{"id":3430,"date":"2026-01-06T20:33:03","date_gmt":"2026-01-06T20:33:03","guid":{"rendered":"https:\/\/powerofplanning.co.uk\/?p=3430"},"modified":"2026-01-06T20:45:53","modified_gmt":"2026-01-06T20:45:53","slug":"notion-plan","status":"publish","type":"post","link":"https:\/\/powerofplanning.co.uk\/index.php\/2026\/01\/06\/notion-plan\/","title":{"rendered":"1 Notion Planner: The Road to Ultimate Productivity"},"content":{"rendered":"<h2><strong>The RRTP Framework<\/strong><\/h2>\n<p>Over the past three months, I\u2019ve taken some time away from actively working on \u2018<em>Power of Planning\u2019 <\/em>\u2014 for a variety of reasons \u2014 but I certainly didn\u2019t stop evolving my productivity system during that time. In fact, over the holidays, I redesigned my entire system from the top down so that it\u2019s now fully unified across linked Notion databases.<\/p>\n<h2><strong>Where It Started<\/strong><\/h2>\n<p>When I first began planning my weeks, I drew heavily from the framework I discovered in <a href=\"https:\/\/en.wikipedia.org\/wiki\/The_7_Habits_of_Highly_Effective_People\" target=\"_blank\" rel=\"noopener\"><em>The 7 Habits of Highly Effective People<\/em><\/a> \u2014 a book that still shapes many of my life principles.<\/p>\n<p>Initially, I focused on generating tasks based on the different <strong>roles<\/strong> I play in life. This worked well at first, but after a while, I noticed that many of these tasks were too broad to be truly actionable. That insight led me to introduce <strong>Roadmaps<\/strong> for my main roles. Each roadmap contained projects \u2014 bigger, more strategic goals such as:<\/p>\n<ul>\n<li>Planning an event<\/li>\n<li>Reaching a milestone in a work project<\/li>\n<li>Making a big life decision<\/li>\n<li>Learning a new skill<\/li>\n<\/ul>\n<p><a href=\"https:\/\/powerofplanning.co.uk\/index.php\/2025\/03\/13\/my-planning-process\/\">From there, I created tasks directly from these projects and copied them into my master tasks database, where I planned my weekly schedule in Notion.<\/a><\/p>\n<h2><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-medium wp-image-3434\" src=\"http:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/roadmaps-page-300x225.png\" alt=\"notion roadmaps\" width=\"300\" height=\"225\" srcset=\"https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/roadmaps-page-300x225.png 300w, https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/roadmaps-page-1024x768.png 1024w, https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/roadmaps-page-768x576.png 768w, https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/roadmaps-page-1080x810.png 1080w, https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/roadmaps-page.png 1107w\" sizes=\"(max-width: 300px) 100vw, 300px\" \/><\/h2>\n<h2><strong>The Big Shift: Projects as Strategic Goals<\/strong><\/h2>\n<p>This was a significant leap forward. Instead of trying to create actionable daily tasks directly from my roles, I now had <strong>projects<\/strong> \u2014 strategic goals with clear direction \u2014 as an intermediate layer. This structure made my daily tasks much more focused and aligned with where I <em>should<\/em> spend my time.<\/p>\n<p>While this system was effective, it wasn\u2019t fully efficient in Notion. My roadmap pages were set up as templates (a solid start), and I added an automation to copy tasks from roadmap pages into my tasks database. Good progress \u2014 but I wanted more.<\/p>\n<h2><strong>My Three Main Productivity Goals<\/strong><\/h2>\n<p>When revamping my system, I wanted to:<\/p>\n<ol>\n<li><strong>Minimize manual Notion page creation.<\/strong><\/li>\n<li><strong>View my tasks holistically<\/strong>, regardless of role.<\/li>\n<li><strong>Decouple roadmaps from roles<\/strong>, so that big, cross-role goals could be tracked without rigid role connections.<\/li>\n<\/ol>\n<h2><strong>How ChatGPT Helped Me Rework Notion Databases<\/strong><\/h2>\n<p>In exploring ways to achieve these goals, I consulted ChatGPT \u2014 and thanks to Notion\u2019s wide adoption and rich online community, I quickly found the building blocks for a better system.<\/p>\n<p>The breakthrough came when I realized I could link <strong>global<\/strong> databases using <strong>rollups<\/strong> to automatically pass properties down from higher levels (Roadmaps \u2192 Projects \u2192 Tasks). That meant:<\/p>\n<ul>\n<li>Databases are now <strong>global<\/strong> \u2014 no splitting by role.<\/li>\n<li>I can filter <em>by<\/em> role when needed.<\/li>\n<li>Linked properties reduce manual effort: create a roadmap, assign a role, and <em>every<\/em> related project and task inherits it automatically.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-3435 size-medium\" src=\"http:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/Taks-view-in-notion-300x180.png\" alt=\"notion tasks database\" width=\"300\" height=\"180\" srcset=\"https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/Taks-view-in-notion-300x180.png 300w, https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/Taks-view-in-notion-1024x613.png 1024w, https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/Taks-view-in-notion-768x460.png 768w, https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/Taks-view-in-notion-1080x646.png 1080w, https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/Taks-view-in-notion-1280x768.png 1280w, https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/Taks-view-in-notion-627x376.png 627w, https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/Taks-view-in-notion-440x264.png 440w, https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/Taks-view-in-notion.png 1425w\" sizes=\"(max-width: 300px) 100vw, 300px\" \/><\/p>\n<p>&nbsp;<\/p>\n<h2><strong>The RRTP Hierarchy<\/strong><\/h2>\n<p>My current structure now flows like this:<\/p>\n<p><strong>Global Roadmap Table \u2192 Global Project Table \u2192 Global Task Table<\/strong><\/p>\n<ul>\n<li><strong>Roadmaps<\/strong>: Assign a role once.<\/li>\n<li><strong>Projects<\/strong>: Linked to their roadmap automatically.<\/li>\n<li><strong>Tasks<\/strong>: Linked to projects (and therefore roadmaps and roles) automatically when created from roadmap pages.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-medium wp-image-3432\" src=\"http:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/Chat-gpt-RRPT-framework-200x300.png\" alt=\"notion RRPT framework\" width=\"200\" height=\"300\" srcset=\"https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/Chat-gpt-RRPT-framework-200x300.png 200w, https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/Chat-gpt-RRPT-framework-683x1024.png 683w, https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/Chat-gpt-RRPT-framework-768x1152.png 768w, https:\/\/powerofplanning.co.uk\/wp-content\/uploads\/2026\/01\/Chat-gpt-RRPT-framework.png 1024w\" sizes=\"(max-width: 200px) 100vw, 200px\" \/><\/p>\n<h2><strong>Why This Works So Well<\/strong><\/h2>\n<p>With <strong>Roles \u2192 Roadmaps \u2192 Projects \u2192 Tasks<\/strong>, I can plan at multiple levels:<\/p>\n<ul>\n<li><strong>Zoomed out<\/strong>: Strategic direction at a role or roadmap level.<\/li>\n<li><strong>Zoomed in<\/strong>: Daily actionable steps.<\/li>\n<\/ul>\n<p>It\u2019s effortless to generate meaningful daily tasks that remain aligned with my bigger goals, and equally easy to track progress at any zoom level.<\/p>\n<h2><strong>Room for Improvement in Notion<\/strong><\/h2>\n<p>One minor limitation remains:<br \/>\nWhen I create a task directly in the task table (instead of via a roadmap page), I still need to assign a project manually. The challenge is that tasks see projects from <em>every<\/em> roadmap, which can make selecting the correct one a bit fiddly.<\/p>\n<p>It\u2019s a small issue \u2014 but I\u2019m keen to streamline it further.<\/p>\n<h2><strong>Notion + PARA = My Digital Brain<\/strong><\/h2>\n<p>Since adopting Notion at the start of 2025, my productivity has skyrocketed. The flexibility and visibility it offers have been game-changing. Alongside RRTP, I also embrace the <strong>Projects, Areas, Resources, Archives (PARA)<\/strong> methodology from <a href=\"https:\/\/www.buildingasecondbrain.com\/para\" target=\"_blank\" rel=\"noopener\"><em>Building a Second Brain<\/em><\/a>, which has helped me organize information and priorities even more effectively.<\/p>\n<p>If you use a productivity system or software that\u2019s boosted your efficiency, I\u2019d love to hear about it in the comments \u2014 I&#8217;m always looking for ways to refine and enhance my setup.<\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The RRTP Framework Over the past three months, I\u2019ve taken some time away from actively working on \u2018Power of Planning\u2019 \u2014 for a variety of reasons \u2014 but I certainly didn\u2019t stop evolving my productivity system during that time. In fact, over the holidays, I redesigned my entire system from the top down so that [&hellip;]<\/p>\n","protected":false},"author":5,"featured_media":3432,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","footnotes":""},"categories":[1],"tags":[],"class_list":["post-3430","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-all-posts","et-has-post-format-content","et_post_format-et-post-format-standard"],"_links":{"self":[{"href":"https:\/\/powerofplanning.co.uk\/index.php\/wp-json\/wp\/v2\/posts\/3430","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/powerofplanning.co.uk\/index.php\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/powerofplanning.co.uk\/index.php\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/powerofplanning.co.uk\/index.php\/wp-json\/wp\/v2\/users\/5"}],"replies":[{"embeddable":true,"href":"https:\/\/powerofplanning.co.uk\/index.php\/wp-json\/wp\/v2\/comments?post=3430"}],"version-history":[{"count":3,"href":"https:\/\/powerofplanning.co.uk\/index.php\/wp-json\/wp\/v2\/posts\/3430\/revisions"}],"predecessor-version":[{"id":3437,"href":"https:\/\/powerofplanning.co.uk\/index.php\/wp-json\/wp\/v2\/posts\/3430\/revisions\/3437"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/powerofplanning.co.uk\/index.php\/wp-json\/wp\/v2\/media\/3432"}],"wp:attachment":[{"href":"https:\/\/powerofplanning.co.uk\/index.php\/wp-json\/wp\/v2\/media?parent=3430"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/powerofplanning.co.uk\/index.php\/wp-json\/wp\/v2\/categories?post=3430"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/powerofplanning.co.uk\/index.php\/wp-json\/wp\/v2\/tags?post=3430"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}