A mindful approach to building digital systems to cultivate calm, clarity, and creativity in Notion.

🌿 Welcome to Notion. Here’s a gentle introduction to a mindful and intuitive productivity system built on three core concepts: Projects, Tasks, and Notes. These foundational elements create the calm, intentional flow you need in your workspace.

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Projects – What you’re trying to achieve

Definition: A Project is a collection of related tasks that lead to a bigger outcome. If something takes more than one step, it’s probably a project.

Examples:

• "Plan family vacation"
• "Launch personal website"
• "Organize the garage"

Use it for:

• Grouping related tasks
• Tracking progress on goals
• Staying focused on the bigger picture

Tip: If you have a project, make sure it always has at least one next action (task) defined.

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Tasks – What you do

Definition: A Task is a single, actionable item. It's something you can do in one sitting or step.

Examples:

• "Buy groceries"
• "Call the dentist"
• "Write thank-you email to Sarah"

Use it for:

• Daily to-dos
• Quick wins
• Steps toward a bigger goal </aside>

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Notes – What you need to remember

Definition: Notes are pieces of information you want to keep but don’t need to take immediate action on.

Examples:

• "Packing list for travel"
• "Book recommendations"
• "Meeting summary from team call"

Use it for:

• Storing reference material
• Capturing ideas
• Saving useful information </aside>

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How They Work Together:

• A Project is your goal → like "Get in shape"
• It includes Tasks → like "Buy running shoes", "Find a workout app"
• Along the way, you might take Notes → like "Trainer recommended Couch to 5K" </aside>

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Define your projects FIRST. Then, start to add relevant tasks and notes.

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Once you are comfortable using this simple system, you can begin to expand your Notion workspace with additional databases to track information beyond Projects, Tasks, and Notes.

Some examples include: Contact Management (CRM), Goals & Metrics, Social Media Content, Resources, Finances and more!

The next step beyond using more databases is building your own contextual dashboards that allow you to zoom in or zoom out on information in a specific context across multiple database views on a single page.

The beauty of Notion is that your system can grow with you as you become more comfortable with Notion’s more advanced features.

Now that you understand the differences between Projects, Tasks, and Notes, you are ready to start customizing your Soulful Systems Starter Kit.