How I Plan My Week in Notion & Google Calendar (2025 Update)

If you've been following me for a while, you know I'm obsessed with systems that prevent burnout while maximizing productivity. After years of refining my approach, I'm excited to share my updated 2025 weekly planning system that combines the best of Notion and Google Calendar.

In this blog post, I'll walk you through my weekly planning process that keeps me organized, prevents overwhelm, and ensures I have the right balance of productivity and white space. Because let's be real—burnout-proof productivity isn't about doing more; it's about doing the right things at the right time.

Why My Weekly Planning System Evolved (Again)

Two years ago, my planning system looked completely different. I was managing a 23-person team while building my business on the side. My calendar was absolute chaos, and my planning needs reflected that complexity.

Fast forward to 2025, and while I'm now full-time in my business (with just a part-time job on the side), I've continued to refine my approach. Because that's the thing about good systems—they should evolve as your life does.

My Weekly Review Process: The Foundation of Burnout-Free Planning

Every successful week starts with a thorough review of the week that just ended. My process now begins with personal check-ins before diving into business reflections.

Step 1: Personal Check-ins

• Health metrics tracking (including weight and habit tracking)

• Self-care challenges and point systems

• Three key reflection questions I've been asking myself for a decade:

  • What worked?

  • What didn't work?

  • What can I improve?

• Capturing meaningful memories from the week

For a visual walkthrough of how I've gamified my habit tracking (complete with point systems and charts), check out the full video tutorial where I show you exactly how I've set this up in Notion.

Step 2: Business Reflections

After my personal check-ins, I move to my business reflection, which includes:

• Data visualization of clients by service and status

• Sales tracking by month and product

• Mindset and schedule assessment

• Burnout risk evaluation

This business reflection is crucial for me. As someone who focuses on burnout prevention and stress management, I know how easy it is to slip back into overworking—especially as a solopreneur. These weekly check-ins help me catch those patterns before they become problematic.

The Brain Dump: Getting Everything Out of Your Head

After my reflection, I do a massive brain dump of all the tasks, ideas, and to-dos floating around in my head. This is probably my favorite part of the process because it creates immediate mental relief.

In the video, I show the sheer volume of tasks that came out of my most recent brain dump—and how I transformed that chaos into an organized weekly plan. It's truly a game-changer for mental clarity.

Planning the Week Ahead: My Notion + Google Calendar Hybrid Approach

Here's where the magic happens. I've developed a hybrid approach that leverages both Notion and Google Calendar to create a realistic, burnout-proof weekly plan.

Step 1: Set a Clear Focus for the Week

I start by defining my focus for the upcoming week. For example, this week my focus is "Get back on track with YouTube and set up the foundation for an upcoming podcast summit."

Having this high-level focus helps me prioritize when I inevitably have to make decisions about what stays and what goes.

Step 2: Plan My White Space

This is crucial: I intentionally plan white space into my calendar. As solopreneurs, we often try to maximize every minute—but that's a direct path to burnout. Planning white space ensures I have room to breathe, think strategically, and handle the unexpected.

Step 3: Organize Daily To-Dos Against My Calendar

Here's where my hybrid system really shines. I toggle open my "Organize Daily To-Dos" section in Notion and pull up my Google Calendar side by side. This allows me to:

• See my task list against my actual calendar commitments

• Identify which days have space for deep work versus quick tasks

• Distribute tasks based on my themed days (more on this below)

• Catch planning mistakes (like scheduling work on holidays!)

The Power of Themed Days: My Secret Weapon

One of the most effective changes I've made to my planning system is implementing themed days. Here's a glimpse at my current structure:

• Mondays: CEO Day (completely meeting-free for deep work and strategic tasks)

• Tuesdays: Client and Student Day (packed with appointments and calls)

• Wednesdays: Client and Conversion Day (follow-ups and sales conversations)

• Thursdays: Creative Day

• Fridays: Catch-Up Day

This themed approach allows me to batch similar types of work together, reducing the mental energy lost to context switching. I'll be doing a dedicated video on themed days soon, as it's been transformative for my productivity.

Why I Believe in Master Calendars

Perhaps the most important insight from my years of refining this system is the value of maintaining a master calendar. Here's why:

When we compartmentalize our lives into separate calendars (personal, business, social), we create an illusion of having more time than we actually do. The reality is that your life isn't compartmentalized—it's all of these things layered on top of each other.

By keeping everything in one place, I get a realistic visual of my time commitments and capacity. This prevents the overcommitment that leads to burnout and stress.

As I mention in the video, "I'm a big believer in master calendars because it's really easy to convince ourselves that we have more time than we think we do."

My Planning Philosophy: Options, Not Obligations

One final insight that's worth sharing: I don't approach my to-do list as things I "have to" get done on a given day. Instead, I see them as "potential ways I could be spending my time."

This subtle shift in mindset removes the guilt and pressure that can come with traditional to-do lists, while still keeping me productive and moving forward on important projects.

Want to Try My System?

If you're interested in implementing this system for yourself, I've got exciting news! I'm launching the "Systems Vault"—a one-time fee, one-stop shop for access to all my Notion templates, ManyChat templates, Zapier templates, and other systems designed specifically for solopreneurs.

For a complete visual walkthrough of this entire planning system in action, watch the full YouTube tutorial (below!) where I demonstrate each step of the process.

Your Turn: What's Your Biggest Weekly Planning Challenge?

I'd love to hear about your current planning system and what's working (or not working) for you. Drop a comment below or reach out on social media to share your experience!

Remember: The goal isn't to create a perfect planning system; it's to create one that prevents burnout while helping you achieve your goals. Keep refining, keep evolving, and most importantly—leave yourself some breathing room.

P.S. If you're a podcaster or interested in podcast guesting, I'm hosting a podcast summit at the end of July through my Podcast Hub (just $5/month for tech support, systems support, and connections to other podcasters). Join the waitlist here to be the first to know when registration opens!