Reflections on side projects, systems, and how the right tool can change the game
Kia ora koutou,
Over the past couple of weeks, I’ve had a bit of a surprise crush develop… on Notion.
As a Business Analyst who thrives on clarity but also lives with ADHD & Dyslexia, I’ve spent years toggling between tools, Trello, Confluence, Google Docs, miro boards, spreadsheets, folders-within-folders. Nothing ever quite worked across all the different ways I think and organize.
I have a brain wired for pattern and possibility (and a tendency toward overwhelm). Notion, especially once I started combining it with the AI database functionality, has completely shifted that.
It lets me be structured and messy. It’s visual and logical. And the real kicker? It helps me think better, not just store information.
From Notes to Systems: What I’ve Built (and Why It Works)
What’s really changed the game though is combining AI with databases. I can now:
Capture wins and reflections as they happen
I’ve built a “Win Log” using a simple database and prompt template:
“What’s the win I want to capture?” → “Why does it matter to me?” → “What strength or habit does it reflect?”
I tag entries by value, energy level, and theme. It’s made self-reflection lighter and more meaningful and it gives me a place to look back when imposter syndrome hits.
Create tailored project hubs that keep me focused
One of my favourite current examples is the Capri Car Club website rebuild I’m doing as a pro bono digital transformation project.
The Notion hub includes:
- A project plan and timeline (client-facing)
- A client communication log
- Feedback tracker
- Content archive (with summaries of their old website)
- Handover/training documentation
It’s light, clean, and all in one place, a big win for part-time delivery.
Develop my “Consultancy Launching Pad”
My consulting identity (Fit-for-Purpose Systems & Strategy Advisory - working name) is still in the ideation phase. Its part of my five-year plan.
In Notion, I’ve created a “Consultancy Launching Pad” where I’m:
- Exploring branding and service ideas
- Building a case study database & templates
- Mapping out a 2025–2029 plan
- Storing reflections, pricing drafts, and content prompts
- Tracking professional development and skill gaps
- Notes from conversations, workshops, and mentors
It’s helping me test what kind of consultant I want to be, without needing to rush or overcommit.
It feels like having a whiteboard, CRM, and strategy journal rolled into one.
Track and tag case studies in real time
I’ve set up a consulting case study database that links project entries with outputs, reflections, documents, and learnings. It means I’m building my portfolio as I go, instead of waiting until everything’s “done.” It’s helping me document and repurpose my mahi across pro bono, internal, and consulting work.
Support others through peer-to-peer advisory as
I’ve long made myself available for peer-to-peer support, particularly in the career development space with CV feedback, interview prep, or helping people reflect on their professional direction.
More recently, I’ve had people approach me about digital uplift, especially small business owners trying to work smarter. One example I’m really proud of: I supported a sole trader coach to understand what tools could help her increase productivity and spot opportunities to integrate AI.
I started by mapping her customer journey, identifying pain points and growth areas. From there, I created a bespoke Notion hub tailored to how she works, capturing client info, content ideas, scheduling workflows, and AI toolkits all in one place.
It was a powerful reminder that the right tools, combined with thoughtful structure, can make a big difference,
especially for one-person businesses trying to do it all.
Why It Matters
What excites me most isn’t the tool itself, it’s that Notion is helping me externalise and scale the way I think. I can hold complex ideas lightly, revisit past work with context, and bring structure to my creativity without shutting it down.
It’s also helping me test and refine my consulting practice ideas, through real mahi like the Capri Car Club rebuild, which I now have full case study-ready thanks to the way everything’s tracked and tagged.
Curious to Hear from You
I’d love to know:
- Are you using Notion or similar tools in your analysis or consulting work?
- How are you using AI to reflect, prototype, or scale your thinking?
- Have you set up any personal systems that have genuinely made your life easier?
Always keen to swap ideas, prompts, and nerdy setup screenshots.
Ngā mihi nui,
Rhiannon Bond
. I didn’t realise that Notion could do all of these things - thanks so much for sharing!!!