Notion Buildout with System Audit and PARA Method Integration

The client initially reached out asking me to “fix” their habit tracker and task tracker in Notion. But after I asked for a Loom walkthrough, it quickly became clear the real issue wasn’t just broken trackers - it was that they didn’t have a proper system at all. They bounced between Sunsama (liked but costly) and Notion (overwhelming), and preferred using paper for both journaling and brain dumps.

The problem was that those brain dumps stayed on paper, making it hard to review and prioritize them later. They’d purchased a PARA template but never fully implemented it, and tasks kept piling up despite having a tracker.

I archived everything and rebuilt from the ground up, keeping paper journaling as a core ritual since it worked for them. I set up a connected Notion system based on PARA but tailored it to their workflow. I added an inbox for quick capture, connected tasks to projects, and built a macro dashboard with specific views for Today, This Week, and Late tasks so they could focus without feeling overwhelmed. I also suggested routines — like nightly brain dumps, morning agenda setting, and weekly reviews — to keep the system active and help them prioritize work effectively.

I focused on building a system that was realistic for where they were and how they worked, using PARA as the base but adapting it to their habits. The goal wasn’t to create a one-size-fits-all solution, but to give them a practical starting point — a connected setup, clear capture points, and simple review rituals — that they could refine over time as they learned what worked best for them.

Inbox database for quick capture of ideas, tasks, and notes

Notion Web Clipper integration to feed the Knowledge Base

Archive-first PARA migration for a clean start

Macro dashboard with the following

Tasks linked directly to the Projects database for context/planning

Templates for their knowledge, projects, tasks, book reviews, lessons, and research

Routines - Weekly review ritual, end-of-day inbox, brain dump to task process, etc.

Created naming convention, SOPs, templates, and more.

I handed over loom videos galore of everything I created, references to different framework/systems they can implement, and book/video recommendation on time management (lol), and therapy bill (kidding).

The client now has a system that complements their habits instead of fighting them. Brain dumps are captured digitally and turned into actionable priorities, tasks connect directly to projects, and PARA stays active through simple daily and weekly loops.