Hi !

Let me share a quick story.

Two years ago, I was juggling client work, writing, and content creation while also trying to manage my life and business operations. My systems were scattered—some tasks lived in Trello, others in spreadsheets, and my ideas were buried inside random notes apps. Every time I needed something, I wasted minutes (sometimes hours) searching for it. Sound familiar?

That’s when I discovered the power of building small tools in Notion—custom, lightweight systems that solved specific problems in my workflow. The beauty of these tools? They were simple, flexible, and tailored to my exact way of working.

Today, I want to show you how you, as a freelancer, creator, coach, or solopreneur, can do the same. With Notion, you don’t need to build a massive all-in-one operating system overnight. Instead, you can start small—creating tools that fix one bottleneck at a time.

Why Small Tools Beat Big Systems

Most productivity tools fail because they’re too heavy. They try to solve everything at once, and as a result, you spend more time maintaining the system than actually doing the work.

Small Notion tools flip the script. Instead of building a giant "second brain," you create focused solutions like:

• A client tracker that helps you remember who’s waiting for a proposal.
• A content calendar with ready-to-use templates for newsletters and social posts.
• A daily dashboard that combines your top 3 priorities, calendar, and notes in one screen.

These tools don’t overwhelm you—they empower you. And they grow with your needs.

Examples of Small Notion Tools That Work

1. The Client Follow-Up Tracker

If you’re in freelancing or coaching, missed follow-ups = missed revenue. With a Notion table, you can create a tracker with columns for client name, last contact date, next follow-up date, and notes. Add a simple filter to show only overdue follow-ups, and you’ll never drop the ball again.

2. The Content Idea Bank

Creators and solopreneurs are always chasing inspiration. Instead of losing ideas in random notebooks, keep a Notion board for blog posts, reels, newsletters, and podcast topics. Tag each idea by format and status (“Draft,” “Published”), and you’ll always have content ready when inspiration runs low.

3. The Personal Dashboard

Imagine opening one page every morning and seeing your top priorities, meetings, and notes in one view. That’s your Notion personal dashboard. Add widgets like “Today’s Top 3” and a quick journal section, and you’ll start your day with clarity instead of chaos.

Case Study: A Coach Who Regained 10 Hours a Week

One of my friends, a leadership coach, was drowning in admin tasks—rescheduling calls, losing track of client progress, and manually creating session notes. We built her three small Notion tools: a session log, a client progress tracker, and a scheduling database connected with Google Calendar.

The result? She saved nearly 10 hours a week, had a bird’s-eye view of all her clients, and freed up time to focus on coaching (and signing new clients). That’s the power of small tools.

How to Build Your Own Small Notion Tools

Step 1: Identify the Pain Point

Ask yourself: what’s the #1 bottleneck in your business operations today? Emails? Follow-ups? Content planning?

Step 2: Build a Simple Table or Board

Don’t overcomplicate it. Start with a database and 3–4 columns. Keep it simple.

Step 3: Add One Useful View

Filter, sort, or group your data so you only see what matters (e.g., overdue tasks, upcoming content).

Step 4: Test and Refine

Use it for one week. If it makes your life easier, keep it. If not, tweak it. Remember: small tools evolve with you.

Action Steps: Your Next Move

• Pick one problem in your workflow that slows you down daily.
• Open Notion and create a simple database to solve it.
• Commit to using it for one week—then adjust based on your experience.

And here’s the magic: after building one small tool, you’ll naturally create another… and another. Before you know it, you’ll have a customized system that supports your business—not the other way around.

Start small. Solve real problems. Scale with clarity. That’s how solopreneurs win with Notion.

See you next week!

Kind regards,

Takis Athanassiou

https://takisathanassiou.com

Can I help you?

Do you want to remove the obstacles that prevent you from achieving the life and business you want? Here is how I can help you:

1. Learn how to leverage your skills and knowledge using proven models, tools, and systems to achieve your goals.
2. Learn to use the right tools and approaches for the tasks at hand!
3. Find the resources you need for your business. Visit my books and courses for more insights, or check my Gumroad & Payhip shops for free and premium resources.
4. Do you want me to help you achieve your goals? Review my profile on Fiverr to check how I can assist you, call me for consulting/coaching, or contact me directly for any other requests you may have!
5. If you like what I do, please consider supporting me on Patreon or buying me a coffee!

For more information about my work or what I am currently doing, you can always check here!