How to Use Notion for Project Management: Step-by-StepNotion is a flexible all-in-one workspace that combines notes, databases, kanban boards, calendars, and documents. It’s especially useful for project management because it lets you design workflows that match your team’s needs — from simple task lists to complex multi-project tracking with dependencies and reporting. This guide walks you through a step-by-step process to set up Notion for effective project management, with practical examples and templates you can adapt.
Why use Notion for project management?
- Flexible building blocks (pages, databases, blocks) let you tailor workflows.
- Rich views (Table, Board, Calendar, Timeline, List, Gallery) give multiple perspectives on work.
- Relational databases connect tasks, projects, people, and assets.
- Built-in collaboration: comments, mentions, shared pages, and permissions.
- Lightweight automation via templates, recurring tasks, and integration options.
Step 1 — Plan your project structure
Before building in Notion, decide how you want to organize projects. Common approaches:
- One workspace page per project (best for large, distinct projects).
- One master Projects database with each row representing a project (best for portfolio-level views).
- One Tasks database linked to Projects, enabling cross-project task tracking (recommended for most teams).
Decide key items you need to track: tasks, milestones, owners, status, priority, due dates, time estimates, and resources.
Step 2 — Create core databases
You’ll typically need at least three core databases: Projects, Tasks, and Team (or People). Create them as full-page databases for best flexibility.
Example fields (properties):
Projects database
- Name (Title)
- Status (Select: Idea, Active, On Hold, Completed)
- Start Date (Date)
- End Date (Date)
- Priority (Select)
- Owner (Relation → Team)
- Tasks (Relation → Tasks)
- Progress (Formula or Rollup)
Tasks database
- Name (Title)
- Project (Relation → Projects)
- Status (Select: Backlog, To Do, In Progress, Review, Done)
- Assignee (Person or Relation → Team)
- Due Date (Date)
- Priority (Select)
- Estimate (Number, hours)
- Tags (Multi-select)
- Blocked (Checkbox)
- Subtasks (Relation → Tasks)
- Parent Task (Relation → Tasks)
Team database (optional)
- Name (Title)
- Role (Text or Select)
- Email (Text)
- Photo (Files & media)
Tip: Use Relations to connect Tasks ↔ Projects and Tasks ↔ Team, and use Rollups to surface aggregate data (e.g., % tasks complete per project).
Step 3 — Set up views for visibility
Use multiple views to provide the right perspective for different stakeholders.
Projects database views
- Board by Status — quick pipeline view.
- Table — full details and filters.
- Calendar — project start/end dates.
- Timeline — roadmap across time.
Tasks database views
- Kanban Board grouped by Status (Backlog → Done).
- Table filtered by Project or Assignee.
- Calendar for due dates.
- Timeline for longer tasks with start/end.
- My Tasks — filtered view showing tasks assigned to the current person (use filter Assignee contains @me or Assignee is [person]).
Example filters and sorts
- Priority: Filter to show only High priority.
- Overdue: Filter Due Date is before today and Status is not Done.
- Upcoming: Sort by Due Date ascending.
Step 4 — Build templates for consistency
Templates speed onboarding and keep entries consistent.
Project template
- Pre-filled Status: Active
- Sections: Overview (text), Goals, Milestones (linked database view), Key Links, Stakeholders, Project Plan (Timeline embedded).
- Default properties: Priority = Medium, Owner empty.
Task template
- Checklists: “Acceptance criteria”, “Steps to reproduce” etc.
- Default Status: To Do
- Pre-set Tags: e.g., bug, feature, improvement.
- Subtask area: Linked view to Subtasks relation.
How to create: In any database, open New → New template → add blocks, database view embeds, and set default property values.
Step 5 — Use relations and rollups for automation
Relations link records across databases; rollups summarize related data.
Common rollups
- Project progress: Rollup tasks → calculate percent completed (using Formula: completed tasks / total tasks).
- Project due date: Rollup tasks → earliest/ latest due date.
- Total estimated hours: Rollup of Estimate property.
Example formula for percent complete:
- Create a Rollup “Completed” that counts Tasks where Status = Done.
- Create a Rollup “Total” that counts all Tasks.
- Add a Formula: if(prop(“Total”) == 0, 0, round(prop(“Completed”) / prop(“Total”) * 100))
Step 6 — Plan timelines and milestones
- Use the Timeline view on Projects or Tasks to map start/end dates and visualize overlaps.
- For milestone tracking, create a Milestones database or mark tasks with a Milestone checkbox and show them on the project page.
Tips:
- Keep timeline items fewer and higher-level (epics) to avoid clutter.
- Use dependencies (via linked tasks or relations) and mark Blocked to signal blockers.
Step 7 — Run sprints or iterations
Notion supports sprint workflows via template and views.
Sprint setup example:
- Create a Sprints database with Start Date, End Date, Goals, and Tasks relation.
- Create a Board view for the sprint’s tasks (To Do, In Progress, Review, Done).
- Filter Tasks by Sprints relation to focus on current sprint.
Recurring sprint actions:
- Sprint planning: Add tasks to the sprint and estimate.
- Daily standups: Use a page template with yesterday/today/blockers and link to tasks.
- Retro: Use a Retrospective template page with feedback sections.
Step 8 — Collaboration and communication
- Comments: Use inline comments on blocks or database entries to discuss work.
- Mentions: @mention teammates to notify them.
- Shared pages: Use page sharing and set appropriate permissions (Can Read / Comment / Edit).
- Notifications: Team members receive notifications for mentions, assigned tasks, and page shares.
Best practice: Keep discussions inside relevant task or project pages rather than scattered in chat apps.
Step 9 — Integrations and automation
Notion integrates with many tools via native integrations, Zapier/Make, and API.
Common automations
- Create tasks from form submissions (Typeform → Notion).
- Sync calendar events to Notion for meeting notes.
- Push completed tasks to Slack notifications.
- Use Notion API or third-party tools to automate recurring reports.
Security note: Manage access via Notion workspace settings and limit admin-level permissions.
Step 10 — Dashboards and reporting
Create a Project Management dashboard page that aggregates key views.
Suggested dashboard blocks
- “My Tasks” linked view filtered to assignee.
- “Active Projects” board or table.
- Upcoming deadlines calendar.
- Burndown chart (via embedded external chart or formula-driven table).
- Quick links: templates, meeting notes, project backlog.
Reporting ideas
- Weekly status report: Create a template that pulls Rollups for progress, overdue tasks, and upcoming milestones.
- Resource load: Rollup sums of estimates by assignee to visualize workload.
Tips, best practices, and pitfalls
Tips
- Start small: model one project first, then expand.
- Standardize properties and statuses for consistency.
- Use templates liberally to save time.
- Archive completed projects to keep workspace tidy.
Pitfalls to avoid
- Overcomplicating with too many properties or views.
- Relying on manual updates — use rollups, automation, and consistent processes.
- Storing critical data in ambiguous pages; keep a clear hierarchy and naming conventions.
Example: Minimal setup to get started (step-by-step)
- Create a Tasks database with Title, Status, Assignee, Due Date.
- Create a Projects database with Title and Relation → Tasks.
- Make a Board view on Tasks grouped by Status.
- Create a Project page that embeds a linked Tasks view filtered to that project.
- Add a Task template with a basic checklist and default Status = To Do.
- Invite teammates and assign a first task.
Resources and templates
- Notion’s template gallery (use for inspiration).
- Community templates: project trackers, sprint boards, product roadmaps.
Using Notion for project management gives you the flexibility to shape workflows around your team rather than forcing the team to fit into rigid templates. Start with a clear structure, standardize key fields, and iterate: your setup will become more powerful and efficient as you refine relations, rollups, and templates to match how your team works.
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