Hey

Are you tired of constantly tweaking your Notion templates?

Do you find yourself spending more time on aesthetics than actually using your productivity system?

You're not alone.

Many Notion users fall into the trap of endless redesigning, sacrificing functionality for the perfect look.

In this comprehensive guide, we'll explore 10 essential rules that will help you create Notion templates that look professional, function seamlessly, and won't need constant updates.

Rule 1: Create a Proper Dashboard Structure

Don't dump all your databases in one place. Instead, create a strategic hierarchy:

• Main Dashboard: Your command center with essential views

• Individual Pages: Dedicated pages for each database (Tasks, Projects, Goals, Notes)

• Smart Views: Only display the views you use most frequently in your dashboard

Think of your dashboard as the homepage of your productivity system. It should give you quick access to your most important information without overwhelming you with every single database you've created.

Example Structure:

Rule 2: Prioritize by Usage Frequency

Your dashboard should follow a top-to-bottom priority system:

Top Section (Most Used):

• Daily tasks

• Quick notes capture

• Habit tracker

Middle Section (Regularly Used):

• Weekly overview (tasks, habits, journal, finances)

• Current active projects

Bottom Section (Occasionally Checked):

• Long-term goals

• Milestones

• Archive views

  
  

This hierarchy ensures that your most critical information is always visible without scrolling, while less urgent items remain accessible but don't clutter your primary workspace.

Rule 3: Master the Two-Column Rule

Columns are powerful for organization, but never use more than 2 columns for your main content areas.

Acceptable Column Layouts:

• Left-dominated: 70% left, 30% right

• Right-dominated: 30% left, 70% right

• Balanced: 50% left, 50% right

Exception: You can use more than 2 columns only for:

• Small organizational elements

• Navigation buttons

• Page links arranged horizontally

  
  

Why This Matters: Too many columns create visual chaos and make your template look unprofessional. Two columns provide structure without overwhelming the user.

Rule 4: Strategic Navigation Placement

Your navigation is the roadmap of your template. Place it strategically:

Best Locations:

• Top of dashboard (most accessible)

• Left or right sidebar (always visible)

  
  

Never Place Navigation At:

• Bottom of the page (requires scrolling to access)

  
  

Pro Navigation Tips:

• Use H2 toggles to group all pages together

• This allows users to show/hide the entire navigation at once

• Place action buttons either below navigation or beside your first database

• If your first database needs full width, move buttons below the navigation

Rule 5: Smart Alignment Strategy

Perfect alignment is a myth in Notion—embrace strategic alignment instead:

Do Align:

• Header titles at the top of columns

• Database titles with each other

Don't Obsess Over:

• Bottom alignment of different content types

• Perfect vertical spacing between all elements

  
  

Alignment Pro Tip: Use horizontal lines (dividers) after H2/H3 titles. This simple addition makes your template look significantly more polished and professional.

Rule 6: Choose a Timeless Color Palette

Stop changing colors every week. Pick one of these proven combinations that work beautifully in both light and dark modes:

Winning Color Combinations:

• Blue + Green (calming and professional)

• Yellow + Orange + Red (energetic and warm)

• Blue + Yellow (high contrast and clear)

• Purple + Pink + Blue (creative and modern)

• Red + White/Black (bold and classic)

• Blue + Green + Yellow (balanced and versatile)

Color Research Tip: Use Figma, Canva, or color palette websites like ColorHunt to test your chosen colors before implementing them. Create frames with your selected colors to see how they work together.

Rule 7: Strategic Color Application

Use colors intentionally in these specific areas:

DO Use Colors For:

• Dashboard icons

• Page icons

• Gallery view icons

• Status properties and formula conditions

• Select and multi-select properties

• H2/H3 titles

  
  

AVOID Colors In:

• Paragraph text

• H1 titles

• Toggle blocks

• Buttons (keep them white/default)

Consistency Rule: Never use the same color for different purposes in the same view. For example, if your title is pink, make sure your habit status indicators are yellow or another distinct color.

Rule 8: Say No to GIFs

Skip the GIFs entirely. While they might seem fun initially, GIFs become boring quickly and create maintenance overhead.

You'll find yourself constantly wanting to change them, falling back into the redesign trap we're trying to avoid.

Better Alternatives:

• High-quality static images

• Consistent icon styles

• Clean color blocks

• Minimalist covers

Rule 9: Master the Style() Formula

Transform your formulas from functional to beautiful using the style() function:

Basic Syntax:

style("your text", "color", "formatting", "background")

Example:

style("Completed", "green", "b", "light_green_background")

This creates green, bold text with a light green background—perfect for status indicators.

Learn More: Check out Notion's official formula documentation for complete style() options.

Rule 10: Embrace Simplicity

Less is more. When starting out, it's tempting to add every possible view, color, and feature. Resist this urge.

Keep It Simple:

• Use only essential views

• Limit your color palette

• Focus on what you actually use daily

• Remember: complexity doesn't equal sophistication

The most successful Notion templates are often the simplest ones—they're easier to maintain, faster to load, and more pleasant to use daily.

Applying These Rules to Sub-Pages

These principles don't just apply to your main dashboard. Use the same approach for all pages within your system:

• Consistent color palette across all pages

• Same icon style throughout

• Logical layout structure

• Strategic use of columns and alignment

Ready to See These Principles in Action?

If you want to see these rules applied in a complete system that's both beautiful and functional, check out
👉 Second Brain 6.0

It comes with three distinct style options:

• 🌸 Pink & Purple (vibrant and creative)

• ⚫ ⚪️ Minimal Black & White (clean and professional)

• 🎆 Anime Makoto Shinkai (inspired and artistic)

Each style demonstrates these design principles while offering different aesthetic approaches to suit various preferences.

Key Takeaways

Creating the perfect Notion template isn't about following every design trend or using every available feature. It's about understanding these fundamental principles:

1. Structure beats decoration - A well-organized dashboard trumps a pretty but chaotic one

2. Consistency creates professionalism - Stick to your chosen colors and styles

3. Simplicity ensures longevity - The best templates are the ones you don't feel compelled to change

4. Function guides form - Make design decisions that enhance usability

Stop redesigning and start optimizing.

Your future productive self will thank you for creating a template that works beautifully for months, not just days.

What's your biggest challenge with Notion template design? Share your thoughts and let's build better productivity systems together.