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

Jun 27, 2025

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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, a Notion Ambassador, will introduce my original Notion task management page, which I created after a year of trial and error!

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

Todotion Ultimate Task Management Template

Learn more

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.

GTD diagram. It may look complicated, but it's actually a very simple method.

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 a page where you can view your tasks for each folder, which we'll introduce later.

Green: Button area - You can set useful buttons, such as a button to set the date of a past task to today, a button to open the Notion calendar, and a button to register frequently used Notion pages such as diary entries and documents.

3. Basic usage

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

📥 Add a task

Tasks are added from the "Inbox" folder. This is a box for anything that comes to mind. You can write down what you're thinking at the time, what you need to do, what you want to do, etc., and try to keep your 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 your "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 should be moved to "Project" (e.g., starting a YouTube channel).

The "Project" tasks don't have specific to-dos, so when necessary, add broken down tasks to "Inbox" (e.g., create a YouTube account, decide on a concept, etc.).

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

If a task remains in the "Inbox" and is waiting for someone to handle it or can be delegated to someone else, it will be moved to "Waiting" (e.g., a case 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 you need to do them, move them to "Remind" and set the date. By doing so, the task will not be displayed until the set date, allowing you to temporarily forget about the task.

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 the "Inbox," I will immediately execute any that can be completed in less than two minutes. When a task is completed, I can check it and move it to the "Completed" folder.

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

Any tasks that cannot be completed within two minutes are moved to "Next Action." Only the tasks remaining here will be the ones you need to address .

In this way, you can easily manage your tasks using GTD by simply moving through the folders from top to bottom.

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 focused on a design that is easy to use on smartphones as well. 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 "conveniently manage their tasks with Notion" or "try GTD."

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