The Only Way To Organise Your Notion Workspace?

and because I set up my notion system correctly all I need to do now is Select this one topic and automatically all the information across my workspace shows up it's like magic so why should you care to make the most out of notion you usually organize your information in a database and traditional methods of organizing stuff inside a database like the normal default tags are great as long as you only need one database but as soon as you have several databases you'll run into a problem let's take for example a situation where you have all your readings all your inputs right maybe all the things that you watch in one database and then you have a second database where you store your outputs for example if you write some things and now let's assume that you're interested in a topic of systems thinking so in your readings database you'll start tagging all the relevant things with systems thinking or systems design and then in your output database whenever you write about the topic you'll also tag these things but both of these tags are separated and there's no way to connect these things unless you want to individually link all the Articles to all the outputs every single time when you write something about systems thinking that is clearly not efficient so what do you do you you use Global tags Global tags are a third database that you put in between your other two databases and now instead of having to connect all your readings to all relevant writings you simply connect the readings to the Master Tag systems thinking and then also your output to that Master Tag think of it like the Hub and spoke model that Airlines use to organize their flights they don't connect all airports with every single one instead they have certain hubs through which they route all their major flights and that's exactly what a global tag is global tags are the glue that keep all your things together in an option workspace and they are easy to implement highly scalable and super customizable I use sold on global tags well here's how you can Implement them for this example we have two databases my writings and my second brain that contains all the things that I read and the setup for Global tags couldn't be easier we simply create a new database I'm going to always Global tags and in it by default all we need is a main property and then connections so in here I'm going to enter now a few of the topics I'm interested in so it might be productivity remote work and maybe let's see what else do we have in here we have um breaks of mental health that's yes let's say mental health and then I can remove this standard property here and delete it and then I will set create connections to both of these other databases so I'm going to make this a bit smaller and then we go in here and say create a new relation and this will connect to my writings I want to show it on both sides so I'm going to just call this a text I will add the relation and I have the writing relation and then I will do the exact same thing again for the other database again create a relation this times to the I think it's second I know media world that's the name of it the media world again we showed on both sides and we call this here like readings and here again we will call it tags and then we add that relation great now we have the basics that I've already done and we can start connecting things right so I can go through here and say okay how to create a personal productivity system that works for you that is about productivity the benefits of journaling for personal productivity that will be productivity and then let's put take some productivity things here maybe to self-help books that sounds a good thing I need to show the property here so I'll go here in here and say please show me tags and then uh this will also be about productivity and then maybe this one will be about for activity okay so now I have my basic connection set up and they show up here that's already helpful but it's only the first step because we don't usually want to like navigate through these connections here we want to make it inside a dashboard to make it a bit easier so first I'm going to actually wrap the columns so we don't see so much here and I'm going to go in here and I will create a new template so this will be a new Global tag and we can give it a default icon and then we can change the icons for individual ones if we want to and all we need to do is now in the bottom here create something called a self referential filter if you don't know self referential filters they're absolutely awesome they allow you to filter for relations for these things whenever you create a new entry and automatically show only the things that are related to this page let me show you what I mean then it's a bit easier so we go in here and our first on this into a full screen so we have a bit more space to work with and then also turn on the full width here and then I will go in here enter a few times so we have just some space to work with create two columns and then I will create two headings uh related writings and one for uh for another h24 related remix and now below these I will create linked databases so we type slash create linked view of database and I will pick the here for writings my writings database we can take the first View and then very important we set up our filter and we want to set up a filter where the tag contains and then we have here the new Global tag that's the template name if you remember and if we pick the template name that means it updates to whatever actual name the tab page has whenever we apply this template to a different page so for now there's of course nothing because we haven't connected it to anything but you'll see what I mean in a second so I quickly resize that and we actually don't need to see the tag here because it will always be this one and then we go into related readings we also create another link view database to send the media World here we can go again for the articles we can actually change the layout if we want to to a list to make it a bit more minimal and then again for the filter go in and oops modify this and say also I want to make sure that tags contains the new Global tag okay so much so far it doesn't look like anything but if we now go back to our workspace page and we go and open the productivity one and we apply this template it will load in the preset and will automatically see in the body of the page all the things that we connected to it and that's the core idea of global tags instead of using the build and tag feature inside one of these databases right the alternative method would be to go in here and say okay let's add a select and let's call this tax bad and in here we add our productivity tag that's nice but if we now do the same on this database there's no way of showing everything across our workspace that has to do with productivity but if we use Global tags that are in a separate database that we set up like this we can now go in and see everything across our whole workspace it has to do with productivity because we're of course not limited to two databases you could have 10 15 20 databases with different information right you could have clients you could have past projects you could have like a whole range of things and whenever like something has to do with a specific topic you can simply link it to your Global tag add another heading here and another link database and have this one page that pulls everything together very easily that was the first part to implement Global techs now you can simply link everything to the tag and then go on the tag page and use Smart referential filters to automatically show everything that's connected but what about the magic that I showed you in the beginning how can you use Global tags to show something not just on the Global Tech page but for example if you are on your writing page how can you show all connected readings well that's what I'm going to show you next so in this example whenever I create something new in my writings database I would want to see all the related articles on and at first glance it is not so obvious how to do it but it's actually fairly straightforward once you understand it let's take a quick look usually what we would do is we would have a link between our individual article and the thing that we read right a specific relation and if that was the case then we could use the same method as here we could just go in and create one of our templates and in the template have a setup for the self-referential filter so say like okay whatever is connected with the other one but if we go in here now create a new template so let's call this new writing you'll see the problem in a second so let's create a heading here related readings create our database let's say the media world we want our articles and now if I want to filter and I go in here and say okay so I want to filter all the articles that are connected to my reading I realize wait there isn't actually a connection right I only have the tax connection and for the tax connection I have no option of saying okay please show me all the things that have the same tag as this tag right we don't have the option to access any of these other properties and say okay wherever these tags equal the tags that I have here so we need to have a small additional step in our setup to make this work what we need to do is we need to go into the database where we want to pull the information from so into articles and we need to create a new property in here so this is like the money that we want to work in right and this is the other one that's always the this part where you need to think about a corner a little bit and you need to go in here and create a Roll-Up and this roller will copy called related writings and now in here I go into the relation and I look for my tax relation and then here I don't want to show the name I want to show all the writings and I want to show the original so now what I've created is a setup where in my second brain I apply a specific tag and then notion will go into the tag database and look up okay to which writing things has this tag been applied and they show up here and now that means I can go back in here go into my new writing edit it and then when I set my filter I now have a filter that works because I can say for related writings please show me any that contain and now I have again the template new writing so I created another self-referential filter and I go out now and I open this one and I apply my template it will automatically load in all the related readings to productivity and if I were to apply another tank right so just to show you how this works right so let's say we apply here the tag for this one for remote work actually like let's apply the tank remote work in a second here so let's go here and say okay this is remote work and this is remote work and now I go back in here and so far I only have the productivity tag and now I also oops sorry now I also I want to add another tag now also apply remote work in a second all my other articles are linked to this also show up here if that's a bit confusing don't worry I have Linked In the description a blog post that goes through these Concepts in a bit more detail and I also have two templates for you one the academic writing term that I showed you in the very beginning which has a very specific setup if you have to do a lot of research and then create your academic pieces or a much simpler one that looks closer to this one where you just have a input and an output database and you can easily Interlink them with global tags and while we're talking about Knowledge Management in notion quick shout out to snipu IO who are very kindly sponsoring today's video sniper is a Chrome extension for notion that allows you to easily capture information from YouTube videos you can take timestamp notes you can quickly grab a screenshot from something and you can even turn your video into AI flashcards let's say for example you found this really cool video on how to get notion charts and you want to take notes on it so when you open it and you have the extension installed you see this new button to take so I can click on this and will automatically load in my notion page so I have to quickly resize these so I put this to the left and this to the right and then I see now I have in my notion a new entry in my database for notion charts I have YouTube link I see who it's from and I have all the timestamps automatically loaded for me now I'll make some space here and one other thing that you'll see is on the side you have now all these features from the extension so for example the video is playing here on the side right and if I want to remember something about this I can just press command shift K and it creates a timestampment I can now take some notes with that timestamp now if I jump ahead a bit right like let's go to the middle and take another note another note and I realize I want to go back actually to the first but I can just click on it and will automatically jump again to that section in the video so really really cool for actually facilitating note taking from video and not having to constantly like write down the timestamps or forgetting where something was from super useful for that another really nice thing if you have a video that shows some graphics you can also take screenshots just again with a shortcut or by clicking here and will automatically add that to the workspace now around the disk here might be not the most useful one but again if there are some graphics uh really cool you can also use it to speed up or slow down the video a lot of nice features but these are the main things that you can do here right from your not sure workspace also one last thing if you need to study something you can now use a new feature for AI flashcard generation where you just click on the extension and then you ask it to generate AI flashcards and we'll go through the video on the transcript and then generate automatically the flashcards for you so you've seen what are two types of people described in a text show the answer those who wait for features they need to be released and those that build them themselves great answer for space repetition you can also export them to Anki so overall just a really really cool extension if you need more note-taking abilities for YouTube udemy and other video platform tools and of course you can use the sniper database together with global tags to easily integrate it into the rest of your workspace now you know how to use Global text to seriously upgrade the efficiency and tidiness of your notion workspace which is a great start but Global tags are only as powerful as the general notion setup in which you use them now how about a super simplistic yet really really powerful notion setup that 95 of people should use that's exactly what I'm going to show you in the next video a step-by-step walkthrough of how to build the perfect base now setup in less than 30 minutes just click here and I'll see you in a few seconds

Channel: Matthias Frank

Views: 8,883

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Id: vbiR41OnQJY

Length: 15min 9sec (909 seconds)

Published: Sun Jul 23 2023