Google Keep and Notion: My Simple Productivity System

Google Keep and Notion: My Simple Productivity System

Byelviswarutumo

Why These Two Tools

Google Keep and Notion solve different problems that, together, make you productive without overwhelm. Keep is a fast inbox for ideas and reminders. Notion is the organized workspace where projects, content, and tasks live. Use Keep to capture; use Notion to plan and execute.

Productivity is not doing more—it is doing the right work in the right order.

When to Use Google Keep vs. Notion

  • Google Keep: Quick notes, voice memos, checklists, and time/location reminders you can add in seconds from your phone.
  • Notion: Databases, calendars, templates, and shared pages for you or your team; ideal for content calendars, project tracking, and documentation.

Set Up Google Keep (5 Minutes)

  1. Create labels such as Ideas, Errands, Scripts, Follow‑ups.
  2. Color‑code labels so you can scan fast on mobile.
  3. Pin 3 critical notes (Today, This Week, Waiting‑On).
  4. Turn on reminders for time‑sensitive notes.

Each evening, inbox‑zero your Keep: archive what is done and move important items to Notion.

Set Up Notion (15–30 Minutes)

  1. Build a Home page with three linked views: Today, This Week, and Backlog.
  2. Create a Projects database (fields: status, priority, due date, owner).
  3. Add a Content Calendar (idea → draft → scheduled → published) with templates for posts, scripts, or carousels.
  4. Create reusable templates: meeting notes, one‑page briefs, task checklists.

If you want structured help pairing systems with habits, this walkthrough complements the setup: How to Stop Being Distracted and Stay Productive Daily (The Focus Formula).

A Simple Daily Workflow

  1. Capture in Google Keep the moment an idea appears.
  2. Triage once in the evening: delete, archive, or send to Notion.
  3. Plan tomorrow in Notion’s Today view (3–5 priorities only).
  4. Execute in deep‑work blocks; keep Keep/phone out of sight.
  5. Review and check off in Notion; archive finished Keep notes.

Use Cases (Students, Freelancers, and Teams)

  • Students: Use Keep for lecture highlights; weekly, move key points into a Notion study guide and schedule revision sessions.
  • Freelancers: Capture client ideas on the go; manage briefs, invoices, and content deliverables in Notion’s databases.
  • Teams: Share Notion pages with owners and deadlines; comment in context to reduce back‑and‑forth.

For a broader list of practical digital skills you can add on top of this system, skim Digital Skills You Can Learn in 30 Days.

Make AI an Accelerator (Not a Crutch)

Use AI to draft outlines, summarize meeting notes, and brainstorm headlines—then refine with your own voice. A practical starter playbook: How to Use ChatGPT to Boost Your Productivity.

Common Mistakes (and Better Habits)

  • Tool‑hopping: New apps will not fix unclear priorities. Define your top 3 outcomes first.
  • Giant to‑do lists: Long lists create anxiety. Keep a focused Today list and push the rest to Backlog.
  • No review cycle: Plans drift. Do a weekly review to reset priorities and close loops.
  • Mixing capture and planning: Keep is for capture; Notion is for planning. Do not plan inside Keep.

14‑Day Action Plan

Days 1–2: Create your Notion dashboard (Today, This Week, Backlog). Add Projects and Content databases.
Days 3–4: Set up Google Keep labels and colors; add the widget to your phone’s home screen.
Days 5–7: Capture only in Keep; do a nightly triage into Notion.
Days 8–10: Build one Notion template (project brief or content outline) and use it on a real task.
Days 11–12: Share one Notion page with a collaborator; assign an owner and a due date.
Days 13–14: Do your first weekly review. Archive, reschedule, and plan the next week.

Final Word

Google Keep and Notion help you move from scattered thoughts to structured action. Capture quickly, plan clearly, and execute consistently. Start small, keep it simple, and let the system compound your results.