Productivity is a tricky problem. Over the years, I’ve tested countless tools — all promising to make my days smoother and more efficient. The cycle was always the same: try a new app, get frustrated, revert to a simple Notes list, realize that gets messy too, and repeat. Eventually, I got tired of switching and decided to break the loop by designing a solution myself — using Notion.
Why Notion, and what was broken?
I didn’t choose Notion just because it was trendy. I saw it as a versatile platform where I could prototype, test, and iterate faster than building an app from scratch. But versatility comes with its own set of trade-offs.
At a previous job, we used Notion for all internal documentation. It worked — until it didn’t. As the system grew, so did the maintenance cost. Complexity piled up. People grew frustrated. But I didn’t blame the tool; I saw it as a design problem.
The real issue? The structure mimicked a file system: layers on layers of folders. It became a labyrinth. That experience planted a seed in my head — what if we approached productivity with a different design lens? What if maintenance cost wasn’t just a technical problem but a UX one?
That’s how I defined the north star for my personal system: maximize output with minimal input. In other words, I should be able to get valuable insights and motivation from the smallest daily effort.
Back to basics, with a twist
The turning point came from an unlikely source: the documentary Indie Game. In one scene, a developer shows his productivity “tool” — a messy piece of paper with a handwritten to-do list. It reminded me why I always went back to Notes. It wasn’t pretty, but it was frictionless.
So I asked myself: Can I design a system as simple as a piece of paper but smart enough to do more with less?
I started with a daily list. Then added logic:
- Tasks are linked to bigger goals.
- Completion triggers insight into workload patterns.
- Items not relevant to the current moment are hidden — solving a major anxiety point when juggling multiple projects.
From there, I layered in small design nudges:
- Weekly goals to drive intent.
- Visual priority tags.
- Lightweight filters to surface what matters now.
Each tweak was driven by one question: Does this reduce cognitive load or increase motivation? If it didn’t, I scrapped it.
Designing for the brain, not just the workflow
Once the fundamentals were in place, I wanted more. Not just a better to-do list — but a system that made me enjoy getting things done.
So I gamified it. Not in a gimmicky way. I designed incentives that worked with how my brain responds:
- Task completion earns XP.
- XP unlocks break time minutes — reinforcing healthy habits.
- Gems accumulate to “buy” things from my wishlist.
These weren’t just features. They were feedback loops designed to create momentum and satisfaction. And they worked.
Outcome + Reflection — The 2-year test
The end result is Workflow — a Notion template that behaves more like an app. Minimal depth, instant responsiveness, and designed for daily use on a second monitor.
I've used it consistently for two years. That’s the longest I’ve stuck with any productivity system — and the biggest sign it’s working. I haven’t gone back to Notes. I haven’t felt the itch to try another tool. Most importantly, I see the data: improved focus, higher motivation, and more mindful breaks.
Productivity doesn't have to be a chore
Daily work often feels like a chore. But what if we designed our workflows like we design games — with rewards, clarity, and purpose?
My journey with Notion wasn’t about building the perfect template. It was about learning to approach productivity as a design challenge — and turning the process of doing the work into something just a little more fun.