- **By**: [[Stephanie]] - **Date Published**: 2025-04-01T11:07:28.953Z - **Date Read**: 2025-04-08T21:14:44+01:00 - [**Read Original**](https://organisedcreative.substack.com/p/the-gentle-approach-to-notion?r=5dsmq6) - **Tags**: **Note:** Below is the text from an online article – none of the writing is by me. ### Breaking free from rigid productivity systems. A couple of years ago, I spent an entire weekend setting up a "perfect" Notion workspace. I had downloaded a highly-rated 12-week year planning template that promised to transform my productivity forever. I meticulously filled in every field, created beautiful progress bars, and set up ambitious quarterly goals with cascading weekly targets and KPIs. The dashboard looked *amazing*—like something straight out of a tech CEO's strategy meeting. Fast forward a few weeks and I was avoiding opening Notion altogether. Every time I looked at those perfectly designed progress trackers and missed targets, I felt like I was failing. The system that was supposed to help me thrive was actually making me feel worse. The pace it pushed me to work at simply wasn't sustainable and instead of supporting me, it was quietly nudging me toward burnout. It made me realise that I don't want to treat my life like a KPI dashboard. And I'm willing to bet you don't either. ## Why the ‘optimise everything’ approach doesn't work for most people You've seen the YouTube thumbnails and productivity articles: - ‘The ULTIMATE Notion Setup’ - ‘How I Track EVERYTHING in My Life’ - ‘My Million-Dollar Business Dashboard’ These systems look impressive. They're comprehensive and meticulously organised, and promise to transform you into a productivity machine. But here's what they don't tell you… These systems are often: - **Too rigid** for creative minds, and fluctuating hormone and energy levels (hello, luteal phase…I’m looking at you!) - **Overwhelming** to maintain when life gets messy (which it always does, at some point) - **Designed for optimisation**, not compassion or sustainability - **Built to showcase**, not to support real life with all its messiness  I remember staring at my new ‘optimised’ 12-week year template, feeling my stomach sink as I realised I'd already fallen behind on week two's targets. The template wasn't designed for someone navigating creative ebbs and flows or dealing with the normal ups and downs of life; it was designed for someone who operated like a machine. And last time I checked, none of us are machines. ## What overwhelmed creatives actually need When I hear other creatives about their organising and productivity struggles, the same themes come up again and again: "I need a system that works when my ADHD brain is having a hard day." "I want to feel organised without feeling restricted." "I need somewhere to put all my ideas so I can actually make sense of them." What I've learned is that overwhelmed creatives don't need more optimisation. What they do need is: **Systems that support their brain on a bad day**, not just when they're feeling motivated and focused. Because let's be honest, if systems only worked on our best days, we wouldn't need them in the first place. **Gentle structure, not rigid frameworks**. Something that guides without confining. Think of it as a trellis for a plant to grow around, not a box to fit inside. **A place to hold ideas, dreams and messiness**, not just a place to check off tasks. Creative minds need room to explore, connect and make sense of thoughts without judgement. **Permission to adapt systems as needed**. Your tools should evolve with you, not the other way around. ## Why I’m building systems rooted in self-compassion After my failed experiment with hyper-optimised templates, I started rebuilding my Notion workspace with a completely different mindset. I asked myself, "What would this look like if it were easy? What would support me on my worst day, not just my best?" Now, I build my systems like I'm leaving little breadcrumbs for future-me. Gentle nudges rather than rigid demands. Supportive structures rather than productivity prisons. Here's a couple of examples of what that looks like in practice: **[My 15-Minute Brain Dump Dashboard](https://organisedcreative.gumroad.com/l/brain-dump):** Knowing that most of us (especially us women) are walking around trying to hold far too much in our brains, I created a simple dashboard designed for mental relief. When my brain feels too full (which happens often!), I don't need to categorise or organise anything right away. I just need somewhere to get it all out so my mind can breathe. Then I can start making sense of everything by moving things into different buckets but only if I want to. This dashboard gives me instant relief without adding pressure. **Project management with compassion:** Rather than listing dozens of granular tasks with deadlines, my project management system focuses on continuity and momentum. For each project, I simply schedule "Work on project X" in my weekly task list. When I sit down to work, I open that project's page where I've left notes about where I stopped last time and what comes next. There are no guilt-inducing red overdue markers. No complex dependencies. Just clear breadcrumbs that help me pick up where I left off, whether that was yesterday or three weeks ago. The result? I actually *want* to open my Notion workspace. It feels like coming home to a supportive friend rather than a demanding boss. ## The shift that changed everything The biggest difference between my approach now and the ‘productivity bro’ approach isn't the specific templates or setups. It's the fundamental purpose behind them. **Traditional productivity systems ask, "How can I optimise every minute of my day?"** **My gentle systems ask, "How can I support myself through whatever today brings?"** One leads to a constant feeling of not doing enough. The other creates space for both productivity *and* humanity. One treats your worth as tied to your output. The other recognises that you're valuable even on days when you ‘get nothing done’. Systems should help you breathe easier, not perform better. They should create a sense of peace, not more pressure. ## Maybe it's not you; maybe it's your system (or lack thereof) If you've been feeling burnt out trying to force systems that just don't fit, I want you to consider something… Maybe it's not you. Maybe it's the system. (Or the lack of one.) Maybe you don't need to try harder or be more disciplined. Maybe you just need tools that actually support the way your beautiful, messy, creative mind already works. Maybe getting organised doesn't have to feel like putting yourself in a straightjacket. You deserve systems that feel like they were built for you. Because your brain isn't broken, it's just overwhelmed. And there's a big difference between the two. \*\*I'm curious…\*\*Do you ever feel like your productivity tools are trying to smush your brain into a box it just won’t go in? Let me know what's been frustrating you about traditional systems. *If the idea of a 15-Minute Brain Dump Dashboard resonates with you, you might like [my free template](https://organisedcreative.gumroad.com/l/brain-dump) that helps you to create mental space and ditch the overwhelm.*