How I Plan My Week in Notion & Google Calendar | The Ultimate Stress-Free System for Entrepreneurs

Let me guess. Your calendar looks like a game of Tetris that you're definitely losing. Your to-do list is overflowing onto sticky notes, random apps, and probably the back of an old receipt somewhere. And Sunday nights? They're for panic-scrolling through your inbox thinking "how the f*ck am I going to fit it all in this week?"

I've been there. That chaotic, overwhelmed, "I'm-drowning-in-my-own-productivity-systems" feeling is the exact opposite of productive. It's burnout waiting to happen.

But here's the unfiltered truth: You don't need another fancy app, color-coding system, or $97 productivity course. You need a simple, repeatable process that helps you balance your business, day job, and life without burning the hell out.

That's exactly what I'm sharing with you today — my exact weekly planning process using just Notion and Google Calendar. This isn't about over-complicating productivity—it's about creating a system that actually works for your wonderfully complex life.

Why Most Weekly Planning Systems Fail (And Why This One Won't)

Let's be real for a second. Most planning systems are built for robots, not humans. They assume you have perfect focus, endless energy, and zero life emergencies popping up.

Spoiler alert: You're not a robot. You're a whole-ass human with energy fluctuations, unexpected Zoom calls, and days when motivation decides to ghost you.

My planning system embraces this reality instead of fighting it. It's flexible, realistic, and—most importantly—it helps you distribute your energy as strategically as you distribute your time.

My 5-Step Weekly Planning Process That Actually Works

Ready to ditch the Sunday scaries and start your week feeling like a badass CEO instead of a frazzled mess? Here's my step-by-step process:

Step 1: Reflection + Review (The Foundation)

Most people skip this step and then wonder why their planning fails. Don't be most people.

I start by asking myself three simple questions:

What worked last week? (What gave me energy, what tasks flowed easily, when did I feel in my zone?)

What didn't work? (Where did I feel resistance, what drained me, where did I procrastinate?)

What one thing could I improve this week? (Not 17 things—just ONE adjustment)

This reflection takes 5-10 minutes but makes everything else 10x more effective. It's not just about what you got done—it's about how it felt getting it done.

This is where I also check my habit tracker and celebrate wins (did I move my body? drink enough water? take actual breaks?). Notice patterns here—they're gold for your planning.

Step 2: Setting Priorities + Goals in Notion

Now for the juicy part. In my Notion setup, I have a weekly dashboard where I set clear intentions for the week ahead.

But here's where I differ from most productivity gurus: I don't just list out tasks—I map my priorities to my energy levels.

I identify 2-3 needle-moving priorities for the week (not 20)

I check upcoming deadlines and commitments

I review my habit tracker and set intentions for self-care and energy management

Pro tip: If you're managing multiple areas of your life (day job, side business, personal life), separate your priorities by category. This prevents your business tasks from disappearing under the avalanche of day job urgency.

Step 3: Google Calendar Reality Check

This is the step that separates wishful thinking from actual planning.

I pull up Google Calendar and take a hard look at what's already on my plate:

Standing meetings and commitments

Deadlines and time-sensitive tasks

Personal appointments and social events

The key here? I keep ALL areas of my life in one calendar. No separate work/personal calendars where you accidentally double-book yourself.

I use color-coding to quickly identify different areas (day job, business, personal, social) so I can see at a glance if any day is overloaded in one area.

This reality check is crucial. If Tuesday has 6 hours of meetings already, I'm not going to schedule deep work then. That's not strategic—that's setting myself up for burnout and disappointment.

Step 4: Redistributing Tasks in Notion Based on Reality

Now comes the magic. After seeing what my week actually looks like in Google Calendar, I head back to Notion to distribute my tasks strategically.

This isn't about squeezing tasks into every available minute. It's about matching tasks to:

Time availability: When do I actually have open blocks for focused work?

Energy levels: When am I typically most creative/analytical/social?

Task priority: What absolutely must get done this week?

For example, if I know I have a day with back-to-back meetings, I'm not scheduling creative work there. That might become my "admin task" day instead.

If I notice a particular day is already heavy on day job commitments, I'll scale back business tasks for that day.

The goal isn't perfect balance every day—it's strategic distribution across your week.

Step 5: The Final Assessment: Bullsh*t Check

This last step separates the productivity wannabes from the burnout-proof badasses.

I look at my plan and ask two honest questions:

How long will these tasks ACTUALLY take? (Not in fantasy land—in real life)

How much time do I ACTUALLY have? (Again, real life—not fantasy)

If the tasks will take 25 hours and I have 10 hours available—something's gotta give. This is where most people lie to themselves, but not us. We're smarter than that.

This is your reality check. If you've overcommitted, now's the time to:

Reschedule non-urgent tasks

Delegate what you can

Simplify your approach to must-do tasks

Communicate if deadlines need adjustment

Remember: You're a human, not a productivity machine. Setting yourself up for success means planning based on reality, not wishful thinking.

Why I Don't Follow "3 Priorities a Day" (And What I Do Instead)

You've probably heard the advice: "Just pick your top 3 priorities each day."

Cute, but not realistic for most ambitious humans.

Some days really do have more than 3 important things happening. Other days might only have 1-2 big priorities but several small admin tasks that still matter.

Instead, I think about my week in terms of:

Focus days: 1-2 days with fewer meetings and more deep work

Collaborative days: Meeting-heavy days good for team projects

Admin days: Days when my energy might be lower or more fractured

Then I map my tasks accordingly instead of trying to force the same template onto every day.

The magic comes from matching your tasks to your energy, not just your time.

The Real Game-Changer: Combined Systems = Fewer Dropped Balls

Here's why this Notion + Google Calendar combo works so damn well: it gives you both the strategic view (Notion) and the tactical view (Calendar) of your week.

The biggest planning mistake I see? People trying to use just one tool for everything. Your calendar alone can't capture priorities and reflections. Your Notion workspace alone can't sync with meeting invites.

When you combine these systems strategically, magic happens:

You stop double-booking yourself

You align your energy with your tasks

You catch overcommitment before it catches you

You create a sustainable rhythm that prevents burnout

Remember: a system that doesn't account for your whole life isn't a system—it's just another digital ball to juggle.

Your Weekly Planning Action Steps (Because Reading Isn't Enough)

Let's turn this inspiration into actual change. Here's how to implement this system:

Set aside 30 minutes this Sunday for your first weekly planning session

Start with reflection: What worked/didn't work in your current approach?

Create a simple weekly dashboard in Notion (or use my template below)

Sync your Google Calendar to review all commitments in one place

Distribute your tasks based on time availability AND energy levels

Do a final reality check—be brutally honest about time vs. tasks

The first few times might take longer, but soon this will become a 15-20 minute ritual that saves you hours of stress and rework.

Ready to Stop Planning to Fail and Start Planning for Success?

Listen, I get it. You're ambitious. You want to do ALL THE THINGS. But your burnout doesn't serve anyone—especially not you.

This weekly planning system isn't about doing less—it's about achieving more by working with your reality instead of fighting it.

It's about making your productivity system serve YOU, not the other way around.

Want more support building systems that don't suck? Check out Systems School — my step-by-step program for creating sustainable systems that free you from burnout while still crushing your goals.

Or take my free Burnout Quiz to identify exactly where your current systems are failing you—and what to fix first.

Drop a comment: Do you plan your week in Notion, Google Calendar, or something else? What's your biggest weekly planning struggle?

Remember: The goal isn't perfect productivity. It's sustainable success that doesn't burn you out along the way.