Daily Plan: Bullet Journal, Notion & Google Calendar for ALI Success

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Managing your time effectively is key when juggling the demands of an assisted living business. You need tools that keep you on track, help you prioritize, and simplify your life. For me, the perfect system combines Notion, Google Calendar, and bullet journaling.

This blog will walk you through how I use these tools together to stay organized and productive. Whether you’re managing residents, running a facility, or growing your business, this method can help you stay focused and accomplish your goals.

Check out the video too:

Why These Tools Work Together

Each tool plays a unique role in my planning system:

Notion: A digital workspace for long-term planning, task tracking, and meeting notes.
Google Calendar: A visual scheduler for time-blocking tasks and appointments.
Bullet Journal: A flexible, creative space for daily planning and prioritization.

Step 1: Organize Long-Term Tasks with Notion

Think of Notion as your “digital brain.” This is where I:

Keep an Advanced To-Do List: I organize tasks into categories like today, tomorrow, or specific days of the week. Filters help me focus on what’s relevant.
Take Meeting Notes: During calls or meetings, I jot down notes directly in Notion and create to-dos based on action items.
Plan Weekly: Every Friday, I update my Notion workspace with next week’s tasks, meetings, and priorities.

Notion is great for big-picture planning and ensuring nothing gets lost in the shuffle.

Step 2: Prioritize with Matrix Planning

For my daily tasks, I turn to matrix planning in my bullet journal. Here’s how:

Set Up a Grid: I draw rows for morning, afternoon, and evening and columns for work, family, and personal tasks.
Transfer Tasks from Notion: I move items from my Notion to-do list into the matrix.
Prioritize Tasks: I assign importance to each task, so I know where to focus my energy.

For example:

Morning	Afternoon	Evening
Review policies	Team meeting	Plan social media
Family breakfast	Call Medicaid rep	Dinner with family

This system ensures I balance my work and personal life effectively.

Step 3: Schedule with Google Calendar

Once my matrix is ready, I use Google Calendar to block out time for each task.

Create Events: I add tasks from my bullet journal as calendar events, assigning specific times.
Use Colors for Clarity: I color-code my calendar by category—work, family, or personal—so I can see my priorities at a glance.
Stay Flexible: Life happens, so I adjust my calendar as needed.

Time-blocking helps me focus on one task at a time, reducing distractions and improving productivity.

Step 4: Review and Update

At the end of each day, I review my progress:

Mark Completed Tasks: I check off items in my bullet journal and Notion.
Add New Tasks: If something comes up during the day, I add it to Notion for future planning.
Weekly Review: Every Friday, I go over my completed tasks and update my system for the next week.

Doesn’t This Duplicate Work?

Yes, this system involves writing tasks in multiple places—but that’s a feature, not a bug! Repeating tasks reinforces their importance and ensures nothing slips through the cracks. The entire process takes just 10–15 minutes daily, making it a small investment for big returns in productivity.

Tips for Finding Your System

Start Small: Begin with one tool, like Google Calendar, and add others as you grow comfortable.
Experiment: Try different setups until you find what works best for you.
Stay Consistent: The key to any system is sticking with it. Regular updates make everything run smoothly.

Final Thoughts

Planning your day doesn’t have to be stressful. By combining Notion, Google Calendar, and a bullet journal, you can create a system that keeps you organized, productive, and in control.

Remember, productivity is personal. My method works for me, but you can tweak it to fit your style. The goal isn’t perfection—it’s progress. Start small, stay consistent, and watch your assisted living business thrive!

For more tips on productivity and investing in assisted living, visit Assisted Living Investing. Check out our free resources including the Business Plan Checklist, and consider applying in our Assisted Living Investing Mastermind program to learn more about building a business plan, finding the property, securing funding, obtaining a license, and scaling your business. Remember, progress is made step by step. Keep going, and success will follow.

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