Advanced productivity workflow in Notion

A multi-domain Notion setup can turn scattered work into a single, filterable system—while still letting daily planning stay focused. The core idea is to build one shared “system” of projects and tasks, then create domain-specific project pages (business, a note-taking app called Flotelic, and content creation) that automatically pull the right projects and tasks through templates and views. That structure matters because it prevents the common productivity trap of managing work in separate silos, making it hard to know what’s active, what’s next, and what actually moves goals forward.

The workflow starts with a global database approach. In a system folder (styled with a cog icon), two master databases are created: an “All Projects” table and an “All Tasks” table. Projects get core properties like a name, a status, and a “context” field that identifies which domain the project belongs to. Tasks get their own properties: a status, a scheduled “due date” (framed as scheduling when something should happen rather than waiting for a deadline), and a relation linking each task to a single project (with the option for tasks that aren’t attached to any project). This relation is the backbone for later rollups—such as showing how many tasks are done versus not done on a project card.

Next comes the domain layer. For the content creation domain, a page is built with a gallery view connected to the shared “All Projects” database, filtered by context = Content Creation. A template for new content projects is created so that when a user clicks “New,” the project automatically starts with a default status (e.g., Not started) and a predefined set of tasks. The template also includes an inline tasks view filtered to the project being created, so tasks appear immediately under the new project.

The same pattern is then replicated for Flotelic and business. For Flotelic, a new template is required because duplicating templates from the wrong place can break assumptions about context filtering. Once corrected, creating a Flotelic project (like bundling a desktop app using Electron) automatically generates related tasks and keeps them linked to the right project. For business, the context filter is switched to Business, and a business template is used to generate tasks for real-world administrative or operational work (the transcript references UK company registration via Companies House as an example).

Finally, the content creation gallery is made usable for day-to-day prioritization by grouping projects by status—backlog items sink, in-progress items rise, and done items move to the end. The setup is positioned as “assistant day-to-day”: a system that supports planning fewer, clearer actions rather than endlessly reorganizing. The transcript ends with a preview of what comes next—recurring tasks, a daily focus page, and a global task view across all projects—so the system can track progress and connect work to objectives like OKRs and KPIs.