Beginner Guide on How to Manage Projects with Notion

Notion is a very flexible tool. You can build almost anything with it. This is great, but it can also feel a bit much when you start. Don't worry! We will keep it simple. This guide helps you set up a basic project management system.

What You'll Learn:

• How to create a main page for your project.
• How to make a task list (database) for your project.
• How to use different views (like lists and boards) for your tasks.
• How to track progress.

Let's begin!

Step 1: Create Your Project Hub Page

Think of this as the main dashboard for your project. Everything important for that project will live here or be linked from here.

1. Open Notion.
2. Click "+ Add a page" in your sidebar.
3. Give your page a name. For example, if your project is to plan a birthday party, you could name it "Birthday Party Planning."
   • Example: You type "Website Redesign Project" as the page title.
4. Add an icon and cover (optional). This makes your page look nice. Click "Add icon" or "Add cover" above the title.
   • Example: You choose a 🎉 party popper icon for "Birthday Party Planning."

Your project hub page is now ready! It's empty now, but we will add to it.

Inside your Project Hub Page, you can add:

• A short description of the project.
• Goals for the project.
• Important links (like to design files or documents).
• And, most importantly, your task list!

Step 2: Create a Task List (Your First Database)

A task list helps you see what needs to be done. In Notion, the best way to make a task list is with a database.

1. On your Project Hub Page, click on an empty line.
2. Type /table and a menu will pop up.
3. Select "Table - Inline". This creates a table directly on your project page.
   • (Alternatively, you could choose "Table - Full page" if you want the task list to be its own separate, full page. For beginners, inline is often easier to start with.)
4. Give your table a name. Click where it says "Untitled" above the table and type a name like "Project Tasks" or "To-Do List."
   • Example: You name it "Website Tasks."

You now have a simple table! By default, it has columns like "Name" and "Tags." We will change these to be more useful for project tasks.

Step 3: Set Up Your Task Properties (Columns)

Properties are the details for each task. Think of them as columns in your table.

1. The "Name" Column: This is where you will write the task itself.
   • Example Task Name: "Design new logo" or "Buy cake."
2. Change or Add a "Status" Column: This shows if a task is done, in progress, or not started.
   • Click the header of the "Tags" column (or any other column you want to change).
   • Click "Edit property."
   • Change "Type" to "Select" or "Status." "Status" is a newer, dedicated option and is often better. Let's use "Status."
   • You'll see default options like "To-Do," "In Progress," and "Complete." You can keep these or add your own.
   • Example: For "Website Tasks," your statuses could be "Backlog," "Designing," "Developing," "Testing," "Done."
3. Add a "Due Date" Column: To know when tasks should be finished.
   • Click the "+" button at the far right of your table columns.
   • Choose "Date" as the "Type."
   • Name it "Due Date."
   • Example: For the task "Design new logo," you can click in the "Due Date" cell and pick a date from the calendar.
4. Add an "Assigned To" Column (if working with others): To know who is responsible.
   • Click the "+" button.
   • Choose "Person" as the "Type."
   • Name it "Assigned To."
   • Example: If you're working with "Sarah" on the website, you can assign the "Design new logo" task to her.

Your table might now look like this:

Go ahead and add a few tasks for your project!

Step 4: Use Different Views for Your Tasks

The table view is good, but Notion lets you see your tasks in other ways too. These are called "Views."

1. Find the "+ Add a view" button. It's usually next to the name of your table (e.g., next to "Project Tasks").
2. Create a Board View (Kanban Style): This is great for seeing tasks move through stages.
   • Click "+ Add a view."
   • Choose "Board" as the layout.
   • Give it a name like "Task Board."
   • Make sure "Group by" is set to your "Status" property.
   • Click "Done."
   • Now you will see columns for each status (e.g., "To-Do," "In Progress," "Done"). You can drag tasks from one column to another!
   • Example: You drag "Draft website content" from the "To-Do" column to the "In Progress" column.
3. Create a Calendar View: Perfect for seeing deadlines.
   • Click "+ Add a view" again.
   • Choose "Calendar" as the layout.
   • Give it a name like "Deadline Calendar."
   • Make sure it's showing events by your "Due Date" property.
   • Click "Done."
   • Now you'll see your tasks on a calendar, placed on their due dates.

You can switch between your Table, Board, and Calendar views anytime by clicking their names.

Step 5: Manage Your Project Day-to-Day

Now that you have your setup, here’s how to use it:

1. Add New Tasks: As new tasks come up, add them to your task table. Fill in the name, status, due date, and who it's assigned to.
2. Update Status: When you start a task, change its status to "In Progress." When you finish it, change it to "Done." The Board view is great for this.
3. Check Deadlines: Look at your Calendar view regularly to see what's due soon.
4. Add Notes to Tasks: Each task in your Notion table is actually its own page!
   • Hover over a task name and click the "OPEN" button that appears, or click the task name directly in some views.
   • This opens the task page. Here, you can add more details, sub-tasks (using checkboxes: type []), comments, or link related files.
   • Example: For the "Design new logo" task, you can open its page and add:
     • Checkbox list: [] Research competitors [] Sketch 3 ideas [] Get feedback
     • A link to a Pinterest board for inspiration.

Step 6: Tips for Success

• Start Simple: Don't try to use every Notion feature at once. The setup above is a great start.
• Be Consistent: Update your tasks regularly. A project plan is only useful if it's current.
• Customize Later: As you get more comfortable, you can explore more properties (like "Priority") or more advanced Notion features like relations and rollups (but don't worry about those now).
• Use Templates: Notion has many built-in project management templates. You can explore these for ideas once you understand the basics. Click "Templates" in your sidebar.

You're Doing Great!

Managing projects in Notion might seem like a lot at first, but by following these steps, you have a solid foundation. You created a project hub, a task database, and learned how to view your tasks in different ways.

Keep practicing, and you'll find what works best for you and your projects. Action builds business. Start small, start smart—then scale.

This content is AI-assisted and reviewed for accuracy, but errors may occur. Always consult a legal/financial professional before making business decisions. nrold.com is not liable for any actions taken based on this information.