The Best Way to Manage Tasks and Projects in Notion

After more than two years of working and experimenting within Notion, I've finally figured out how to move ALL of my task management into the app.. Today, I'll show you exactly how I do it, and share a template version so you can use my system as well.

💪GET STARTED WITH NOTION:

🐦Connect with me:

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Timestamps:

00:00 - Intro
00:37 - The Ultimate Tasks Template
01:57 - Daily Tasks feature
02:43 - Inbox and template features
04:13 - Subtasks
05:10 - Different task database views
06:25 - Today view
07:40 - Next 7 Days view
08:03 - Priority view
09:36 - Projects database
13:00 - Wrap up + more tips
14:39 - Ending easter egg

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#notion #taskmanagement #productivityapps
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Notion bills itself as an all-in-one workspace, replacing apps as varied as Evernote, Confluence, Excel, and Asana. But how can you actually manage your tasks and projects using Notion? A lot of people have asked me how to do this, and I've personally wanted to move all of my to do's and projects into Notion ever since I started using it.

Well, by Jove, I think I've got it (who was Jove, anyway?) Today, I'm walking you through (and sharing) my template for managing tasks in Notion. It's called Ultimate Tasks, and it's built to handle everything from your daily tasks to big, multi-stage projects. It's the result of more than two years of experimentation and battle-testing in Notion (often while trying to juggle tasks within Todoist, Asana, or ClickUp), and it's now what I use to manage all of my own tasks.

It handles recurring tasks, subtasks, Today and Next 7 Days views, Trello-style kanban boards, and more.

Props:
Edited by @Tony Santos

[Sheamus]

Thomas is just out here doing The Lords work. Thank you for all the effort, hugely appreciated.

[hadie]

I’m a 12 year old in middle school and I wanna thank you for making videos.

I want to say thank you for being such a great YouTuber. Your productivity tips and tutorials help me get more organized and help me have a better life. Your videos make my day. I watch your videos (old ones and new ones if you post) everyday. So thank you! Keep doing what your doing!

PS: Since you can’t put these vids on your channel because of the YouTube algorithm you should probably shoutout this YouTube channel on your main YouTube channel so you can get more views on this channel. I think not many people checked out this channel because the people who listen to your podcast don’t bother opening their phones and doing all the work to checkout your channel but if you link the channel in the description of one of the videos on your man channel more people will check it out because they will not have to do too much work to check it out.

[eshanprashar]

Thomas, this was an absolutely fantastic video! Top-notch stuff. I am going to use this guide and add a layer of "Goals" on top of "Projects", each project linked with a goal. Kudos to you because not only have you introduced a great framework, but you have also taught how to execute it on a day to day basis.

[jaredlane]

I cannot overstate how incredibly helpful this is! I work multiple part-time jobs, my own company, and grad. school. This system is everything I need to keep everything in one place but still focused and clean.

[HimanshuJain-mqtp]

Good lord! I'm 14 years old, struggling in Grade 10, as I've signed up for many different clubs outside of school; I've not had the time to organize myself, and I've been trying to see how I could improve your old task management system, but somehow, you've combined all that I was planning to do and more! Now, I feel like I can actually have the time to get my life under control; this setup could literally be its own application!

[thehanyee]

I'm finally getting a hang of Notion and this is easily one of the best templates out there. Takes a bit of time to set up but once done, its a lifesaver. Thanks for this Thomas..and clearly explaining everything..as well as providing this template for free :-)

[nazifawali]

You are an absolute lifesaver Tom. I have been into Notion for a while now and I wanted to make it more versatile, but I just didn't have the skills to set it up like this . This will help so much, cant thank you enough.

[msj]

Thank you, thank you, thank you!! I have been struggling for months with managing multiple roles, projects, tools, and tracking systems - all while knowing that things were falling through the cracks and feeling more and more overwhelmed. Not only does this workflow make perfect sense and answer a HUGE need that I have had with managing one-off tasks (as they come piling in!) and project tasks, it allows me to manage my day-to-day activity level knowing that I am addressing all areas. Thank you for all of the work that you put into making this awesome template and explaining how to use it, but also for providing it free of cost. Amazing. You are my hero!! Really, thank you.

[manassontakke]

You're a good guy Tom, Thanks for all these goods🙂

[Sapphobama]

I simply can’t thank you enough! I work for the NHS, and I have to wear different hats everyday, especially during this challenging year. Having a bird’s eye view of all my tasks has made life so much easier. Had to pause the video a few times as I’m new to notion, but after a few attempts, I couldn’t help smiling to myself on the way home. Thank you 👏🏾👏🏾👊🏿

[ritchiee]

I've been a notion user for a couple of months and I have struggled quite a lot understanding they way it works.. but I can gladly say that thanks to your videos I could finally see the light.

Thanks a bunch for your dedication and making this and other templates available for everyone on the net. Personally, I would not have been able to make them myself.

[ThomasFrankExplains]

Quick update: I've had to make a change to the Inbox. Now, the "Inbox" checkbox has to be checked for tasks to show in the Inbox. If it's unchecked, they'll disappear even if Due is empty.


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Explanation:

I realized that there's just no way to force Inbox to be checked on new tasks while also allowing tasks to stay in the inbox in a situation where Inbox is unchecked (even if the due date is empty).

One of the main tools I'm using here is Filters as "forcing functions" - i.e. forcing a new row to take on properties automatically due to a filter. Try as I might, there's no way to use "Inbox is Checked" as a forcing function without making sure tasks are always filtered by it.

So that makes Inbox a bit simpler now - tasks are always there as long as Inbox is checked.

[hotgibson]

Omg I downloaded this—— I’m Absolutley shook!!! I’ve never had a system like this. This is absolutley life changing.

[MichelleF]

Dude! You're awesome! Can't wait to get started with this template. I hate having multiple apps 😁

[daemoneko]

The fact that you're giving the template for free is so cool, I was looking for a good format which handles my specific requirements, so thank you so much for this!

[tommaciejewski]

Thomas, I have watched the long version first and this video just clarified so much. I owe you for sharing this template man. Huge props!

[bhumiharia]

This truly is ultimate. Thank you so much, I can't believe this is all available for use already.

[some]

Please someone tell me I'm not the only one having a hard time trying to understand this template?? I've watched the video 3 times already lol

[onemouthymerc]

Omg, this is the first project management template I've found that actually gives me recognizable project management features from Jira or Trello. Most of the time it's just a super basic Kanban and a blank page for to-do lists or something. Thank you so much for making this!

[MakeItCountMan]

Hi Thomas, I just want to do an appreciation post for the type of content you provide. I found your channel when it was relatively small and you have always provided quality and informative content for free. Your tutorials have really helped me in some way. Thank you for introducing me to Notion. It is literally my brain's thoughts stored on the cloud!