How I Use ChatGPT and Notion to Run My Entire Workflow

Most people drown in meetings, notes, and scattered priorities. I don’t.

I run my entire leadership workflow using just two tools: ChatGPT and Notion. That’s it. No clutter. No fluff. Just clarity and momentum.

This post is not another generic productivity hack. It’s a lived system. Thoughtfully built. Battle-tested across client projects, team management, product development, and personal growth.

Here’s the exact system, in detail.

Step 1: My Day Begins With a Conversation

Tool: ChatGPT (Pro version)

Before I touch Notion or Slack, I open ChatGPT and run a few standard prompts:

1. Clarity Prompt
    “Act as my leadership advisor. Here’s what I have today: [Tasks]. Where should my focus be?”
2. Mental Load Offloading
    “Here’s what’s on my mind: [raw thoughts]. Help me turn this into structured notes or actions.”

These prompts act like a private morning stand-up — with myself. No performance. Just honesty. It helps me cut through the noise before the day begins.

Step 2: Structuring the Day in Notion

Tool: Notion (custom dashboard)

Next, I shift to Notion, where my system lives. It’s built for action, not aesthetics. Here’s what’s inside:

• Today View: Linked database showing only priority tasks
• Daily Log: Timestamped daily journals
• Meetings Tracker: Context, outcomes, and follow-ups
• Decision Log: A database for tracking the “why” behind every yes or no.
• People Tracker: Notes and action items by person

Everything is interlinked. Nothing is duplicated. No wasted clicks.

Step 3: Team Communication is Strategy-First

Before I respond to teammates or clients, I run my messages through ChatGPT with this simple prompt:

“Here’s what I want to say to [Name]. Help me refine it to be direct, kind, and strategic.”

Leadership is 80 percent communication. Every message can build trust or create confusion. I use ChatGPT not to sound robotic but to remove friction and second-guessing.

Step 4: Project Planning via ChatGPT + Notion Sync

For any new project — whether it’s a client delivery, a digital product, or a strategic system — I use this hybrid flow:

1. ChatGPT for Planning
   I brainstorm scope, risks, roadmaps, and checkpoints.
   “Break this goal into weekly milestones over 60 days. Include checkpoints and metrics.”
2. Notion for Execution
   I then map the milestones inside a Notion database with clear statuses, owners, and weekly review slots.

The key is not just planning but building a system that lets me review and adjust in real time.

Step 5: Leadership Journaling and Reflection

I log reflections using a consistent structure inside Notion’s Leader’s Log:

• What Went Good
• What Went Wrong
• Reflections
• Next Steps

If I’m tired or stuck, I offload a voice note into ChatGPT and ask it to turn it into a journal entry in my own voice. It’s the cleanest form of reflection I’ve found, clear, fast, and grounded.

Why This Hybrid System Works

ChatGPT gives me clarity and speed.

It’s like having a second brain that never tires. It listens, summarizes, and helps me get out of mental loops.

Notion gives me structure and continuity.

Everything from actions to reflections lives in one place. Searchable, linked, and always evolving.

Together, they give me compound leverage.

I don’t waste time switching tools or rethinking systems. I think better, decide faster, and lead without chaos.

Final Thought

You don’t need more tools. You need a system that mirrors how you think.

One that scales with your responsibilities.

One that builds momentum without mental fatigue.

This is mine. Build yours.