesterday on automate io which is another integration that notion has so i might i might switch it up okay so here we have the other one so this is one way that you can organize the different steps is to have to have all of these in there now the reason i am showing you this is because i want you to see that there are different ways to represent your recurring tasks that are related to what you're doing and i personally like to block these out because if i had a task list that was all of those little boxes that to me is a little overwhelming and because i usually do a few of these tasks together at once i personally like to be able to focus so if i say okay i'm prepping the live stream right now i can go in and i can start to check these off now these are this right now is one database and it only happens once whereas when we were in that template each time you do a new template you get a new checklist which is nice so for some people they might maybe this is all they need just to remind themselves of how they organize their content and maybe let's do an example where i'm going to actually move this table and i'm going to put it into my content dashboard so now if i go to my content dashboard it's down here but i could actually take this block and i could move it up maybe here actually let's move it up why are these this is a weird quirk not gonna lie let's do a little change change again so this could be an example where maybe you just like to see this at the top maybe you don't i personally don't think i would really like this but this could be an example of how you could organize your information and kind of show it at the top so okay um hi bobby thanks for joining patrick excited about the api um what's this here i'm going to write something real quick we can update all the content in a website for oh that's exciting um and sync spider i haven't heard of sync spider is that an integration um is but i don't know if it's an integration yet with notion because yeah notion it's just the beta api so it's not fully out yet i also realize i'm kind of low down in my there we go okay that was an example where i've just moved move this over but i actually don't like it there so i'm going to move it back into this page that we created and kind of play with it here so let's talk about a task database this right here is more what i just created this content creation process this is more of a database that just captures your actual standard operating procedures your recurring tasks but if you are already using notion there's a very good chance you have a task database where you actually track what are the different tasks that i'm doing and if that's the case you may be interested in having your content related tasks in your master task database i know i do if you do not have a task database so maybe you are using notion just for projects or just to capture ideas or information maybe you're just using it for content creation you might not have a master task database and so you have to decide what is it that you want to do how do you want to track your content so for many people it might be something like this where you just have a checklist in your table and that's how you organize it and make sure that you're not missing anything week to week when you're doing the when you're creating your content however if you want to actually have tasks that you check off as complete you may want to create a task database so let's actually create a new task database and i'm going to create a new page where we a sub a sub page so let's just this will be a task database and you have a couple options like i said last week you can either turn this entire page into a database or this could be a page where you add a database online for the purpose of this demonstration i'm just going to create a task database here and really what you want to do is figure out what do you want to track for your tasks so there's the name of your task you might have a status potentially i don't use the status of my task it's either complete or not complete so let's actually add a check box and we can call this done so is the task done or not and you can move this around maybe i want done to be actually at the start of my task database however this is the original database you may not actually go in here very often you might just be pulling your tasks from somewhere else and you'll see what i mean by that in a moment so there's the name of your task i like to i have just started doing this recently but i like to have the type of task and this is if you have more than one type of task you might want to do this and this could either be a select or a multi-select so let's do a select where there's actually content creation is one of your tasks maybe though you also have admin tasks that you complete maybe you have trying to think of other examples so for me i actually work with clients so i have client related tasks so you can see that there are different there could be different types of tasks that you have to do and i have like this you do not need to do this but it's something that you can think about the other thing that you might want to consider for tasks i like this is what's the mental effort like how much how much focus is it do i need for this task and for this i have a drop down it's a select because there's only i can only pick one i actually like to use little brains for this so and i created a little shortcut for brains so maybe it's only one brain like creating a new link for a video that's pretty easy maybe it's two brains and let's do that and then let's just create the other ones and if anyone's wondering i'm using alfred also i don't like how they're overlapping so i'm going to create a space between them let's go edit this guy there we go and now let's create a third one with just four brains this feels so silly but i love it all right so now we've created so this is also an example that you don't have to only have words in your drop-downs you can have little icons in your drop-down which is great so that's something i like another thing is maybe time and how long does it take how long of a task this is something i only started doing recently now i know um so i take i've taken the course um notion mastery with marie poulin and she has little tomatoes because of the pomodoro method which is the traditionally a tomato timer but let's pick a let's pick a different one where maybe we use clocks so i'm going to open my little thing here and let's let's search clock okay so let's do a little clock and i don't have a shortcut for this so maybe if it's under half an hour it's one o'clock and then we can add another one clock clock and if you aren't aware if you are on a mac at least if you do control command space you can get this little emoji um window i'm not gonna do all of them but is it a one clock is it a two clock so you could do that i also actually for really quick tasks for under 10 minutes i actually like to have a little lightning bolt oh what's the lightning bolt called oh there it is oh it just went away there we go so i have this one as well so if it's a really quick task and i like seeing this i like to see if something's gonna be really quick because i can sort my tasks for quick wins things that are really really fast that i can get done quickly so that's really hap really easy can you copy and paste the icon instead of selecting it each time um maybe but i find copy and paste is probably the same number of of clicks perhaps maybe not um okay and i would have this first really quick and then maybe do your clocks and that's another example so really what you're doing is for your tasks is you're just you're deciding what are the properties so sort of like last week what are the things that i want to be able to track i'm going to just quickly click on one of mine to see what else you can also do things like priority is it a high priority or is it a lower priority if you use david allen's getting things done or gtd for short you might have things like context is this at home is this an errand do i need to call somebody so is there type of follow-up that's required i have a thing called studio so do i need to have my studio in order to do it with the camera on and everything set up because i can sort what are all the studio tasks that i have coming up maybe i can bulk some of those tasks together so context is one area that you can do um oh date so i okay i this is something so august bradley who is another notion consultant an expert he has this example he calls it due date and instead of d-u-e-d-o like the date you're going to do the task you know i love it i adopted this in real life and i used to have a due date and a deadline and i just ditched the deadline so now what's the date i'm actually going to do this task which is different than your content because your content is released on a content calendar like an editorial calendar that's different but the task itself i like to have the do the due date so that heads up or that's hat tip to august bradley for that i like having a do do date does anyone else do that let me know and mark hello thanks for joining what else do i have in here if you have a if you are using notion for work and personal another one that you might want i actually call this work or personal because i do track my work and personal tasks so it'll be one or the other so i can say it's a work task or i can say it's a personal task and we'll just delete those options and you can kind of have these in your templates if you have a task template you can always just have it default you have work tasks and personal tasks and then you don't have to always select it every single time and i see a question here from lee do you make specific time of week or day where you map out your tasks and content i do and you will see an example of that today um what else oh i like to have for tasks i usually have a little text column just called note or notes and this is if i want to say something about the actual task and let's actually make this oh nevermind so i just wanted to see a little bit more of this so i like to have something in there where if i need to have a description so i might not want to put in the title but i want to be able to capture something quickly about the note i will have that and some also i'm a fan this is from david allen's getting things done as well i have something called waiting for meaning i have to wait for someone else to get back to me or to do something or to take action before i can actually do something and if you are collaborating with another person you might be waiting on another person in order to move forward with something so this is i i have a check box either i'm waiting for someone or i'm not and i could always put in the notes i could say who i'm waiting for maybe i need someone to review something of mine and before i can take action and trying to think what else i also have my tasks connected to my projects database but we're not going to get into that today but if you have a projects database you there's a good chance you have tasks and projects related together sort of like content and tasks can be related to to each other and we're not going to do the relation just yet but we will and those are all the big things so this is now my task database that i have here i'm going to just kind of delete a couple of these so something that notion is currently not great with is recurring tasks so when you use a project manager like asana um probably click up i haven't used click up personally but i have used sauna i have used trello there are ways to have recurring tasks because notion is really an all-in-one workspace and it's not designed to be exclusively a task manager it doesn't have recurring tasks now last week i showed you you can duplicate tasks so if i did have a task that was called trim live stream that i do every single week theoretically i could duplicate this so when you click on it you could say duplicate but it creates that little copy which i don't love because then i would want to go back and change this when it comes to if you are using a task database and you want to track all the things that you do we could set it up if i go back here and i look at this content creation you could have something like this where i have entries that are similar to these that are in my task database so the example if we go back let's actually take a look actually i'm going to click on this and i'm going to move this to my task task database so let's go now back and look at my task database so now i have prep live stream i've moved it it used to be in that content creation process now it's in this one so you can easily move items so now all of the properties that i just created for task show up for prep live stream all of the content that was in the body shows up here as well and so i could have this prep live stream as a task in my task database and let's say that it's a recurring task and i just maybe i don't want to recreate a new one i just want to have this task so that each week i can just look at what i have to do so what you could do let's say that on monday i had prep livestream and then monday comes up i go through and i actually do all of these things what i could do is just say okay and i'm gonna do this again next monday and just update the date so now when i look at the date i'll see the next time i have to prep live stream this is independent it means it's a recurring task i would not be checking off these boxes because all i'm doing is just using this as a placeholder so that on may the 24th when i look at my task list i can see okay today i have to prep for my live stream i can open this up and sort of keep track that is one option that is not what i do but that is an option for people whereas for me i'm actually recreating tasks over and over again and i will show you how i do that so the point is because i feel like i'm not doing a great job at describing this if you have a task database maybe you have other stuff in here so let's say that i need to you know call my internet service which i did last week and i have a new modem so call my internet service this is an administrative task this frankly calling and calling a cable company for me is a lot of effort whereas trimming the live stream is actually very short effort um i'm going to delete that one this is admin etc so you can actually start to build out this task database and some are related to content and some are not so one of the ways that if we actually are using this properly these are content creation tasks and then i can have my admin tasks and you can have your task database and as we learned last week you can actually have it show up so maybe in our content dashboard we want to see all of our tasks that are coming up now in this dashboard i personally like to have a page where i can see all of my scheduled content my unscheduled content but let's do an example where i want to see my actions maybe at the top and maybe we actually want to put them up here i don't know that we actually would want to but we can create a linked database and so this will be our task database and i'm going to just do a little list view of this database and as we learned last week it gets a little squishy so i like to move it over a bit and then here is where i can filter this and say add a filter where type is content creation so now what happens is i see all of my tasks that are related to content creation on this content creation dashboard and maybe i don't want to see that it's about content creation because it's filtered that way so i can turn off type but maybe i can have the due date or maybe i can have the little done button show up and then that's this is a way where i'm creating a dashboard where i can see my schedule content i can see my ideas on the right side i can have my tasks that are associated with content up here so this is an example of where yes there is an original task database it probably wouldn't even live on this dashboard it would probably let's just actually drag it here and i'm going to put it my head is covering it a bit but here you can see now i've got my notion for content creators let's actually move i'm going to move this content up to the top maybe my task database up it doesn't want to move you want a line let's move this down okay so and then i'm going to change the icon this is a task management so let's do a little check so we've got our content dashboard we have our task database um this is my content creation what we're doing in this and i've got my sandbox so here's an example where i because i wouldn't want my task management to live as a sub page in my content dashboard let's move that over a bit more the pro this content creation process i might want to have here or maybe i want to tuck this down maybe i want to have it underneath the calendar at the bottom because maybe i don't want to actually access it so here's an example now where i have my scheduled content i've got my upcoming tasks that are related to content tasks and then i have my content here so i can still do this what i was doing last week where we drag our ideas onto the page i'm going to take a look at the comments so is it possible to set a reminder yes so if you have let's go back to the task database and we want to if you have a date so maybe i am trimming so for example tomorrow i'm going to trim this live stream down and trim the countdown timer out so i'm going to do this tomorrow and i can actually down here i can say remind and say on the day of the event one day before the event two days before the event one week before the event so you could do that on the day of the event now that there is an api you could also maybe have this sent to you sent to your calendar etc i haven't played around enough to know all the ways but now i've set a reminder the other thing you can do is you can have a reminder in the content so let's do another example where for prep live stream you can actually say remind me tomorrow and i've actually now embedded it here so it's not in the due date but it is in here so i'm going to get a reminder about this item tomorrow so that's kind of a cool option i personally don't use a lot of the reminders because i use a dashboard where i can see exactly which co which stuff is for that day instead of using the reminders personally that's just my preference but you can do that two different ways and i see shane i just started using notion mind blown such a useful tool isn't it it's so great um calling a cable company you don't have enough space for all the brains right i remember i think it was um amy schumer did a video about calling the cable company that made me laugh how do you make it show in your calendar so do you want to confirm for me whether you mean showing up like using the api or do you mean showing it up in a notion calendar because we can actually have a task a task database so i can show you here where you can have your tasks show up in a calendar view where you can see your tasks you will not have these show up with your content because these are in two separate databases so your tasks live in one your content lives in another they do not show up together in case that is a question that you're wondering about i know people have asked can they see everything altogether the answer is no right now that is not an option but for api you can send information from a database to your calendar um i just don't know because it's so so so new i don't know if you have to have a time associated with it or not or if it would just show up as a date so you'd have to yeah someone you'll have to play it's so new okay when it comes to the tasks so something i want to now focus on just one looking at looking at my checklist again um so okay with the tasks you could have it where i click on this and i just update this each week so i already showed you that as soon as maybe instead of clicking that i'm done i actually just say okay now i'm going to do the next one next week because i know that next saturday i'll have a live stream i'm going to have to trim my live stream again so now i have this and the reminder stays or i could say i don't want a reminder anymore so i could just keep updating this and this is one option the other option as you saw is you can duplicate it but again you have to change the name so you have to take off the copy there is another way that you can create recurring tasks and that's with a template button and um this is something i did for a while so let's actually go um i'm trying to think of the best way to do this let's say that i had down here i started a new um maybe i want to actually let's give this a heading and we're going to call this content creation tasks so under my content creation tasks section i want to have my sort of like what we're doing up here let's have our recurring tasks i'm gonna actually have another here's another trick if you do three of these you can do it why didn't that work you can do a heading again i'm sorry i feel flustered okay content creation task let's just call this recurring tasks and what we are going to do is create a button in here but first i am going to create a column and this is going to be a linked table so this will be another heading so i'm going to copy this heading and drag it here and this will be the content creation task calendar this will come together sort of like mimicking up here but we're going to do it a different way so under this task calendar i'm creating a linked database this will be my task database this has just bumped down because i didn't put it in the column yet so i want to have an actual calendar here so let's create this calendar and i'm going to actually delete this table view because i want this to always be a calendar so let's delete the table view so now what we're left with this is the task database it is pulling all of the tasks that have a date that we can see are on this calendar and then beside here i'm actually going to have my recurring tasks and so this is where i am going to cheat a little bit and i am going to copy so this was a prep livestream this is one that we made i'm going to get rid of this reminder and i'm actually going to pull this out just as a page so if i pull this this out of the task now it's just prep live stream has our little checklist that we created and i'm also going to send these so i'm selecting all of these and then i'm going to move all of these to my content dashboard so now if i go so i've basically just cleared this out because we're playing now all of these will show up at the bottom so let's grab all of these basically what i'm trying to do is not recreate work i don't want to have to rewrite all of these but these are now recurring tasks and let's give these icons just because we can so maybe i want all these just to have a little check mark icon just so they look a little bit nicer okay so we have all of these tasks let's create a template button so a template button i mentioned it last week but if you start to write the word template you'll see template button come up and this is a a work around for doing recurring tasks this is one option i'm going to show you another option as well but i can call this recurring content tasks and then in here i want to just have a blank block this is just a quirk and press enter then i'm going to grab these four items and drop them in here i want to keep a block it's just a quirk i don't know if they fixed it but you want to have one blank one and then the rest of these and actually i'm just going to delete that so now i have these recurring tasks in a template button and the way a template button works is that each time you press this button it will just dump out the contents of that button so let's click recurring tasks now i have these four tasks if i click it again i now have these four tasks again if i click it again these show up again so i am creating new ones i'm duplicating them but i don't have copy of prep live stream happening over and over and over again that's where having this this template button is helpful so i'm going to delete these extra ones and so now what you can do is you can have this template button and you can just go and drag okay maybe monday i'm going to prep the live stream maybe on tuesday i'm going to do my create my assets maybe i'm also on tuesday going to promote my live stream and maybe on thursday this is assuming i have a wednesday live stream i'm going to do my post cleanup so now when you open these you'll see the date is attached to it now let's take this one further so now let's say that every time i do this post live stream cleanup which is trimming it adding chapters adding tags this is something now i actually would probably break these up because when you trim the live stream then it needs to process and then i have to add chapters later so i would probably separate these but just for the purpose of today i'm going to leave them together is you can actually let's put some tags on this so the length of this is probably going to with adding all of the chapters trimming etc let's say i want to give myself an hour to do this post live stream clean up i think it takes maybe just a little bit of mental effort to create all of the chapters properly the type is content creation and this is i consider this work maybe you have a personal channel you consider it personal fill out all of those and we want to do the same thing for these so the length of prepping and creating maybe this is probably longer than an hour the mental effort maybe takes a little bit more mental effort for this this is content creation and this is work what else we've got promote maybe promoting doesn't take as long maybe the mental efforts not as much the type is content creation and this is work so you can see what i'm doing is just filling in all of these prep livestream maybe that takes me um maybe that'll take a little longer so what you're doing is just deciding what what are the different fields because it's recurring it's going to be the same each time now what i'm going to do is i'm going to grab these and bring them back because i just gave them all of those those properties when i open this it's a page again because it's no longer living in a database however if i bring it back and open it it's retained all of those properties the reason i'm doing this is because i'm going to update this button so i go click on this icon and i'm actually going to replace all of these so let's just drag these to the top and then i will just delete these four let's delete this one delete delete and delete so now i have these so i've just updated my content template button so that when i close now let's say next week when i click on this and i drag these into the different dates let's just kind of repeat a similar thing that we did before now when you open any of them they have all of the different fields that you want so you don't have to do this over and over and over again so that is one option for you're using the same principle of having your calendar and having but this time you have a task or a template button and you're just adding these tasks into your calendar and you can do that on a weekly basis um okay so thanks lee for joining i don't know if you're gone already that's an option that you can have and you can always move this button up to the top so i don't know if that appeals to anyone but this is what i did for a long time is i actually each week i would go in i would hit this template button and then i would drag them over into the task database but then if i go let's say i just click on the task database i can see now all of these they're in here they've got the date they've got all of the properties so i'm based i am adding them and each week you'll see a new one that's post live stream prep and prep the assets all that stuff so that's going to keep adding to this list and then when i am done those i can just kind of check those off and i will see them as done and with your task database depending on how you have it set up you could always filter it so that all of the tasks that are done are you just see the ones that aren't done so as soon as i check it off it disappears and i only see the active tasks that are on there if we go back to this task database this one is filtered so that it only has the type so right now i'm seeing all of the ones that i finished obviously very soon this would get a little bit unruly so i would probably filter this and add so not only is the type content creation i want done to be unchecked so i only want to see what are the tasks that i have upcoming and let's do another example where we go down here we can look at our recurring content what went wrong um one of them is missing that's weird okay oh software let's let's try this one more time there we go they all showed up this time so let's just do another week i'm gonna do the 24th and you could always actually just drag them all and get them in the calendar and then move them around i accidentally made an empty one i did not mean to do that so i could just move this okay so now i've added my next week's and you can see them all show up here so this is dynamic in that anytime something that is content creation that hasn't been done is going to show up in this little list that i have for my task database so and these are all content related tasks so that's one option that you can do for having this content dashboard where you can see your schedule you can see the tasks that are related to it you can see the unscheduled content this is just one option but there are infinite possibilities for how you can organize this now you might be saying okay that's nice but what is this for like which video is this for and this is where we want to start thinking about whether or not you want a content or you wanted a relationship between these two databases because we have content and we have tasks let's actually connect them so that we know exactly which video this is referring to you can do this either way you can start with the content or you can start with the task and so let's go to the content and as i showed last week you can change or add a property in any of the pages within a database so i've just opened one of the videos and i'm going to add a property and this is going to update all of them and we are now going to let's call this i call it related content because right now i want to link or sorry related task i want to know which task is associated with this content you could also just call this tasks whatever you want and this is a relationship so this is where we get into the advanced types of properties so we're going to click relationship and it says which database do you want to link to and so i want to link to my task database create relation now we have a new property it's called related tasks but instead of me entering something as soon as i click in here it's going to pull up all the tasks so i can search for a task and create it this way or i can go in the opposite direction i can go into the task so if i did let's say i knew that this was the task i could click on it maybe i knew that the live stream cleanup and the prep the live stream promote the live stream so here's an example now the dates might not be right because i was just winging it yeah this might not be the same live stream but you can see how now all of these related tasks are now showing up in this in this content so i could see for this video i need to prep and create i need to post i can prep i can promote live stream the beauty of this is that you can click into any of these and kind of jump into that task so if i click prep and create assets and i click on this heading now i can open this task i can see that is related to the introduction to formulas in notion so now i'm actually in the task itself i'm no longer in the content i'm looking at the task and down here i can see all of the different things but i can know exactly which video this is for so that is how a relationship can help you and let's go back to our task database just to clean this up a bit because now what happens anytime you relate you make a relationship between two databases you saw that in the content database i named it related task but in this one it's going to create a column that's connected in this one so if we scan over it gives it a default name that's related to content slash related task that's a really big unwieldy name so what i want to do is actually rename this and for the task i like to actually i'm just going to call it related content you could just call it content but i do like the word related content so i know for this task that there is related content now for calling the cable company this will be empty because it's not a content related task so that is where you can so you can see the content in the task database and if i go back to this content database i can see the relationship here when i scroll down and if i go into a different view so if i go into a table view here i can kind of i see all the content here and if i scan over now i can see that there are related tasks showing up here and if i want that to be in a different order i can maybe drag that maybe i want to see the tasks closer so maybe i want to see the related tasks beside all my content i could do that and i can have it show up if you don't want it to stretch down like this like right now it's actually showing me every single task in the properties so if you click on these three dots you can toggle wrap cells on or off so maybe you want you don't want it to to stretch out like that you can turn this on or off for how you want to see the information um hey doc glad you could join team replay yeah you might want to speed this video up i feel like i am not as eloquent as i was last week something's going on with my brain so you can't type and i'm having trouble speaking today um unless someone else disagrees this is uh i feel like i'm just a little bit more tongue-tied today okay so now what we've done is we've created that relationship and we we have those tasks so that's one thing now when you are going so a problem that i faced when i was doing this approach which is where i had my recurring content tasks and i was dragging them into this task database is that i would drag these in and then i would have to say okay now i need to link this so let's let's go and do i'm going to just go to june and let's say we're planning our first week of june i got my recurring content task that i use my little button here to create and i want to drag those in so i'm going to say okay i'm prepping my live stream on monday i'm going to do my assets my promotion and then my cleanup on thursday but now all of them have the date but they're not connected to the content and i would have to go in here individually and pick okay which video is this so maybe i start to look for a video it's slowing down on me oh notion sometimes sometimes you break my heart you get the idea and then sometimes when notion is slow on you it can be uh painful so what i would have to do in here is go into each one and i don't want to do that so here is a trick that you can use i think last week i shared that when you have a filtered database anytime you have a filtered database it's going to take when you add something new it takes on those properties so one of the things you can do is you can actually add a view so let's let's grab these and bring them back here so we're going to add a view and this what i called it is by content meaning i'm going to put a filter on this calendar so it's going to be a calendar view again except this time it's going to be filtered and it's going to be filtered so that content related content contains a specific page now each time i do this i'm going to change the page so where related content equals maybe i'm preparing for my asana versus notion video so i'm going to select that now this is empty because right now i don't have any tasks that are assigned to that and what i'm going to do is go to june the first week of june and when i drag these into let's actually do oops whoa i made a column by accident ignore that what i'm going to do is drag so i'm preparing on monday i'm going to promote on tuesday i'm going to make my assets on tuesday and i'm going to do the cleanup on thursday i have now dragged them in and because of this filter now when i open these they're actually related to that content so that is a little hack that you can use so now you've got the date that you're doing it and you've connected it to this content so if i go up to my content calendar and i click on asana versus notion which actually doesn't have a date so maybe i want this i can pick a date and i want this to be on that the first wednesday in june i can now see all of the related tasks are showing up here so that is a way where you can connect the tasks using a filter so that is one option and that is what i did for a while it's not what i do anymore i'm going to show you what i do now i'm going to take a look at the chat here make sure i'm not missing anything so bjorn says i use a sauna and ticketing systems i see you are currently creating the same thing um yeah recreate yeah you can always take that's what i love about different tools like i won't shut my like i won't say i don't want to hear about it it's not a tool that i use i'll actually look so there's a great example so um you know there's someone in doc rock's community who was showing an amazing setup in trello and i was fascinated because i love to see how people's brains work how do they like do to organize information what are the things that they're doing in order to stay organized and we can take pieces and elements of those and then bring them into our own space so let me show you what i actually ended up doing instead i'm using i'm going to use the same principle and again this is something i learned from marie poulin who is a notion expert who i is kind of my go-to for all of these there's another way to do this and that is to do it in your actual content template and this is where it starts to get pretty cool but you'll have to follow me so now what we are going to do is i'm going to keep editing this new youtube live stream template so i'm editing this template and i am going to so we've got this checklist we've got our outline and maybe we don't even need to have a heading for outline we can just delete that and keep it a little cleaner so we've got our checklist we've got our show flow the next [Music] to available copies of them from the from our template button so i'm going to put these in here and then i'm going to add a task calendar in the template itself so let's do that i'm going to first get out of here and go down to my template button so i'm going to click on this template button to cre recreate these recurring tasks that i do every single week and i'm going to grab these and move them to this is where i say new youtube i'm searching for the name of my template so you see new youtube live stream that's the name of my template i'm going to click on that and i don't have to worry about stealing these because i can always just recreate these down here if i want to so now let's go back to my templates i'm going to go edit template and when i scroll down here you're going to see all the tasks that i created so let's just move these into the toggle so now if i open and close this toggle you can see the tasks now i'm going to create another so i'm going to create a linked database in the template and let's actually open this as a page i'm going to edit this template in a bigger space so slash i'm going to start to create a linked database and this is my task database and what i'm going to do here so this i want to have it personally i like doing this in a calendar you can do this in different ways but i played around with a few i like the calendar so i'm going to create a calendar and this is my task database it's just another view and i'm going to delete this one so it doesn't accidentally show up i only want to have the calendar view personally you can play around with this and see what you like so now i've got a calendar view and i'm going to add a filter on this so just like we did before i'm going to say filter and i'm going to say where content related content in this database contains and this is where i'm searching for new youtube live stream because this is the template so anytime i have a new template i want this task database to be filtered so it only shows whatever the new template is and i'm going to show you an example of how this works this will be replaced with whatever i create when i start a new template and just for ease i'm going to i'm going to create a blank space between these because i just don't want it to be so close and i'm going to actually put this database in this toggle so i'm going to put it underneath so now when i open and close that so it's just a way of keeping this neat and if you wanted maybe i actually like to have the tasks at the top because it's the first thing i do is i create it i do a new template and then i will assign all of the tasks first and then i could always close that up and then have the checklist and my show float now i won't need the checklist anymore for anyone who joined late we have an example of how you can just have a checklist for all the things you need to do each week in your template that's a great way to store or stay organized but if you have a task database we're going to show you how to assign your tasks to that content so i have now edited this template so let's go back and close it so let's create a brand new live stream template let me know if you're following this by the way um anyone who's here live so i've just created a new live stream let's give it a name and let's call it sending calendar sending google calendar events to notion with the new api okay so i've now i have named this sending google calendar events to notion the type is the live stream and maybe this is something i'm going to do on june 9th so i've given it a date i can write a little description and right now there are no related tasks to it because i haven't assigned tasks yet so let's open this task and we will see that we have a task database and the filter let's open this filter where related contains sending google you can see that the new name of this template is now in the filter so we are now going to say okay this is taking place i know it's on the 9th and yes i know that it's annoying that you can't see the content on the calendar but it's because it's a different database but i know because i just said this is going to be on june 9th so i am going to prepare my live stream on the 7th i'm going to do these two let's grab both of these create and prep on the tuesday and i'm going to do that on the 10th now what i've done i've moved them all here so instead of pages if i open them up i've got the date and i have the video that it is related to this is how i like to approach adding tasks to specific content and so when i have actually cleaned up this live stream after it happens i can check off that this is done and that is marked as complete and if we go back now you can see this task database which i don't know if i would actually keep it here personally but i've got this task database which has filtered for content creation and where done is open and i can see all of the different tests and if i click on this i can see that this one oh that's an old one there we go sending google events so i can see exactly which what it's connected to and i could also update this maybe i wanted to have a table view and drag this over and let's do i'm going to just widen this for a moment i'm going to change the properties of this i'm going to put done first but then i'm going to put related content after the name and then i will drag this smaller and then i can see the related content so now what can happen and i will also filter this so that i'm only seeing where the type of task is content creation and i am only seeing it where done is not checked and i'm also there was one other thing i was going to do here what i'm forgetting so i'm going to leave it oh something else you could do if you're planning your content out in advance is you could say and where the date is i could say you know one month from now or is on or after or is within so maybe i don't want to see everything maybe i want to see everything that's within the next week or maybe the next month and then that way i can kind of simplify i don't have anything next so now i can see everything that's just coming up in the next month and i can see which video it's related to but this is really squishy so i probably would not i probably wouldn't set it up this way i would have this if i had more room um okay so yes we are slowly building this out so what i have done if we can kind of recap is that in this example i have shown a few different options how you can just create a checklist so you can see your content creation process i've shown how in your video if we take a look at this template you could simply just have a checklist for all of your content and that could be how you make sure that you're not missing anything and you're following all of your processes but i did just show you an example of how you can use this task you can add these individual tasks into your calendar and then they will be automatically associated with that content that is personally what i like to do and then you can also create a different page so maybe maybe this is just your content planning so you could even call this like content planning dashboard and maybe i have um i'm just going to create a new let's create a new page i'm going to create a sub page under the content planning dashboard called um like content creation or content tasks i don't know you can call it whatever you want maybe when you're actually taking action on it you've got this content tasks page and then i'm going to send this content to the content tasks page that i just made so now on this sub page content tasks which will be lower down on this page which maybe i don't want there maybe i want to drag this page up to the top so i've got my planning dashboard where i just have my ideas i've got my unscheduled content i've got my scheduled content and then when i'm actually taking action i can come into here i'm gonna change this to full width and i can see exactly which tasks there are and maybe i want to have let's do i'm going to make this look more like a dashboard where i have content tasks and this i'm going to turn into a heading i'm going to bring this up here and then i'm going to copy which remember if you hold down option or alt you can just drag i'm going to make a column and this column i'm going to say upcoming content and let's just drag that over a little i'm going to put the task database in here and remember this is already filtered so that i can see everything here and upcoming content i can add my content database i'm going to say create linked database which you can also copy the link of databases by the way for those of you who know how to do that you might prefer that so now i've got this um content database let's widen it just so i can assign so i'm going to have some properties i'm going to filter this so that i'm only seeing where the date is i'm going to say either today or um actually let's i'm going to show you a group i'm going to turn this into a group where the date is today or the date is within the next month so now i've filtered it so only stuff that's either today or the next month is going to show up in this list and i'm also going to sort it by date there we go and let's see for properties because now these properties are showing up in alphabetical order again i am going to grab this and under properties is where i can rearrange it so maybe i want to see the date that this is i don't need to see who it's assigned to or the clothing maybe i don't need the description here or the link because it doesn't have a link yet i could have the the platform the status maybe i want to have the status actually up here so you can do this stuff and um have it like that so now i've got the date that i can see i can see the idea and let's make this a small text page so here's an example where you might have your upcoming content on one side where you can see exactly what's coming up and then what date and then on this side you can see all of the tasks that you actually have to do so that would be maybe another example where you are just on the planning dashboard in order to schedule and plan out your content calendar your editorial calendar but when you're actually getting into work you can go to this page and you can start working on the things that you actually have to do that's an option for me i actually will go into my content dashboard and click on the video so if i have an upcoming video here i just open this as a page and i just get to work and if i want i can click on this i can jump into this task start create my outline create my overlays and start just checking these off as i do them so that is an option that you can do as well and actually i do have on my personal dashboard i have today's tasks and so any content task that has to be done today is going to show up in my dashboard and we can show that in a later one i see a question here let's take a look would you have all tasks business and personal in one database are separate and have the um so i have them all in the same what i what i have decided to do is have all tasks in the same database and then i have um so personal and work but because i have that delineation is it work or personal i can filter and so on my dashboard let me see i'm just going to take a look if there's anything if it's okay to show my own space um because obviously i use it for personal i want to make sure it would be okay to show um let's just move a couple of things yeah this is i don't think there's anything super private in here yeah i don't mind you guys seeing this um okay i'm gonna i'll collapse that so let's take a look i'm going to move this one okay ask please hold for one moment i will show you my own personal homepage but i just need to tidy it up okay so here is an example let's show you my my headquarters okay i'm gonna bring this over i think it's okay it's mostly content today well i mean it's saturday so this is my headquarters and i set this up so that i have my work actions and my personal actions and so it's it's saturday so i have a lot more things on my personal list for today but you can see where i have i actually i'm working so there's this current live stream is one of the areas but i also am doing some prep for a new video for next week i'm gonna do that today so all of my things here are so if i open this um create and prep assets this is for oh that's weird that that's showing up there that that shouldn't be on there that was for last week so i'm doing a video on loopback for bringing ecam into zoom if and so that is where i have that in here and so all of these exercises are not exercises all these activities are in here on most weekdays it's saturday i will actually organize these in order so if this is the most important thing i'm doing i say that it's first why is that not filtering i must have removed that filter i did so usually i will so this is my filter where the date is today this is work it is not done yet i'm going to add back my big three so where big three is oh no that's my sort never mind i'm gonna remove that i got confused so my sort i did remove this sort the other day when i was rearranging something so i have big three is ascending so as soon as i say this is my first priority for the day maybe this is my second priority for the day this is my third priority so you can see and these are all content so they're all green and so i have all my con this my content creation dashboard is green so when i have a task that's green this is related to content client getting which is really audience building is always pink and so this is a related to pink if i want to get in front of more people admin is going to be gray planning and action is read learning and development is orange product development things like my course that is yellow a client's serving because i have clients if i'm doing work for them then i am doing that's going to be purple and then personal so this is all my actions that are filtered for personal um these because i this is orange which means it's learning development because i'm i sometimes like to just consider something personal this is this probably notion api videos is probably more technically work but i love it so it's under my personal um so you can see and then actually this is an example you can see where meal plan i actually this is one where i each week i when i have a meal plan i'll just reset this so if i do meal planning today so every weekend i will actually just go and update the date to next week um so that i'm not recreating a meal plan one every single week and down here you can see there's my calendar view and so everything for today shows up in my calendar view but this is filtered so it's only things that haven't been done yet so this means that everything on these days has been either completed or i moved it to another day i have upcoming tasks tomorrow's actions personal tasks also content i have this filtered so that everything is within the month or today so that i can see on my dashboard exactly which content is coming up um and i have my projects that are that i'm working on i do a daily gratitude i track my workouts this is my dashboard that's my headquarters so hopefully that helps um with understanding how i organize my content also that was the dark um dark mode appearance does doesn't that help with understanding so i right now because i'm doing a live build i'm just building out this focusing on content creation but as you start to use notion a little bit more if you have other projects that you're working on if you want to be tracking different things like if you are creating a product or a course or you work with clients you can have different pages that are dedicated to those things and then you can create one master dashboard where you're just pulling in okay what am i doing today what are the highlights that i need to see but when i go into my content dashboard let's actually just take a look maybe i can show you that uh yeah so just trying to think if there's anything in here that's private no i don't think so okay i'm gonna pull this back so if i am on my dashboard so let's go back to this dashboard so and i call this 2.0 because i totally revamped my headquarters so if i click on content creation this is my content creation dashboard where i have all of my upcoming tasks so this is everything that has a date i don't know why some of these are duplicating with two different videos but i'll have to figure that out um and then i've got my calendar view and my unscheduled so exactly what i teach you i have in my area here's all of the videos that are scheduled right now so you can see all four of my notion live build stuff if i want to go in and just see what are all the links that i have for my other videos um that will slowly update because of course so this is filtered where there is a link so link is not empty and this is for my cat mulva hill channel and it's sorted by descending date so the most recent video is at the top and if i go back if i ever want to send someone a video i can just go and i can grab the video and then i can send it send them the link really easily so this is an example of my personal content creation dashboard in case anyone is wondering all right so okay so yeah so thank you great input um that is that is how i organize mine um shane i love it very helpful thank you your icons are cool so i okay yeah my icons i made those in canva so what i like to do i have a canva pro account which i highly recommend if you are regularly creating content or thumbnails or any of that stuff so i will go into canva and i so maybe i can show you let's let's start a new a new window there we go and let's do canva all right so over here what i will do so there is someone um ben smith who is a great notion person has all the the the notion colors um so maybe i can share that with you and so he has a template in notion where it has all the colors so what i will do is i'll do a custom size i'll do 280 by 280 and honestly i just look for shapes so um a friend of mine used a hexagon and i loved it so i went into elements and i just searched hexagon and i just looked through here until i found a shape oh and i wanted it static so i did static apply filters and then i went through here and just looked okay what are the hexagon ones that i like this was one that i found that i really liked and so i actually so i just changed the colors to the notion colors but you could pick whatever colors you want and then i just went through and said okay are there any other shapes that i like and i think the other one that i did is in here this one was kind of cool but you can't change these colors but it is if you like rainbow color that's a cool one um let's just see if i can find the other one that i really like also if you have a free account you can still do i think some pretty basic stuff with this i'm not seeing it here it is this is the one that i use in a lot of my pages that i really like so what i did here is just i i have because whenever the pro account you can have different color palettes so i uploaded all of the notion colors into canva and then i'll just say okay i want this one to be orange and then i just duplicate this page and i say okay i want this one go back down to my notion colors i want this to be green and you just keep duplicating it and then i when i go to export them i say transparent background and that's how they come out with no background and you just have all those colors that you like so i do recommend i think even if you google notion hex codes you'll find all of the notion colors to be able to make your own icons and that so i'll just a note on that as i really do like color coding my information to my tasks because now whenever i look at what i'm doing today whenever i look at my tasks i can see exactly what type of task it is is it an admin task is it a personal task is it learning related content related is it for my clients and that way i can have all of that it really easy and my brain now is just so used to it and then i also have let me just switch my camera for a second i also use the timeline tracker which is this guy and so this tracks my time and what i'm doing and so for example i have uh this one i use for i could color code these because they do have colors but i put these stickers on before actually coming up with this color scheme in my notion but all the different sides kind of represent the same thing so this brain is learning and development and so i just i switch this depending what i'm doing so right now it's content so the star should be up and it tracks all you do is you flip the the tracker to what you're working on and then i can actually get a really good idea of what what did i spend my week doing so that let's take a look back at let me go back here and just take a look did i do what i said i was gonna do so we looked at checklists for your content creation tasks we looked at relating a database so we related our content to our our tasks database we looked at how you can handle recurring content tasks so you can either update the date you can use the template button you can you could just use the template button on its own or you can link it to your content two different ways and how do you connect those tasks so i showed you in here how you can do this just by dragging and having the filters set to whichever video you want to make or my preferred way and which is what i have been doing week to week is by having the template with that linked task database directly in the template okay are there any lingering questions before i wrap up uh what is that oh wonderful tracker yes it is wonderful let me actually put i will put that in the chat um and for anyone who's not live it is the timeler tracker and i just got it i want to say three or four weeks ago and i love it so there i put i just put that in the chat um so uh shane you're asking about uh notion they don't have to my knowledge they do not have it it's so affordable um that i don't think they have that program maybe i'm wrong if you are interested in notion mastery i do have an affiliate link for that course which is amazing and that's where i learned all of my expertise so you could always connect with me and i can share that with you okay any other last things before we go covered all those different topics and showed you canva which is such a great tool and it really is my preferred way to make my space my own to color code it and to have all these things and so i really do recommend that as well but thank you so much for all of you who joined me um and i didn't have any buffering issues thanks to my new modem and i next week as you maybe saw here part three this is where i'm going to talk about how you can do a similar thing with social media tracking so having a social media database where you can have which content like how are you promoting your content other related databases that you might want to consider connecting for content so we'll give you a few examples if you are a content creator that's established there are going to be other things for example b-roll maybe technology sponsors guests there are a lot of other things that you can incorporate into your content creation database and kind of build that out and then also how do we organize what's the difference between using maybe a relation and a tag when you're sorting and organizing your content because you might have a related database like guests but if you want to quickly organize um so we would just that's it's just more of a systems question how do i want to organize my information so that will be on part three and uh i see when oh patrick when working on custom uh api reach out yes if you are comfortable with api stuff the the beta the notion api beta is out and uh that's it's pretty exciting i get excited easily so really i mean it's a low bar but i don't know when the api came out on thursday it kind of felt like christmas for a lot of notion enthusiasts that now we can send information to our calendar or send an email into notion and just do a lot more stuff so i'm i'd love to see what people are doing and what they're coming up with so patrick definitely keep me posted on that and for everyone else hopefully i will see you back next week for part three bye

Channel: Cat Mulvihill

Views: 1,743

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Id: bl7B0xXwCZk

Length: 101min 25sec (6085 seconds)

Published: Sat May 15 2021