How I use Notion as a Second Brain - 2023 Notion Tour

Notion works as a “second brain” when it links information together across databases—so goals, tasks, and knowledge all feel connected instead of scattered. The setup described centers on two systems running in parallel: an all-in-one execution hub for deciding what to do next, and a knowledge management layer for capturing resources and turning them into usable notes.

The execution side starts with an Inbox view at the top of the workflow. It’s designed for fast capture—whether ideas and to-dos appear while browsing the internet or while working inside another project. The key move is processing: when there’s time, items from the inbox are reviewed and organized into the rest of the system, keeping the inbox as a “reliable” staging area rather than a dumping ground.

From there, an Areas database acts as the overarching structure. Every goal and project sits underneath an area, and the interface includes a progress bar to show completion on active work. Users can filter the display to focus on goal progress, project progress, or both, making it easier to check direction without digging through details.

Goals are organized in a Board view by quarter. Seeing targets grouped into time blocks helps reinforce top priorities and whether current efforts align with longer-term direction. Beneath goals, a Projects and Tasks section tracks execution. Projects appear in a gallery view where completion is tied to the number of completed tasks. Status-based filtered views reduce distraction by showing only what’s relevant—so “in progress” work stays front and center.

Tasks get special handling through multiple views built for action. A drag-and-drop overdue view lets tasks be rescheduled quickly to today or tomorrow. A “recently completed” view addresses a common mistake—accidentally checking off a task—by allowing it to be dragged back into the correct place. A timeline view provides a forward-looking schedule for the week; completed tasks disappear from the timeline to prevent clutter and keep the system navigable.

The knowledge management side begins with a Resources database. After items are captured in the inbox, they’re processed into a “to review” section where content is consumed and summarized into key bullet points. Resources can be revisited via Recent and Favorites tabs, and favorites can be turned into a clickable gallery by creating a link database view that exposes a URL property.

Topics organize knowledge for future retrieval. Topics can be subjects broken down from an area (like investment, budgeting, or taxes under personal finance) or side interests outside current life priorities. Capturing them under the right topic helps ensure relevant material is easy to find later.

Finally, the system distinguishes notes from resources. Notes written after consuming content live under the corresponding Resource page, while notes created in a separate Notes database are more project-like—useful for assembling ideas that may draw from multiple resources. Notebooks provide another layer of organization by grouping related notes together, offering a way to browse and manage knowledge beyond task and project links.