We've created the ultimate task management template that makes Notion and GTD a reality!

💡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!

What task management tools do you use? There are probably many people who have used a variety of tools, or who are not satisfied with the tools they use.

This time, I'd like to introduce you to my original Notion task management page, which I, a Notion Ambassador, created after two years of trial and error!

We have also started selling templates, so if you're interested, please check them out 👇️

We also have a video introducing this task management page! If you want to check it out in video form, please check it out here.

Get Notion here!

🎬 Director: Rei
✍🏻 Writer: Mino Kurumi

1. I want to recreate GTD task management with Notion!

There are many methods for task management, such as the Eisenhower Matrix and calendar blocking, and I have tried a few of them in the past.

However, most of the methods aim to complete tasks, but organizing them often takes time, and in the end, the tasks don't progress...this is a common pattern.

Also, the more tasks I have, the more I want to complete them quickly, but organizing them takes so much time that it just doesn't feel right.

The method we ultimately came up with was GTD (Getting Things Done).

GTD is a method of clearing your mind by filtering a large number of tasks, allowing you to work efficiently. It makes it easier to decide what you need to do now by decluttering tasks and sending off tasks that don't need to be done now to the future. It also has the advantage of allowing you to focus on important tasks, making it easier to progress with tasks.

I wanted to create a page that would make it easy to implement GTD in Notion, so I spent about a year actually using it and making repeated revisions.

The result is the task management page that we will introduce here.

2.Overall view of the page

The main part of this task management page is the "Today" page, which displays today's tasks. The page is divided into three main areas.

Yellow: Task list area <br>This is the area where you add and manage tasks.
Now we will organize our tasks based on GTD.

Blue: Page/folder area
You can access a page where you can view your tasks for the week, all your tasks, or tasks for each folder.

Green: Button area - Button to change past task dates to today - Button to open the Notion calendar - Button to open document (note)
・Button to add habits in bulk <br> and other convenient buttons are provided.

3. Basic usage

The template is designed to make it easy to practice GTD by following the steps below.

📥 Add a task

The task is " 📥 Add it from the "Inbox" folder. This is the box where you put whatever comes to mind.

I write down what I'm thinking at the time , what I need to do , what I want to do, etc., and try to keep my mind as empty as possible.

🗑️ Delete things you don't need to do

First" 📥 Determine whether the items in your Inbox are tasks, and delete anything that is not a task or does not need to be done at this point.

💭 Add things you want to do someday to your "Wishlist"

" If the task in " 📥 Inbox" is something you want to do someday , move it to the "💭 Wishlist" folder.

You can move a task into a folder by grabbing the " ⋮⋮ " (block handle) to the left of the added task.

🏁 Put big tasks into "Projects"

" Among the items remaining in " 📥 Inbox," those that are long-term projects or large units of tasks are moved to "🏁 Project." (Example: Starting a YouTube channel, etc.)

The "🏁Project" task doesn't have a specific ToDo in this state, so when necessary, you can use " 📥 Add small tasks to your Inbox (e.g., create a YouTube account, decide on a concept, etc.).

💬 If you don't do it yourself, put it in "Waiting"

" 📥 Tasks left in " Inbox" Things I can't do alone If it is something that is waiting for the other party, it will be moved to "💬Waiting". (Example: A matter waiting for confirmation, an email that has not been replied to, etc.)

By moving here, you can temporarily step away from the task until it's your turn to do it.

In GTD, you should be conscious of reducing the number of tasks remaining in your "📥 Inbox" as much as possible .

⏰ Tasks that can only be done at a specific date and time can be added to "Remind"

Of the remaining tasks, if there is a specific date and time for them to be done or they can only be done at a specific time, move them to "⏰Remind" and set the date.

This will prevent the task from appearing until the date you set, allowing you to temporarily forget about it.

The template allows you to open a Notion calendar from the page, and you can even set the time in Notion .

⌛️ If it can be done in under 2 minutes, do it right away

Finally, " 📥Among the tasks remaining in " Inbox," I'll do any that can be completed in less than 2 minutes right away . When a task is completed, I check it off and it moves to the "☑️Completed" folder.

🔥 Put the remaining tasks into "NextAction" and execute them in order.

Any task that can't be completed in 2 minutes or less is moved to "🔥NextAction." Only the tasks remaining here are the ones you need to address .

In this way, you can easily manage your tasks using GTD by simply moving from the top to the bottom of this task management page.

4. Useful points

The template offers many convenient features for task management.

🏷️ Tag your tasks to organize them in detail

You can organize your tasks by tagging them with genre and priority tags. You can also use the tags to sort and filter your tasks.

💫 Supports recurring tasks

We have pre-built automation and database templates for recurring tasks, and you can set monthly and weekly tasks to be added automatically.

📱 Accessible from smartphones and tablets

We have prepared a page specifically for smartphones , and have focused on a design that is easy to use on any device. In addition to PCs, it can be used on a variety of devices, including smartphones and tablets.

5. Get the template here!

"Todotion" is a task management template that we highly recommend to anyone who wants to manage their tasks comfortably with Notion or who wants to try out GTD .

As a bonus, purchasers will receive a detailed guide page on how to use the app and a one-month free coupon for the Notion Life community !

Please check it out here.

If you want to know more about templates, be sure to check out the video!

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.