https://www.lilymaytoomey.com/post/how-i-use-notion-as-a-phd-student-with-a-free-template

Here's the YouTube video I made about this Notion setup:

I discovered Notion about a month ago, and it has honestly changed my life, both at my PhD and personally. If you don't know what Notion is, it's self-described as an "all-in-one workspace", but is basically a program / app where you create databases and pages to store any and all kinds of information. Personally, I use it to track the books I'm reading, my recipes, and I've even set up my Christmas planning in there. I also use it for organising my Instagram and blog, and keeping track of my GAMSAT study / med school applications progress.

But most importantly, I now use Notion on a daily basis for my PhD. So if you're interested in how I use Notion in my PhD, then keep on reading! And if you're just interested in my template at the end, then scroll down to the bottom where I'll leave a link to it.

(For the purposes of this post I'm going to talk you through the PhD template I made instead of my own actual PhD pages, as they contain unpublished information and cannot actually be shared. However, it's important that you know they are identical to each other, just the template has the sensitive information removed!)

In a PhD, there is a lot to keep track of. Things to do and things you've done, papers to read and papers to write up. So it helps to have a space to keep track of all these things. I originally had a million and one excel spreadsheets and word documents, but once I discovered Notion, I realised how much easier it was to have it all stored in the one place! And one of the best things about Notion is it's free for students!

I start my overarching PhD page with a header of a brain, because as you all probably know, I'm studying neuroscience. Then my little emoji of choice for the page is a graduation cap. One of the things I love about Notion is the widespread use of emojis, where every page can be assigned an emoji. I then have a quote about doing a PhD which I found to be quite funny, alongside a countdown to my PhD submission date. I made this countdown using this website I found called Indify, which specialises in making free Notion widgets that you can embed into your page. I've left my countdown in the template, but if you want to use this template for yourself, you can either remove the countdown entirely, or go to Indify and create your own!

As you scroll down, I have my list of different pages, which I'll go through with you all in just a moment. But they basically cover everything you need to know or keep track of.

Scrolling down further, you reach my tasks planner. I use Google Calendar for my overall diary but I do like to just have a space for planning out my PhD tasks. First up on my tasks section is the Calendar View, where I can see everything laid out for each day. For illustrative purposes, I've put in a few example tasks that I may need to do for my PhD in the month of September so you can see what it would look like.

Next we have the "Task Inbox", which was inspired by a YouTube video I watched on creating a "Getting Things Done" (GTD) Dashboard! I did modify this a little bit from the video, but if you're interested in the original source of the idea, here's the link!

But basically, when you need to add a new task in, you click for a new item in the inbox. You then enter all the information you need in, including the due date and whether it's a high priority task, and once you assign it to a specific project in the last column, it disappears from the inbox. You won't then see that task again unless you look forward on the calendar or unless it's due that week in which case it'll show up in the "Tasks Due This Week" table.

I've added some example tasks to the week to show what it may look like when you have some tasks in your "Tasks Due This Week" section. Notice "random task 2" is missing? That's because I've ticked it as "Done", at which point it automatically removes it from the table. That way, I only see my to do list for the week with items that haven't been done yet!

At the very bottom of this front page, is a link to the master list page for the tasks, in case you want to view all the tasks you've created, past, present and future.

And that just about covers my main dashboard for my PhD template! Now onto the individual specific pages from further up the page.