Redesigning Notion with UI/UX Thinking: Turning Information Organization into a Design Process

Why did I start using Notion? Because "doing well" and "being seen" are two different things.

To be honest, I started doing project management,It was forced out of necessity.。

The pressure from above made me realize for the first time that..."Doing a good job" and "making sure your work is seen as good" are two entirely different things. I completed the task within the deadline and didn't slack off, yet some people still think I "didn't do anything" simply because I didn't leave any records.

To avoid misunderstandings and ensure my efforts were recognized, I began documenting every task, progress update, and outcome. But handwritten notes were scattered and difficult to consolidate and track. I realized the problem wasn't the method itself, but the lack of a tool to systematically organize everything.

After thorough research and evaluation, I've decided to use Notion. It addresses the pain point of "no records" in my work, and more importantly, it elevates me from merely "keeping records" to "systematically documenting."

🔬 My Notion Experiment: Piecing Together Scattered Post-its to Create a Work Map

I plan to start with the pain points at work: project progress, meeting minutes, notes, and miscellaneous tasks are all scattered across different places. I use Notion as my own...UI/UX LabI have reorganized these records.

My core concept is simple:"Piece together scattered sticky notes into a well-organized work map."

Although I had handwritten notes before, my records were still quite disorganized:

Handwritten work progress lacks a comprehensive overview.

Hand-drawn Gantt chart is messy

Scattered information takes time to locate

A large number of scattered tasks

My needs extend beyond mere "notetaking" to encompass "integration." I require a platform capable of simultaneously managing projects, learning, inspiration, and output. Thus, I redesigned a project management information architecture that works seamlessly for me while remaining accessible to colleagues—centralizing all work progress and related information within a single Notion database.

Use Notion to track project progress

Use Notion to track personal tasks

Now, when you open the page, you can see the status, progress, and last update date for each task. Whether it's a team project or a personal task, everything is clear at a glance.

Notion is no longer just a notebook; it has become my daily "work dashboard." This has led me to realize that UI/UX design principles are equally applicable to "human-tool interactions."

How I Designed My Personal Work System in Notion

To clarify the chaotic information, I've broken down all content into three levels and established connections between them, allowing them to interlink like a neural network.

• Project Layer: Manage overall progress, timelines, and task assignments. All ongoing projects are listed here for easy direction confirmation.
• Task LayerTrack the progress and deadlines for each task. Every step has someone assigned to it, ensuring nothing gets stuck in the middle.
• Resource LayerMeeting minutes, SOPs, manuals, inspiration, and reference materials are all stored here. It automatically links to projects and tasks, serving as the logistical backbone of the entire framework.

Organizing things this way allows me to clearly see the contents of each project and quickly find the details I need. The workflow has become much smoother, making my work easier.

💡 From Tool to Design: Three Features I Think Are the Best

1. Centralization and Serialization: Information Architecture The first step in UX design is establishing an information architecture. I consolidate all projects, documents, and meeting notes into a single database and set up relationships so each project automatically links to its SOPs, assets, and team members. With just one page open, you can see all the information.
2. Visual Information: Reducing Cognitive Load In UI design,Reduce cognitive loadThis is a core principle. I use kanban boards, progress bars, and charts to make information visible. What used to take half a day to sift through on a list can now be grasped at a glance.
3. Real-time Feedback and Loop Output: Consistency Unified layout and fixed columns; automatically mark ”Done” when finished. Any note can be quickly converted into a blog, learning record or SOP, without the need to organize, and quickly convert information.

🧠 Challenges Encountered and Solutions

At first, I was eager to use every feature, jotting things down while randomly experimenting with databases and relations—and soon found myself lost. I realized I'd committed a cardinal sin for UX designers:Without first asking about the "purpose," they began discussing the "function."

I asked myself: "Why do I need this information?" "Who does this page make things easier for?"

When the user is myself, Notion becomes a "UI/UX project designed for myself." Through it, I test information architecture and interaction methods, and this feedback also serves as the basis for reorganizing my workflow.

🎯 Advice for beginners: Start with the problem, don't get tied down by the tools.

If you're also thinking about getting started with Notion, my advice is:

• Start with "the problem you want to solve," not "what the tool can do."
• Start by using someone else's template to familiarize yourself with the logic, then gradually develop your own version.
• Notion's greatest advantage is its ability to be redesigned at any time, so don't be afraid to scrap it and start over.

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