Learn how to manage your projects with Notion.

💡The " Notion Life Community " is now open!
By subscribing, you can read all paid articles , and you also get benefits such as Notion support for questions and study sessions . Click here to join the community where you can connect with many Notion users!

Hello! I'm Rei, an official Notion ambassador.

This time, I'd like to introduce one example of how I use Notion at work : " How to manage projects with Notion "!

This project management page was actually created by our company. If we can get project management on track with Notion, I think it will make our work much easier, preventing our work from becoming too mundane and allowing us to accumulate knowledge.

I hope this will be helpful for project managers and other people who work in jobs that involve managing work progress .

This time we will explain this template in detail, so please read to the end!

Get Notion here!

🎬 Director: Rei
✍🏻 Writer: Mino Kurumi

Why use Notion for project management?

My main job is as a project manager. Managing the progress of a project requires a lot of work, and various tasks are carried out in parallel, so it requires a lot of brainpower.

Although I have accumulated knowledge and am now able to work smoothly, when I first joined the company the situation was far from being "easy to work in."

In many cases, work can be completed easily if there is something like a task list or a procedure manual , but at my company, there wasn't much of that kind of knowledge left .

This is what we call a state of secularization . Every time the person in charge changes, you have to start from scratch and proceed from scratch , so this is something you want to avoid if possible.

I realized that this situation was not good, so I started by creating a Notion page on my own to create a place to store knowledge , and gradually introduced it to the company . That's where I created the project management page that I'll introduce here.

This page not only allows you to manage the progress of the entire project , but also allows you to clearly manage multiple parallel tasks using a Gantt chart , and you can also accumulate this knowledge .

If there are any project managers or people in jobs that involve managing work progress who are struggling with similar issues, I hope this page will be of some help to you!

How to manage your projects with Notion.

Now, let's take a look at the details of the project management page we're distributing this time and how to use it .

1. Register and share your project

First, let's register the project in the " Project List " database!

Once you create a new page, enter the project name in the title, select the status, and fill in the properties such as the project type, person in charge, and schedule (start date and end date).

The page contains a filtered " Task Management " database of the projects you've created.

By sharing this page, all members can see the tasks related to the project .

2. Register tasks and schedule them

Next, register the tasks related to the project and create a detailed schedule.

The "Task List" database at the top of the page and the task list on each project page are the same, so you can register tasks from either one.

To register a task, create a new page from the top or within a project and set the title and status.

Next, set the schedule (start date and end date) for that task. We recommend using the " Timeline View " in the "Task List" to schedule, as all you need to do is move the bar.

Be sure to select a person in charge so that you can filter them later.

It is also recommended to write down the more detailed tasks within each task on the page so that the person in charge can easily understand them.

3. Track your progress with filters and Notion AI

As a project progresses, you start to worry about the schedule and task progress .

Notion makes progress management easy. Not only team members but also the person in charge can check the progress , so it seems very easy to understand what team members are doing.

By filtering by "Assigned To," you can see a list of your own tasks and the tasks of the members whose progress you want to check . Looking at it in " Timeline View ," it's easy to see the deadlines for tasks.

We have also provided " Properties using Notion AI " for the task list database.

Amazingly, Notion AI can be used not only on the text on a page, but also on the properties of a database !

Here we are using the property " AI: Custom Autofill ".

You enter the text you want Notion AI to generate, and it will let you know your task progress based on the content of the page .

In this case, three tasks have been completed, so it says "two actions remain"...!

It's useful for other people to check your progress , so be sure to give NotionAI a try!

This is where Notion comes in handy.

Finally, let's review some of the benefits of using Notion to manage your projects.

1. Easy to use for organizations

Notion has a wide range of features for sharing pages and co-editing , making it ideal for both personal and corporate use.

You can share a project schedule with members with a single URL, hold meetings by opening a meeting minutes page together, or write down project tasks together and create pages collaboratively.

When multiple people are using it, the icons of the members move, so I personally like the fact that it's easy to visually see "where they are currently editing."

2. It's easy to manage projects and tasks

Of course, it also makes project and task management extremely easy .

The key feature of Notion is that it can display one database in various formats. The Gantt chart in particular makes it easy to visually check schedules and change periods simply by moving the bars , making it perfect for managing projects and tasks.

It's also very convenient to be able to filter by assignee and display only your own tasks.

3. Gain knowledge as you use it

Creating knowledge and work procedures is very important, but writing them down while you're working takes a lot of time and effort.

In Notion, the pages you create become knowledge , so you can manage your projects while simultaneously accumulating knowledge .

Furthermore, with tools that require saving data in Excel or other formats, it can be difficult to decide where to store it, but with Notion, data is automatically saved to the server, and previous pages can be quickly opened , which I find very convenient.

You can also duplicate and use pages from past projects , so you won't have to worry about becoming too commonplace!

summary

That's it for how to manage your projects with Notion ! What do you think?

We encourage you to try using Notion AI to help with project management.

Also, for those who want to do more serious project management, the official Notion learning course also introduces how to create a project management page. If you're interested, check it out.

Click here for a list of Notion templates available on "Notion in Life" !

The book "Notion Life Hacks" is now on sale! It includes 36 templates and provides plenty of practical tips on how to use Notion.

We also introduce how to use Notion and specific examples of its use on YouTube, so please take a look if you're interested.

We will continue to provide information about daily life and Notion to help you get the most out of your busy days.

Thank you for reading to the end!
See you in the next article.