{"id":4565,"date":"2025-10-09T19:40:00","date_gmt":"2025-10-09T11:40:00","guid":{"rendered":"https:\/\/lupinvisual.com\/?p=4565"},"modified":"2026-05-19T20:20:10","modified_gmt":"2026-05-19T12:20:10","slug":"notion-ux-ui-project","status":"publish","type":"post","link":"https:\/\/lupinvisual.com\/en\/blog\/notion-ux-ui-project\/","title":{"rendered":"Redesigning Notion with UI\/UX Thinking: Turning Information Organization into a Design Process"},"content":{"rendered":"<h2 class=\"wp-block-heading\">Why did I start using Notion? Because \"doing well\" and \"being seen\" are two different things.<\/h2>\n\n\n\n<p>To be honest, I started doing project management,<strong>It was forced out of necessity.<\/strong>\u3002<\/p>\n\n\n\n<p>The pressure from above made me realize for the first time that...<strong>\"Doing a good job\" and \"making sure your work is seen as good\" are two entirely different things.<\/strong> 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.<\/p>\n\n\n\n<p>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.<\/p>\n\n\n\n<p>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.\"<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">\ud83d\udd2c My Notion Experiment: Piecing Together Scattered Post-its to Create a Work Map<\/h2>\n\n\n\n<p>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...<strong>UI\/UX Lab<\/strong>I have reorganized these records.<\/p>\n\n\n\n<p>My core concept is simple:<strong>\"Piece together scattered sticky notes into a well-organized work map.\"<\/strong><\/p>\n\n\n\n<p>Although I had handwritten notes before, my records were still quite disorganized:<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"attachment:f3d7eaf2-b41c-46f4-95ad-cfa47fe95459:S__4120580_0.jpg\" alt=\"Handwritten work progress lacks a comprehensive overview.\"\/><\/figure>\n\n\n\n<p>Handwritten work progress lacks a comprehensive overview.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"attachment:7c1a5b40-4822-43e0-8f30-21b211739ee6:S__4120578.jpg\" alt=\"Hand-drawn Gantt chart is messy\"\/><\/figure>\n\n\n\n<p>Hand-drawn Gantt chart is messy<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"attachment:ec3656a5-c682-430a-a291-01dbaef6775e:3E5C9A1E-0356-470E-BE04-22C55B95DE2F.jpg\" alt=\"Scattered information takes time to locate\"\/><\/figure>\n\n\n\n<p>Scattered information takes time to locate<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"attachment:c0c00266-71de-4803-b0fc-7400fabf772e:S__4120581_0.jpg\" alt=\"A large number of scattered tasks\"\/><\/figure>\n\n\n\n<p>A large number of scattered tasks<\/p>\n\n\n\n<p>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\u2014centralizing all work progress and related information within a single Notion database.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"attachment:daf10b6e-da4b-4dcb-be01-f8ec8632cc22:%E6%88%AA%E5%9C%96_2025-10-09_%E6%99%9A%E4%B8%8A11.06.51.png\" alt=\"Use Notion to track project progress\"\/><\/figure>\n\n\n\n<p>Use Notion to track project progress<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"attachment:6a966dba-b98e-41dc-877a-562087530ac4:%E6%88%AA%E5%9C%96_2025-10-09_%E6%99%9A%E4%B8%8A11.08.21.png\" alt=\"Use Notion to track personal tasks\"\/><\/figure>\n\n\n\n<p>Use Notion to track personal tasks<\/p>\n\n\n\n<p>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.<\/p>\n\n\n\n<p>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.\"<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">How I Designed My Personal Work System in Notion<\/h2>\n\n\n\n<p>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.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Project Layer<\/strong>: Manage overall progress, timelines, and task assignments. All ongoing projects are listed here for easy direction confirmation.<\/li>\n\n\n\n<li><strong>Task Layer<\/strong>Track the progress and deadlines for each task. Every step has someone assigned to it, ensuring nothing gets stuck in the middle.<\/li>\n\n\n\n<li><strong>Resource Layer<\/strong>Meeting 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.<\/li>\n<\/ul>\n\n\n\n<p>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.<\/p>\n\n\n\n<p><aside><\/p>\n\n\n\n<p><strong>Project Layer<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"attachment:3e2253be-1a2b-4e2e-80c2-0b8bac72de98:%E6%88%AA%E5%9C%96_2025-10-10_%E6%B8%85%E6%99%A87.50.50.png\" alt=\"Gantt chart tracking\"\/><\/figure>\n\n\n\n<p>Gantt chart tracking<\/p>\n\n\n\n<p><\/aside><\/p>\n\n\n\n<p><aside><\/p>\n\n\n\n<p><strong>Task Layer<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"attachment:937965de-5c08-435b-966f-4bbe91021c64:%E6%9C%AA%E5%91%BD%E5%90%8D-1.png\" alt=\"Personal Work Board Categories\"\/><\/figure>\n\n\n\n<p>Personal Work Board Categories<\/p>\n\n\n\n<p><\/aside><\/p>\n\n\n\n<p><aside><\/p>\n\n\n\n<p><strong>Resource Layer<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"attachment:ae40ed5d-7f86-4b25-8c5a-804c832ac050:%E6%9C%AA%E5%91%BD%E5%90%8D-2.png\" alt=\"Work Manual and Meeting Minutes\"\/><\/figure>\n\n\n\n<p>Work Manual and Meeting Minutes<\/p>\n\n\n\n<p><\/aside><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">\ud83d\udca1 From Tool to Design: Three Features I Think Are the Best<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Centralization and Serialization: Information Architecture<\/strong> 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.<\/li>\n\n\n\n<li><strong>Visual Information: Reducing Cognitive Load<\/strong> In UI design,<strong>Reduce cognitive load<\/strong>This 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.<\/li>\n\n\n\n<li><strong>Real-time Feedback and Loop Output: Consistency<\/strong> Unified layout and fixed columns; automatically mark \u201dDone\u201d when finished. Any note can be quickly converted into a blog, learning record or SOP, without the need to organize, and quickly convert information.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">\ud83e\udde0 Challenges Encountered and Solutions<\/h2>\n\n\n\n<p>At first, I was eager to use every feature, jotting things down while randomly experimenting with databases and relations\u2014and soon found myself lost. I realized I'd committed a cardinal sin for UX designers:<strong>Without first asking about the \"purpose,\" they began discussing the \"function.\"<\/strong><\/p>\n\n\n\n<p>I asked myself: \"Why do I need this information?\" \"Who does this page make things easier for?\"<\/p>\n\n\n\n<p>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.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">\ud83c\udfaf Advice for beginners: Start with the problem, don't get tied down by the tools.<\/h2>\n\n\n\n<p>If you're also thinking about getting started with Notion, my advice is:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Start with \"the problem you want to solve,\" not \"what the tool can do.\"<\/strong><\/li>\n\n\n\n<li>Start by using someone else's template to familiarize yourself with the logic, then gradually develop your own version.<\/li>\n\n\n\n<li>Notion's greatest advantage is its ability to be redesigned at any time, so don't be afraid to scrap it and start over.<\/li>\n<\/ul>\n\n\n\n<p><aside> \ud83d\udca1<\/p>\n\n\n\n<p>From chaos to integration, it's not about finding the perfect tool, but starting to design your own system. Let Notion be your testing ground, not another information black hole.<\/p>\n\n\n\n<p><\/aside><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Further Reading<\/h2>\n\n\n\n<p><\/p>\n\n\n<h2 class=\"wp-block-heading\">Frequently Asked Questions (FAQ)<\/h2>\n\n\n<div class=\"wp-block-uagb-faq uagb-faq__outer-wrap uagb-block-d17c8ea1 uagb-faq-icon-row uagb-faq-layout-accordion uagb-faq-expand-first-true uagb-faq-inactive-other-true uagb-faq__wrap uagb-buttons-layout-wrap uagb-faq-equal-height\" data-faqtoggle=\"true\" role=\"tablist\"><div class=\"wp-block-uagb-faq-child uagb-faq-child__outer-wrap uagb-faq-item uagb-block-449e46ea\" role=\"tab\" tabindex=\"0\"><div class=\"uagb-faq-questions-button uagb-faq-questions\">\t\t\t<span class=\"uagb-icon uagb-faq-icon-wrap\">\n\t\t\t\t\t\t\t\t<svg xmlns=\"https:\/\/www.w3.org\/2000\/svg\" viewbox= \"0 0 448 512\"><path d=\"M432 256c0 17.69-14.33 32.01-32 32.01H256v144c0 17.69-14.33 31.99-32 31.99s-32-14.3-32-31.99v-144H48c-17.67 0-32-14.32-32-32.01s14.33-31.99 32-31.99H192v-144c0-17.69 14.33-32.01 32-32.01s32 14.32 32 32.01v144h144C417.7 224 432 238.3 432 256z\"><\/path><\/svg>\n\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t<span class=\"uagb-icon-active uagb-faq-icon-wrap\">\n\t\t\t\t\t\t\t\t<svg xmlns=\"https:\/\/www.w3.org\/2000\/svg\" viewbox= \"0 0 448 512\"><path d=\"M400 288h-352c-17.69 0-32-14.32-32-32.01s14.31-31.99 32-31.99h352c17.69 0 32 14.3 32 31.99S417.7 288 400 288z\"><\/path><\/svg>\n\t\t\t\t\t\t\t<\/span>\n\t\t\t<span class=\"uagb-question\"><strong>Q: What should newcomers to Notion avoid?<\/strong><\/span><\/div><div class=\"uagb-faq-content\"><p>A: If you create too many pages too quickly, you won't know how to use them later. First, you need to clarify what problems you want to solve, set up the workflow to complete the work, and then decide what data needs to be saved. Take project tracking as an example, you only need three pages in the beginning: project, task, and resource, and the other functions can be grown slowly.<\/p><\/div><\/div><div class=\"wp-block-uagb-faq-child uagb-faq-child__outer-wrap uagb-faq-item uagb-block-ac0f45f3\" role=\"tab\" tabindex=\"0\"><div class=\"uagb-faq-questions-button uagb-faq-questions\">\t\t\t<span class=\"uagb-icon uagb-faq-icon-wrap\">\n\t\t\t\t\t\t\t\t<svg xmlns=\"https:\/\/www.w3.org\/2000\/svg\" viewbox= \"0 0 448 512\"><path d=\"M432 256c0 17.69-14.33 32.01-32 32.01H256v144c0 17.69-14.33 31.99-32 31.99s-32-14.3-32-31.99v-144H48c-17.67 0-32-14.32-32-32.01s14.33-31.99 32-31.99H192v-144c0-17.69 14.33-32.01 32-32.01s32 14.32 32 32.01v144h144C417.7 224 432 238.3 432 256z\"><\/path><\/svg>\n\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t<span class=\"uagb-icon-active uagb-faq-icon-wrap\">\n\t\t\t\t\t\t\t\t<svg xmlns=\"https:\/\/www.w3.org\/2000\/svg\" viewbox= \"0 0 448 512\"><path d=\"M400 288h-352c-17.69 0-32-14.32-32-32.01s14.31-31.99 32-31.99h352c17.69 0 32 14.3 32 31.99S417.7 288 400 288z\"><\/path><\/svg>\n\t\t\t\t\t\t\t<\/span>\n\t\t\t<span class=\"uagb-question\"><strong>Q: How did you start building the Notion organization?<\/strong><\/span><\/div><div class=\"uagb-faq-content\"><p>A: First of all, define \"the problem I want to solve\". Instead of opening a page directly, we first draw a flow: Project \u2192 Task \u2192 Resource. After determining the information structure, then move this structure into Notion and link it up with the database association (Relation). Only in this way can the system be logical and less likely to get messy.<\/p><\/div><\/div><div class=\"wp-block-uagb-faq-child uagb-faq-child__outer-wrap uagb-faq-item uagb-block-3b55a0bb\" role=\"tab\" tabindex=\"0\"><div class=\"uagb-faq-questions-button uagb-faq-questions\">\t\t\t<span class=\"uagb-icon uagb-faq-icon-wrap\">\n\t\t\t\t\t\t\t\t<svg xmlns=\"https:\/\/www.w3.org\/2000\/svg\" viewbox= \"0 0 448 512\"><path d=\"M432 256c0 17.69-14.33 32.01-32 32.01H256v144c0 17.69-14.33 31.99-32 31.99s-32-14.3-32-31.99v-144H48c-17.67 0-32-14.32-32-32.01s14.33-31.99 32-31.99H192v-144c0-17.69 14.33-32.01 32-32.01s32 14.32 32 32.01v144h144C417.7 224 432 238.3 432 256z\"><\/path><\/svg>\n\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t<span class=\"uagb-icon-active uagb-faq-icon-wrap\">\n\t\t\t\t\t\t\t\t<svg xmlns=\"https:\/\/www.w3.org\/2000\/svg\" viewbox= \"0 0 448 512\"><path d=\"M400 288h-352c-17.69 0-32-14.32-32-32.01s14.31-31.99 32-31.99h352c17.69 0 32 14.3 32 31.99S417.7 288 400 288z\"><\/path><\/svg>\n\t\t\t\t\t\t\t<\/span>\n\t\t\t<span class=\"uagb-question\"><strong>Q: Does Notion work for you or with a team?<\/strong><\/span><\/div><div class=\"uagb-faq-content\"><p>A: Both. In team projects, it is mainly used for tracking progress so that colleagues can see the status of the project in real time. Individuals use it to organize meeting minutes, course notes, inspiration and life events. Currently, there are two areas: the Personal Dashboard (for managing tasks, inspiration and personal notes) and the Project Dashboard (for tracking progress, documents and meeting information).<\/p><\/div><\/div><div class=\"wp-block-uagb-faq-child uagb-faq-child__outer-wrap uagb-faq-item uagb-block-9a3b0eb9\" role=\"tab\" tabindex=\"0\"><div class=\"uagb-faq-questions-button uagb-faq-questions\">\t\t\t<span class=\"uagb-icon uagb-faq-icon-wrap\">\n\t\t\t\t\t\t\t\t<svg xmlns=\"https:\/\/www.w3.org\/2000\/svg\" viewbox= \"0 0 448 512\"><path d=\"M432 256c0 17.69-14.33 32.01-32 32.01H256v144c0 17.69-14.33 31.99-32 31.99s-32-14.3-32-31.99v-144H48c-17.67 0-32-14.32-32-32.01s14.33-31.99 32-31.99H192v-144c0-17.69 14.33-32.01 32-32.01s32 14.32 32 32.01v144h144C417.7 224 432 238.3 432 256z\"><\/path><\/svg>\n\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t<span class=\"uagb-icon-active uagb-faq-icon-wrap\">\n\t\t\t\t\t\t\t\t<svg xmlns=\"https:\/\/www.w3.org\/2000\/svg\" viewbox= \"0 0 448 512\"><path d=\"M400 288h-352c-17.69 0-32-14.32-32-32.01s14.31-31.99 32-31.99h352c17.69 0 32 14.3 32 31.99S417.7 288 400 288z\"><\/path><\/svg>\n\t\t\t\t\t\t\t<\/span>\n\t\t\t<span class=\"uagb-question\"><strong>Q: Why do you emphasize UI\/UX?<\/strong><\/span><\/div><div class=\"uagb-faq-content\"><p>A: Because it's not about \"how to operate Notion\", it's about \"how to make Notion work for me\". the essence of UI\/UX is to understand the user's needs and behavioral logic, and when I observe myself as a user, I can really design a system that works well and doesn't crash.<\/p><\/div><\/div><div class=\"wp-block-uagb-faq-child uagb-faq-child__outer-wrap uagb-faq-item uagb-block-5391b260\" role=\"tab\" tabindex=\"0\"><div class=\"uagb-faq-questions-button uagb-faq-questions\">\t\t\t<span class=\"uagb-icon uagb-faq-icon-wrap\">\n\t\t\t\t\t\t\t\t<svg xmlns=\"https:\/\/www.w3.org\/2000\/svg\" viewbox= \"0 0 448 512\"><path d=\"M432 256c0 17.69-14.33 32.01-32 32.01H256v144c0 17.69-14.33 31.99-32 31.99s-32-14.3-32-31.99v-144H48c-17.67 0-32-14.32-32-32.01s14.33-31.99 32-31.99H192v-144c0-17.69 14.33-32.01 32-32.01s32 14.32 32 32.01v144h144C417.7 224 432 238.3 432 256z\"><\/path><\/svg>\n\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t<span class=\"uagb-icon-active uagb-faq-icon-wrap\">\n\t\t\t\t\t\t\t\t<svg xmlns=\"https:\/\/www.w3.org\/2000\/svg\" viewbox= \"0 0 448 512\"><path d=\"M400 288h-352c-17.69 0-32-14.32-32-32.01s14.31-31.99 32-31.99h352c17.69 0 32 14.3 32 31.99S417.7 288 400 288z\"><\/path><\/svg>\n\t\t\t\t\t\t\t<\/span>\n\t\t\t<span class=\"uagb-question\"><strong>Q: Are you still revamping Notion's organization?<\/strong><\/span><\/div><div class=\"uagb-faq-content\"><p>A: Of course. Just like designing an interface, a system is never \"finished\", it only \"conforms more and more to your own habits\". When I have time, I will re-inventory my needs, delete unneeded pages, and add needed functions.<\/p><\/div><\/div><div class=\"wp-block-uagb-faq-child uagb-faq-child__outer-wrap uagb-faq-item uagb-block-f0b322ab\" role=\"tab\" tabindex=\"0\"><div class=\"uagb-faq-questions-button uagb-faq-questions\">\t\t\t<span class=\"uagb-icon uagb-faq-icon-wrap\">\n\t\t\t\t\t\t\t\t<svg xmlns=\"https:\/\/www.w3.org\/2000\/svg\" viewbox= \"0 0 448 512\"><path d=\"M432 256c0 17.69-14.33 32.01-32 32.01H256v144c0 17.69-14.33 31.99-32 31.99s-32-14.3-32-31.99v-144H48c-17.67 0-32-14.32-32-32.01s14.33-31.99 32-31.99H192v-144c0-17.69 14.33-32.01 32-32.01s32 14.32 32 32.01v144h144C417.7 224 432 238.3 432 256z\"><\/path><\/svg>\n\t\t\t\t\t\t\t<\/span>\n\t\t\t\t\t\t<span class=\"uagb-icon-active uagb-faq-icon-wrap\">\n\t\t\t\t\t\t\t\t<svg xmlns=\"https:\/\/www.w3.org\/2000\/svg\" viewbox= \"0 0 448 512\"><path d=\"M400 288h-352c-17.69 0-32-14.32-32-32.01s14.31-31.99 32-31.99h352c17.69 0 32 14.3 32 31.99S417.7 288 400 288z\"><\/path><\/svg>\n\t\t\t\t\t\t\t<\/span>\n\t\t\t<span class=\"uagb-question\"><strong>Q: What's the biggest change Notion has made to your work?<\/strong><\/span><\/div><div class=\"uagb-faq-content\"><p>A: The biggest change is the sense of mastery. I used to be pushed by tasks, but now I can control the rhythm. Through Notion, projects, tasks, and data can be integrated in one place, and the linkage of timeline, kanban, and database makes each process clear at a glance, and coworkers can also see the progress clearly. Most importantly, the framework can be reviewed, adjusted, and continuously improved.<\/p><\/div><\/div><\/div>","protected":false},"excerpt":{"rendered":"<p>No matter how well you do your job, do you still feel like your efforts go unnoticed? This article documents my personal journey. I'll share how I used Notion to transform my scattered notes and progress into a personalized system that seamlessly integrates projects, learning, and output.<\/p>","protected":false},"author":1,"featured_media":4566,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_uag_custom_page_level_css":"","site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"set","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center 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