The Intentional Task Management System: Work Smarter, Not Harder with Notion (+ Free Template)
As a solo business owner, you’re juggling a lot. Your to-do list is never-ending. You end the day exhausted but wondering if you actually moved the needle.
That was me too. I had a system: I was writing things down, setting deadlines, crossing things off. But I wasn’t really getting ahead. Just reacting to the next thing on fire.
That’s when I realised: Productivity isn’t about doing more, it’s about doing what matters, with intention.
Most task systems are built around speed. But you don’t need to do everything. You need to do the right things, at the right time, in a way that works for you, not against your energy.
That’s exactly what the Intentional Task Management System (my free Notion template) helps you do.
In this guide, I’ll walk you through:
Why traditional task management doesn’t work (especially when you're doing it all yourself)
The 4 mistakes keeping you stuck in busy mode
And how my Notion system helps you shift into a slower, more intentional way of working, without losing momentum
(If you want to skip all the reading, you can download the (free) Notion template)
The hidden problem with most task management systems
If you’re anything like me (and my clients), you’ve probably tried to get your to-do list under control a dozen different ways.
But even with the best of intentions, you still feel overwhelmed.
Here’s the thing: You don’t have a motivation problem, you have a system problem.
If your current setup leaves you:
Constantly busy but never feeling accomplished
Overwhelmed by everything that should be done
Pushing through when your energy’s running on empty
Stuck in a loop of reacting instead of planning...
…it’s not you. It’s the system.
Traditional to-do lists focus on what’s due next, not what truly matters. They prioritise urgency over impact, leaving you in reaction mode rather than a place of clarity.
But what if your system supported you, your energy, your priorities, your pace?
That’s where the Intentional Task Management System comes in.
The biggest task management mistakes (and how to avoid them)
Here are 4 of the most common mistakes that keep you feeling like you're running in circles, even on your most productive days:
1. Treating all tasks the same
Spoiler: not all tasks are equal. Some move your business forward. Others are just admin noise. Without a way to separate the two, it’s way too easy to spend time on the “easy wins” while avoiding the things that matter most.
2. Relying on due dates to decide what to work on
Deadlines are helpful, but they don’t always reflect importance. Just because something is due soon doesn’t mean it deserves your time today. A better system also takes impact into account.
3. Ignoring your energy
You’re not a robot. Your energy fluctuates throughout the day, and week. If your system doesn’t allow you to plan based on your energy levels, you’ll end up trying to write a deep-think blog post when your brain’s already clocked out.
4. Winging it every day
Without a clear framework, you spend precious time deciding what to work on instead of actually doing the work. Hello, decision fatigue.
What if your task management system helped you…
Prioritise based on impact, not just deadlines
Match tasks to your energy levels
Take the guesswork out of “what should I work on today?”
That’s exactly what this system is designed to do. Let me show you how it works.
How I designed the Intentional Task Management System
This isn’t about fancy automations or overcomplicated dashboards. This is about making your life easier, and your to-do list lighter.
Here’s how I built it:
Step 1: Defining what a useful system actually looks like
Before I even opened Notion, I asked myself:
What kind of system would actually support my workflow?
What would help me make better decisions, not just feel “organised”?
I landed on three must-haves:
Prioritise beyond deadlines: Impact + energy > urgency
Align with energy levels: Not every task needs your full brain power
Stay simple and intuitive: No fluff. Just what you need.
Step 2: Mapping the structure (outside of Notion first)
I’m a big believer in planning before building. I sketched it all out on paper (or Miro) to get clear on how things would connect.
Here’s what I mapped:
Tasks database: Your central to-do list
Priority system: Smart formulas that help you focus on what matters most
Energy tags: So you can match your tasks to your current state (deep focus vs. admin mode)
Do dates instead of due dates: Schedule when you’ll do the task, not just when it’s due
Step 3: Building in Notion
With the plan in place, I built the system in Notion:
User-friendly layout: Clean, minimalist, easy to use
Smart formulas: To surface your highest-priority, most aligned tasks
Pre-set views: So you always know what to focus on today, what’s coming up, and what’s overdue
Step 4: Making it feel effortless to use
No one wants to spend 30 minutes setting up their task list every day.
So I made sure:
Everything’s customisable to your needs
The main views surface what you need when you need it
You can plug it in and start using it straight away
How the Intentional Task Management System works
This system helps you stop reacting, and start working with intention.
Here’s what makes it different:
Smart prioritisation: Ranks tasks automatically based on urgency, impact, and energy so you can stop guessing.
Do dates > due dates: Plan when you’ll actually do the work, not just when it’s due.
Energy-aligned planning: Tag tasks as high focus, low energy, or neutral to make scheduling easier.
Minimalist, actionable views: See only what matters today, without the overwhelm of everything at once.
Customisable to your workflow: Use it as-is, or tweak it to match how you work best.
Is this for you?
This system is for you if you’re:
A solo business owner or creative entrepreneur managing all the moving parts
A side-hustler trying to stay on top of things without burning out
Someone who wants more clarity and flow, not more hustle
You don’t need another long to-do list. You need a system that meets you where you’re at.
Start here: 5-minute setup
Want a quick win before you dive into the template?
Start with this:
Add 5–10 tasks to the system
Tag each task by energy level
Set your first “Do Date” for tomorrow’s top priority
View your “Today” section
Check in tomorrow, adjust based on how you feel
Boom. You’re already working more intentionally.
Ready to work with more clarity and calm?
Most systems help you do more. This one helps you do what matters most, in a way that feels good.
Grab the free Intentional Task Management System here.
Want a custom Notion setup designed for your workflow? Let’s build one together! Book your free discovery call.
