How I Built NOVA, The Notion AI Agent That Actually Works

I spent a week building NOVA, my Notion custom AI assistant. Here's exactly how I structured personality, modes, and memory to get outputs I actually use.

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I used to waste 10-20 minutes per AI conversation just clarifying what I actually wanted.

The responses were ‘ok’ at best.

They were missing something.

They missed my context.

Sure, you would say most LLMs now have memories etc, but none of them have the deep contextual knowledge that I want.

All my work are in Notion, and the Notion AI is ok.

Yes I know there are MCPs and Connectors and all, but it feels sluggish to have to work in multiple systems.

Every interaction felt like training a new intern from scratch.

And I want to only work in my Notion Workspace - Particularly my Solopreneur Success Second Brain!

This is why when Notion 3.0 was introduced, I was pumped!

Then I discovered something that changed everything.

I could train my own AI with Notion AI Agent!

Not with code.

Not with complex machine learning.

Just with clear instructions.

Over the past week, I built something in Notion.

A custom AI system that knows my work style, understands my business, and delivers outputs I can use immediately.

This post breaks down exactly how I did it.

By the end, you’ll have a blueprint to build your own. (Link to duplicate the entire Custom Instruction can be found at the end of this post)

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Table of Content

• Why I Needed Custom AI Instructions

• The Foundation: Personality and Identity

• Writing Style Rules

• The Mode System Architecture: Sub-Agent

• Memory and Context Management

• Special Rules and Protocols

• The Build Process

• Results and What Changed

• Your Step-by-Step Blueprint

• Key Takeaways

• Want to shortcut this journey? - Get a copy of the custom instructions

• Want to shortcut this journey? - Use my AI Instruction Builder mega prompt

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These are the tool I personally use and recommend:

• Notion,

• Notion AI

Just a heads up, these are affiliate links. So, if you end up buying something using my link, I’ll get a small cut, but don’t worry, it won’t cost you any extra.

You can also download this free resource if you’re keen to learn Notion.

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Why I Needed Custom AI Instructions

Let me paint the picture of my frustration.

I’d ask AI to draft a newsletter. It would give me 800 words with phrases like “in today’s fast-paced world” and “unlock your potential.”

I’d ask for strategy help. It would list 15 options with no clear recommendation. Or they recommend without understanding my circumstances.

I’d request content in my voice. It would sound like a corporate press release.

The problem was not the AI’s capability.

The problem was context.

Generic AI has no idea:

• What my business actually does

• How I communicate

• What frameworks I use

• What I’ve already tried

• What matters most to me right now

As a solopreneur running everywhere, I needed an AI that could switch between content creation, strategic planning, and execution support without losing the context.

I needed consistency. Speed. Relevance.

So I made a decision when Notion introduced Notion AI Agent.

Invest 20+ hours upfront to save hundreds of hours over the next year.

That investment became NOVA, Neural Operative Virtual Assistant. Yes, I even gave my Notion AI Agent a name. Ha!

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The Foundation: Personality and Identity

I started with a question: What role should NOVA play in my work?

Not just “assistant.”

That’s too vague.

I defined NOVA as a strategic partner and execution assistant.

Strategic partner means NOVA should:

• Anticipate needs before I ask

• Surface insights proactively

• Challenge assumptions when helpful

• Act as a sounding board for ideas

Execution assistant means NOVA should:

• Handle repetitive tasks with speed

• Organize knowledge seamlessly

• Provide objective analysis

• Adapt to my personal style

Then I tackled tone of voice.

I wanted clear and concise communication.

No unnecessary adjectives.

Occasionally witty, but never distracting.

Calm under pressure. Steady presence.

I wrote this into the personality profile at the top of my instructions page. This became the foundation for every interaction.

But personality alone was not enough. I needed to define how NOVA thinks.

The Agent Identity section establishes core values:

• Methodical and data-driven

• Committed to thorough analysis

• Values accuracy and logical reasoning

• Believes better information leads to better decisions

These traits shape how NOVA approaches problems.

It’s not just about what NOVA says, but how it reasons.

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Writing Style Rules: The Game-Changer

This section took the longest to build. It’s also the most valuable.

I started noticing patterns in AI output that annoyed me:

• Em dashes everywhere

• Passive voice hiding accountability

• Buzzwords like “leverage” and “unlock”

• Hedge phrases like “it’s worth noting that”

So I created a banned words list.

Over 50 words and phrases that NOVA cannot use:

• delve, embark, unlock, revolutionize

• tapestry, realm, landscape, testament

• game-changer, cutting-edge, groundbreaking

• “in a world where,” “it remains to be seen”

I added strict punctuation rules:

• Avoid em dashes completely

• Avoid semicolons

• Use commas and periods for clean separation

I required active voice:

• “I recommend X” not “It is recommended that X”

• “Data shows Y” not “It has been shown that Y”

Then I added my speech patterns.

I analyzed my best-performing content and identified characteristic phrases:

• “Cool right?”

• “Let’s be honest...”

• “Bottom line?”

I documented my teaching style:

• Numbered frameworks

• Clear sub-heads

• Reference authorities by name

• Use contrast patterns (”Not X, but Y”)

I specified content structure preferences:

• Bold for key concepts

• Bullets for actionable advice

• Rhetorical questions for engagement

• Clear next actions at the end

The result?

NOVA’s output now sounds like me. Not generic AI.

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The Mode System Architecture: Sub-Agent

One AI personality for everything creates mediocre results.

You need specialized behavior for specialized tasks.

I built 12 modes:

1. Notion Workspace Mode - Database design, workspace organization

2. Productivity Mode - Planning, prioritization, habit tracking

3. Decision Making Mode - Framework-based analysis, trade-offs

4. Strategy & Action Planning Mode - Roadmaps, milestones, playbooks

5. Content Writer & Social Media Mode - Drafting, editing, repurposing

6. Blog Post Writing Mode - SEO-optimized long-form content

7. Email Marketing Mode - Sequences, campaigns, segmentation

8. Marketing & Growth Mode - Funnels, experiments, metrics

9. Sales & Offers Mode - Positioning, sales pages, objections

10. Research & Learning Mode - Synthesis, comparisons, insights

11. Execution Support Mode - Briefs, notes, task lists

12. Personal Knowledge Master Mode - Institutional memory, context

Each mode has its own dedicated instruction page linked from the main NOVA page.

But here’s the key:

I built auto-select rules so I don’t have to manually choose every time.

NOVA automatically picks:

• Workspace mode for database questions

• Productivity mode for daily planning

• Content mode for drafting and editing

• Strategy mode for roadmaps

• Research mode for synthesis

If a request matches multiple modes equally, NOVA asks me to choose with 2-3 options.

This prevents analysis paralysis while maintaining precision.

For complex projects, NOVA can sequence multiple modes:

1. Strategy mode to define outcomes

2. Decision mode to pick approach

3. Execution mode to create briefs

4. Content mode to produce assets

5. Marketing mode to plan distribution

The mode system transforms NOVA from a general assistant into a specialized team.

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Memory and Context Management

AI without memory is exhausting.

You repeat yourself constantly.

Every chat starts from zero.

I solved this with a Memory section that NOVA updates continuously.

The structure includes:

Business fundamentals:

• My products (Solopreneur Success Series, AI Toolbox, etc.)

• My lead magnets and offers

• Pricing and positioning

• Target audience

My Core frameworks:

• P.E.A.C.E. (Purpose, Environment, Alignment, Creativity, Elasticity)

• 7 Foundational Rules of Solopreneur Success

• Content categories and systems

Preferences:

• Daily brief at 8:00 AM SGT

• Citation requirements

• Mode defaults for different tasks

• Writing style specifics

Project context:

• Current campaigns (Solopreneur Success Series launch)

• Active initiatives (YouTube ramp-up)

• Collaboration partners

I also linked to a mini profile page with deeper background.

The Memory section follows a protocol: NOVA asks before adding new preferences to keep it organized.

This prevents memory bloat while capturing what matters.

The result?

NOVA knows my business as well as I do.

Context is never lost between conversations.

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Special Rules and Protocols

Small rituals create consistency.

I added a quote protocol: NOVA shares one relevant inspirational quote at the start of each new chat.

Format: italicized quote, separator line, then response.

This creates a moment of intention before diving into work.

I defined a response flow framework:

1. Clarify - Confirm outcome and constraints in 1-2 lines

2. Structure - Present outline or framework before long copy

3. Recommend - Offer 1-3 options and pick one with rationale

4. Next step - Give smallest visible action to move forward

5. Cite - Reference sources and internal pages when used

This structure eliminates confusion and speeds execution.

I required citations for credibility.

When NOVA uses information from my workspace, it must cite the source page.

I set up daily brief automation:

• Posted at 8:00 AM SGT

• Includes top 3 priorities from flagged tasks

• Highlights risks and gives one nudge

• Lives in my Second Brain Tasks database

These protocols make NOVA proactive, not just reactive.

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The Build Process

We start off by opening Notion AI.

Then we select the ‘Personalize’ button to access the Notion AI settings.

Then we select ‘Edit instructions’ to open up the page where the magic happens.

Subscribers to Solopreneur Code will have access to my NOVA instructions. So all you need to do is duplicate NOVA instructions into your personal workspace.

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Duplicate my complete NOVA instruction template - Get the exact Notion AI Agent setup I use, ready to customize with your business details

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Select this page, and edit the entire page to your liking.

Alright, let’s start.

Building NOVA in Notion was straightforward once I knew what I wanted.

I created a single page titled “NOVA” with a custom icon.

I organized sections with color-coded headers (orange background) to make navigation easy:

• Personality Profile

• Agent Identity

• Chat Interaction

• Memory

• NOVA Modes

• Mode Selection Policy

I used callouts for important rules and tips.

Grey background with relevant emoji icons.

Toggle blocks keep the Memory section collapsed by default so it doesn’t clutter the view.

For each mode, I created a separate linked page:

• “Notion Workspace Mode — AI Instructions”

• “Content Writer & Social Media Mode — AI Instructions”

• And so on...

This modular structure keeps instructions maintainable. I can update one mode without touching others.

Once I set this NOVA page as my “AI Instructions” in Notion settings.

Now every time I chat with Notion AI, it references this page automatically.

The key was iterating based on real use.

I’d make a request, review the output, identify problems, then update instructions.

Over 3 weeks, the quality curve went from 60% usable to 90% usable.

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Results and What Changed

Before NOVA:

• 20 minutes per AI interaction clarifying requirements

• Generic outputs requiring heavy editing

• No consistency between conversations

• Starting from scratch every time

After NOVA:

• 2 minutes per interaction with clear, actionable output

• 80-90% of content usable immediately

• Consistent voice and style

• Context carries forward automatically

Time saved: 15-20 hours per week.

I even created a Notion template by just talking to NOVA!

Quality improvement: Content now requires light editing instead of complete rewrites.

Unexpected benefits:

1. Better thinking - The response framework forces me to clarify what I actually want

2. Knowledge capture - The Memory section became documentation of my business

3. Faster iteration - I can test ideas in minutes instead of hours

4. Mental clarity - Offloading repetitive thinking frees cognitive bandwidth

What I’d do differently:

1. Start with 3-5 modes, not 12 - Build complexity gradually

2. Document speech patterns earlier - Capture your voice from day one

3. Test with real projects immediately - Theory breaks down fast in practice

4. Version control - Keep snapshots of major instruction changes

5. Share with others sooner - External feedback reveals blind spots

The biggest lesson: specificity compounds.

Every constraint you add multiplies output quality.

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Your Step-by-Step Blueprint

Here’s how to build your own custom AI system:

Step 1: Define Role and Personality

• What role should your AI play? (Partner? Assistant? Teacher?)

• What tone fits your work? (Professional? Casual? Direct?)

• What traits matter most? (Speed? Depth? Creativity?)

Step 2: Document Writing Style

• Analyze your best content for patterns (you can link your existing depository of posts and articles and get NOVA to reference them)

• List 10-20 phrases you use regularly

• Identify words and patterns you avoid

• Specify formatting preferences (bullets, headers, etc.)

Step 3: Identify Core Tasks

• List your 5 most common AI requests

• Group similar tasks together

• Create 3-5 specialized modes to start

• Write clear charters for each mode

Step 4: Build Memory Structure

• Document business basics (products, audience, offers)

• Capture frameworks you use repeatedly

• Note preferences and defaults

• Link to key reference pages

Step 5: Add Protocols

• Define response structure

• Set citation requirements

• Create rituals (like the quote protocol)

• Establish auto-select rules for modes

Step 6: Test and Iterate

• Use it for real work immediately

• Note what works and what doesn’t

• Update instructions weekly at first

• Get feedback from others if possible

Step 7: Maintain Over Time

• Add preferences as you discover them

• Expand modes when gaps appear

• Prune outdated information

• Keep Memory section organized (Make sure you get NOVA to ask for permission to edit the memory)

Start small.

A 500-word instruction page beats no instructions.

Then expand based on what you actually need, not what seems comprehensive.

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Key Takeaways

Custom AI instructions are not a nice-to-have.

They’re force multipliers.

Specificity beats generality every time.

The more constraints you add, the better the output.

Your AI should adapt to you, not the other way around. Train it to match your workflow, voice, and preferences.

This is a living system.

It evolves as you learn what works.

Version 1 will be rough. Version 10 will be remarkable.

The 20+ hours I invested in NOVA has already returned 100+ hours. That ROI compounds weekly.

If you work with AI regularly, this is the highest-leverage project you can tackle.

Start today.

Build your instructions.

Train your assistant.

And have lots of fun!

Your future self will thank you.

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Want to shortcut this journey?

You have two options:

1. Duplicate my complete NOVA instruction template - Get the exact Notion AI Agent setup I use, ready to customize with your business details

2. Use my AI Instruction Builder mega prompt - A structured prompt that guides any AI (ChatGPT, Claude, etc.) to build custom instructions for you in one session.

Here’s the AI Prompt:

You are an AI Instruction System Architect. Your job is to interview me and then build a complete, customized AI instruction page that I can use to train my AI assistant.

This will be a multi-step process:

**STEP 1: DISCOVERY INTERVIEW**

Ask me these questions ONE AT A TIME. Wait for my answer before moving to the next question. Be conversational and helpful.

### Foundation Questions

1. What is your name and what do you do professionally? (e.g., solopreneur, consultant, designer, developer, etc.)
2. What do you want your AI assistant to be called? (If you don’t have a name, I can suggest options based on your work)
3. What role should your AI play in your work?
    - Strategic partner who challenges your thinking?
    - Execution assistant who handles tasks quickly?
    - Creative collaborator who generates ideas?
    - Research analyst who synthesizes information?
    - Some combination? Explain.
4. What tone of voice do you prefer?
    - Professional and formal?
    - Casual and conversational?
    - Direct and concise?
    - Warm and encouraging?
    - Something else? Describe it.
5. What are your core values or traits that should guide how your AI thinks and operates? (e.g., data-driven, creative, methodical, bold, cautious, etc.)

### Writing Style Questions

1. Do you have a personal writing style or voice? Describe it, or share 2-3 examples of your best writing.
2. Are there specific words, phrases, or writing patterns you LOVE to use? List them.
3. Are there specific words, phrases, or writing patterns you HATE and want your AI to avoid? List them. (Common examples: “delve,” “unlock,” “game-changer,” em dashes, passive voice, jargon, etc.)
4. How do you prefer information structured?
    - Bullet points?
    - Numbered lists?
    - Short paragraphs?
    - Headers and sections?
    - Visual frameworks?
5. When your AI gives recommendations, what format works best?
    - Single best option with rationale?
    - 2-3 options with pros/cons?
    - Comprehensive analysis of all possibilities?

### Task and Mode Questions

1. What are the 5-7 most common tasks you’ll ask your AI to help with? (Examples: content writing, research, strategy planning, email drafts, data analysis, brainstorming, project planning, etc.)
2. For each task you listed, would you want your AI to behave differently? Should we create specialized “modes” for different types of work?
3. Should your AI automatically detect which mode to use, or do you prefer to choose manually each time?

### Memory and Context Questions

1. What information about your business, projects, or work should your AI always remember?
    - Your products or services?
    - Your target audience?
    - Your business model?
    - Your frameworks or methodologies?
    - Current projects or campaigns?
2. Do you have any recurring workflows, systems, or frameworks your AI should reference? (e.g., content calendar, sales funnel, project management system, etc.)
3. Are there specific people, teams, or partners your AI should know about?

### Protocol and Special Rules Questions

1. How should your AI structure responses?
    - Should it clarify your request first?
    - Should it give you an outline before long responses?
    - Should it always include next steps?
    - Should it cite sources?
2. Do you want any special rituals or protocols? (Examples: daily briefings, inspirational quotes, weekly reviews, progress check-ins, etc.)
3. How should your AI handle ambiguity or unclear requests?
    - Ask clarifying questions?
    - Make its best guess and proceed?
    - Offer 2-3 interpretations and ask you to pick?
4. Any other preferences, constraints, or requirements I should know about?

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**STEP 2: BUILD THE INSTRUCTION SYSTEM**

After I’ve answered all your questions, you will:

1. Generate a complete AI instruction page in Notion-flavored markdown format
2. Include all these sections:
    - **AI Name and Identity** (with personality profile)
    - **Agent Identity** (core values and thinking style)
    - **Chat Interaction Guidelines** (tone, style, response structure)
    - **Writing Style Rules** (specific dos and don’ts)
    - **Speech Patterns** (if applicable, based on my examples)
    - **Memory Section** (pre-filled with the context I provided)
    - **Modes System** (if we decided on multiple modes, with clear charters for each)
    - **Mode Selection Policy** (auto-select rules or manual selection)
    - **Special Protocols** (any rituals, formats, or unique requirements)
3. Make it:
    - Specific and actionable (no vague instructions)
    - Well-organized with clear headers
    - Easy to maintain and update
    - Optimized for the AI to follow precisely
4. Include helpful tips for me on:
    - How to set this up in Notion (or other AI platforms)
    - How to test and iterate
    - What to update as I learn my preferences

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**STEP 3: REFINEMENT**

After showing me the complete instruction system, ask:

- “Does this capture what you need?”
- “Should I adjust any sections?”
- “Would you like me to expand any particular area?”

Then make any requested refinements.

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**YOUR FINAL DELIVERABLE:**

A complete, copy-paste-ready AI instruction page customized specifically for my work, style, and needs.

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**Now, let’s begin. Start by asking me Question 1.**

How to Use This Mega Prompt

1. Copy everything above (from “You are an AI Instruction System Architect” to “Start by asking me Question 1”)

2. Open a new AI chat (Claude, ChatGPT, or any AI that supports long context)

3. Paste the mega prompt and hit enter

4. Answer the questions one by one, thoughtfully and specifically

5. Review the generated instruction system the AI creates for you

6. Request refinements if needed

7. Copy the final output into a Notion page (or your AI platform’s instruction field)

8. Set it as your AI instructions and start using your customized assistant

9. Iterate based on real use over the first few weeks

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Thanks for reading! Ready for the next step?

See what to do next >

Let’s crack the growth equation and build a thriving one-person business on your terms!

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