How To Assign Tasks To Team Members In Notion: 2 Simple Methods (2024)

assign tasks in notion

Using Notion for team management is a great way to enhance productivity and streamline task allocation. In Notion, there are two primary ways you can assign tasks to team members: using the 'Person' property or employing a general 'tag' property. Here's how to use each of these methods effectively.

How To Assign Tasks In Notion with the 'Person' Property

The 'Person' property enables you to assign tasks directly to team members in your workspace. To do this, follow these steps:

  • Access Your Task Database: Navigate to the database where your tasks are stored.
  • Add a New Property: Click the '+' icon next to your database to add a new property.
  • Choose 'Person' Property: In the dropdown menu, select 'Person' as the property type.
  • Assign a Task: To assign a task to a team member, click on the cell under the 'Person' property column and select the name of the team member from the dropdown list.
  • Notify Team Members: Once a task is assigned to a team member, they will receive a notification in Notion.

Please note: The team member must already be part of your Notion workspace, either as a member or a guest, for their name to appear in the dropdown list.

How To Assign Tasks In Notion with the 'Tag' Property

Another method for assigning tasks involves using a 'Select' property type, where you can input the names of your team members as tags. Here's how you can do it:

  • Navigate to Your Task Database: As in the previous method, start by opening your task database.
  • Add a New Property: Click the '+' icon to add a new property to your database.
  • Select the 'Select' Property Type: In the dropdown menu, choose 'Select' as the property type.
  • Add Team Member Names: Type the names of your team members in the options field for the property. Each team member's name will serve as a unique tag.
  • Assign Tasks: To assign a task to a team member, click on the cell under the 'Select' property column and choose the appropriate team member's name from the dropdown list.

Please note: This method does not send automatic notifications to team members when tasks are assigned. You would need to manually inform each member about their assigned tasks.

Utilizing both methods to assign tasks in Notion can prove beneficial based on different team dynamics and preferences. Whether you prefer direct task assignments with notifications or a more general tag-based assignment process, Notion's flexible properties make managing your team's tasks efficient and easy.

Common Questions about Assigning Tasks in Notion

Can i assign tasks to multiple people at once in notion.

You can assign a task to multiple people by selecting multiple team members in the assignment cell if you're using the 'Person' property method. However, the assignment will not technically be connected to a specific team member's account if you're using the 'tag' method.

Will team members be notified when tasks are assigned via tags?

Team members will not receive notifications for tasks assigned via the 'tag' method. If you want your team members to receive a direct notification in Notion when a task is assigned to them, it's best to use the 'Person' property method.

What if the team member is not available in the list while assigning a task?

The team member needs to be added to your Notion workspace as a member or guest for their name to appear in the list. If they aren't in the list, you may need to invite them to your workspace first.

Can I reassign a task to another team member?

Yes, you can reassign a task to another team member at any time by clicking on the assignment cell and selecting a different team member. For the 'tag' method, you simply change the tag to the appropriate team member's name.

Can I use both methods simultaneously?

Yes, you can certainly utilize both methods if that better suits your team's workflow. However, it's important to keep in mind that notifications will only be sent for assignments made using the 'Person' property.

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The Productive Engineer

Task Management in Notion – A Complete Tutorial

assign tasks in notion

We all have things we want to get done. Having a task management system that you can completely customize to fit your needs and the way you work is the ideal task management solution. Notion provides you the ability to build your own task management system based on how you work. This tutorial will teach you how to get started.

The steps that we will take to building a task management system in Notion are the following:

  • Creating a Central Task List Database
  • Creating Individual Project/Areas of Interest Pages
  • Creating Linked Databases to the Central Database on each project page
  • Creating filters for each project on the linked databases to only view tasks for that particular project
  • Tasks associated with a tool like computer or location like office or in town

The goal of this tutorial is to demonstrate what you can do in Notion to create a task management system that is built to function effectively in your workflow. While this tutorial will provide you a template of what I use, I highly recommend you experiment and tweak it to suit your needs.

Before we get started with the tutorial, if you are looking to learn more about apps like Notion, Todoist, Evernote, Google Docs, or just how to be more productive (like Keep Productive’s awesome Notion course ), you should really check out SkillShare . Skillshare is an online learning platform with courses on pretty much anything you want to learn. To learn more about Skillshare and its vast library of courses and get 30% off, click the link below:

SkillShare – Online Learning Platform

If you are just starting out with Notion and aren’t sure where to get started, you really need to check out my comprehensive beginner’s guide to Notion. It goes through all things you need to know to get started the right way. Enclosed below is the link to the guide:

Link to Beginner’s Guide to Using Notion With Screenshots

Looking for some information on the power of Notion? Check out our article containing tips to help you become a power user of Notion at the link below:

14 Awesome Notion Tips

Let’s get started with the tutorial 😀.

Creating a Central Task List

The core of any Notion-based task management system is a task database. This is the place where all of your tasks actually live and are stored. The idea is to have one central task database with a bunch of customized views of that central database. This provides a great deal of flexibility and customizability to your task management system.

To create your central task database in Notion, do the following:

assign tasks in notion

Open Notion to the page where you want your task database to exist

assign tasks in notion

Type “ /table ” and select “ Table – Inline ” from the pop-up menu as shown above.

assign tasks in notion

A table will appear on your Notion page. Give you table a title by hovering your mouse over the table and clicking on the title text as shown in the above screenshot. Type in your title and press Enter .

assign tasks in notion

Modify your table to contain the information you want to track in task management system. For this tutorial, I used the following attributes and property types:

You can feel free to add or remove attributes to fit your needs. If the table above is confusing to you or if you are just getting started using tables and databases in Notion, check out my guide to using tables in Notion at the link below:

Definitive Guide to Using Tables in Notion

Create a Main Landing Page

assign tasks in notion

I recommend created a main page where all of the pages of your task management solution are subpages like the example in the screenshot above. Note this is definitely not required but makes it more organized in my opinion.

If you want to add time blocking to your Notion Task Management setup, check out my guide to Time Blocking in Notion .

Create Project Pages

Next, create some project pages that represent an organized collection of related tasks. In this tutorial, I created three project pages:

  • Upgrade CRM System
  • Learning to Code
  • Kitchen Renovation

assign tasks in notion

The images above are the sample project pages I created for this tutorial. These images serve as examples of what is possible. If you are having trouble with creating pages, check out my guide on how to create and manage pages in Notion at the link below:

How to Create and Manage Pages in Notion

Create a linked database for your projects.

The next step is to create linked databases on each of your project pages. Linked databases are not really databases. Rather they are a view of an existing database, in this case our central task database. In this section, we are going to setup a linked database on one of our project pages that we will setup to only show tasks that are for that project.

To create a linked database in Notion, do the following:

assign tasks in notion

Open your project page. Click where you want your linked database to appear. Type “ /linked ” and select “ Create linked database ” as shown in the screenshot above.

assign tasks in notion

A pop-up list will appear of all your databases. Select your central task database from the menu.

assign tasks in notion

A linked database to your central task database should appear. It will contain all your tasks for all of your projects. The next step we need to take is to filter out all the tasks that are not related to this project.

If you are having trouble grasping linked databases, check out my step-by-step guide to using linked databases in Notion at the link below:

Using Linked Databases in Notion – A Step-by-Step Guide

If you prefer a video, check out my YouTube video on linked databases in Notion below:

Creating Filters for Linked Database

Next we need to create a filter that will filter out all tasks that are not for the project. To setup the filter, do the following:

assign tasks in notion

Hover your mouse over the table and click on the ellipsis (…).

assign tasks in notion

A drop-down menu will appear. Click “ Filter “.

assign tasks in notion

The filter pop-up will appear. Click on the “ + Add a filter ” button.

assign tasks in notion

Click the “ + Add a filter ” button.

assign tasks in notion

Configure your filter to sort based on your project as shown above.

assign tasks in notion

If you have a column where you are tracking the status of the project and want to filter out all the completed tasks, click the “ + Add a filter ” button.

assign tasks in notion

Select the “ And ” condition and set up the filter to not show completed items as shown in the screenshot above.

assign tasks in notion

You should now only see tasks that are for this project. You can add tasks to this linked database and it will automatically be added to your central task database.

Repeat these steps for each of your other projects. Now, let’s set up some cross-project linked databases that might be helpful.

assign tasks in notion

Let’s create a Today view to see all the tasks that are due today. It is really easy to do and will probably be the most used view you will have. Click on the page where you want your Today view to appear. Type “ /linked ” and select “ Create linked database ” from the menu. A linked database of your central task database should appear.

assign tasks in notion

Hover over your table and click the ellipsis (…) button.

assign tasks in notion

Select “ Filter ” from the menu.

assign tasks in notion

The filter criteria menu will appear. Configure your filter based on the screenshot above.

assign tasks in notion

Your Today view will now only show you tasks that are due today.

Task management is a key part of being productive. Notion can be a great resource for getting things done by allowing you to create your own task management system.

I hope this tutorial was helpful to you. Good luck!

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assign tasks in notion

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Jimmy McTiernan is the owner/author of The Productive Engineer, a website dedicated to helping people master productivity applications. Jimmy also is the creator of The Productive Engineer YouTube channel.

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Proactive Grad

Task Management in Notion : A Complete Guide for Beginners

Aruna Kumarasiri

  • July 6, 2020
  • STUDYING & LEARNING

Task management in notion

I feel like I’ve been shuffling through many task management applications for years. And, I came to the conclusion that task management in Notion is the home run for me.

I used Trello to manage my undergraduate workload and my research work while keeping my personal tasks in Any. do … Although these apps did a fairly good job, it was all a bit scattered, and I really needed a centralized place where I could manage everything.

I have been using Notion for managing almost everything from the beginning of my undergraduate life. So, I  also  wanted my tasks and projects to be able to seamlessly connect to my daily journal, my project database, and to all the other relevant places.

Clearly, I needed to move my task management into Notion. And after months of experimentation and testing, I’ve finally accomplished that with my “Master task database”    for Notion.

After managing all my tasks in Notion for more than a year, I came to the conclusion that, if you want to manage everything in one place instead of wasting your time shifting through many apps, task management in Notion is the best way to do it!

At this point, it was obvious to me that having a task management system that you can  completely customize  to meet your needs would be the ideal task management solution. This is where most tools available for task management are lacking to fulfill your needs.

After using so many task management tools, I realized that the most powerful features of those apps might be a great weakness for someone.

Right now, there isn’t much in between list-making tools like Reminders and project management/task management tools like OmniFocus, Things, or Todoist.

Task management in notion

For people who don’t need or want the features that make these apps unique (Recurring tasks, Notifications, Project structures & statuses, Defer/start dates, etc.), task management in Notion might be the home run.

Notion provides you the ability to build your own task management system based on your lifestyle.

Besides, You have the full authority to make it your own. You can also use the excellent features of Notion to keep track of everything, everywhere. So that you will not miss anything, ever again, I’ll show you how!

First off, understanding the basics of task management is essential before diving into creating a system of task management in Notion.

One of the amazing features of the Notion is that it allows you to “Filter” the database content.

Task management in Notion - filter function

This was game-changing for me. Because, I was able to see my daily, weekly, and monthly tasks separately when I was updating those sections. And also to add tasks from anywhere with tags which helped me to sort and filter tasks as I wanted.

Ultimately my linked tasks database has become a neural network that enhanced my productivity. 

Because you don’t have to go to a specific place to add or see the tasks assigned for any given day, week, or month. You will see your tasks everywhere!

This is where that so-called concept “ Creating a second brain ” in Notion comes into action. The main points of task management in Notion are,

1. Creating a master task database

This is where all of your tasks (You can add tasks from any of your linked task databases) will appear. You don’t have to visit this page often unless you want to track your progress or to check how you handled your tasks over time. I just happened to come to my master task database after 4 months to take this screenshot!.

Because you always see your tasks where you want them to appear. This is another indication for task management in Notion is more efficient.

task management in notion

I use some fancy equations to generate visual progress bars. They are important when you are tracking tasks every day. Because you will not have time to read everything.

These track bars show your progress visually, and you can figure out where you are by a quick glance. This makes your task management in Notion much versatile. You will find all of these features in the free template.

2. Creating routine tracking databases

If you have already dragged most of your life into your Notion workspace, Why not create routine tracking databases?! It will come in handy when you combine those databases with the task management database. You can simply develop databases and track your daily, weekly, monthly, and yearly progress.

This is where I realized task management in Notion would be the best idea for me to thrive in my personal and professional life. I visit my journal every day and make sure that I do not miss anything. And, I add my daily tasks from there (See the screenshot below).

task management in notion

I usually check in to my journal page in the middle of the day sometimes, in case I feel lost. So that I can take a glance at the assigned tasks for the day from there. I never ever change my schedule and tasks in the middle of the day. This way, my tenderness to procrastinate decreased drastically over the last few months.

At the end of the day, I visit the journal and track my progress.

3. Creating Linked Databases from the master task database on each page

If you have separate projects going on, you must have some tasks assigned to those projects. You do not need to go to the master task database to create a new task for that.

task management in notion

It can be filtered and linked to your project page to add tasks directly from   there. This makes task management in Notion much more effective. It gets better than that, filters can be used to automatically assign a tag to your tasks. (You can add your project name as a tag). And, the sorting will be done automatically by Notion.

4. Creating filters for each page from the master task database

You do not have to link your master task database directly to a different page. The new page you are connecting to your master task database could be your journal, weekly schedule, or a project page, as mentioned earlier. It would be better if you can sort tasks for each page/database.

So that you can see the tasks relevant to that specific page/database. As an example, for your journal, it would be better to only see the tasks assigned on that particular day. Otherwise, it is hard to concentrate on the tasks because you will see the tasks assigned yesterday and tomorrow. Maybe you completed them already. So, no point in seeing them today.

task management in notion

Unnecessary entries can be filtered out by using the filter function. By applying filters, you can see what you wanted to see on a given page.

task management in notion

5. Free template

Apart from a master task database, this template includes project planning and routine tracking databases and a project management system.

Like nearly all of my Notion templates, this task and project manager template is 100% free. 

However, I’d love it if you entered your email in the field below and joined my Notion tips email list so that I could let you know when I release new Notion templates.

If you want to learn how to get the  most  out of Notion, I believe you’ll really enjoy this list. 

The project management system is influenced by the exciting article written by Thiago Fortes, “ Building a Second Brain .”

task management in notion

6. In Summary

Not only does the Notion have tremendous potential to be the best task management app, task management in Notion is also already more efficient than other dedicated systems developed for the same purpose.

Task management in Notion, can be compelling because the app itself can connect disparate sources of essential tasks, documents, etc. in one place.

Comment below to share your thoughts on managing tasks in Notion!

Images courtesy:

Business vector created by gstudioimagen – www.freepik.com , Idea vector created by stories – www.freepik.com , Calendar vector created by pch.vector – www.freepik.com , Notion Icon by Alex Martinov on Iconscout , Image by Freepik

Aruna Kumarasiri

Aruna Kumarasiri

Founder at Proactive Grad, Materials Engineer, Researcher, and turned author. In 2019, he started his professional carrier as a materials engineer with the continuation of his research studies. His exposure to both academic and industrial worlds has provided many opportunities for him to give back to young professionals.

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Just working through your article and examples. I’m still learning Notion, sometimes it seems so easy and other times it is truly frustrating and I’m not sure what’s going on.

I’ve been mostly working with the idea of creating two basic items; a daily journal where I create a new item for each activity I’m working on, phone call, meeting, just notes. In one view I create a review entry that creates a journal item that contains a db that pulls the past week of journal notes, within the note I just created.

My problem is that I don’t know how to create a consolidated view of tasks that are in all the notes. I’m looking at your article to figure out how to do this.

The second is a dashboard, that just has things that need to be top of mind for work, personal and family items.

Thanks for your article, I am motivated to try to make this work.

You’re welcome, Greg! Notion might not be the most comfortable platform to get used to. But, to me, that’s the whole point. Once you grab the basics, there will be no limitations!🙂

In your case, My suggestion is to use a note-taking database and a task management database (As I discussed in this article) and link it to your journal. This is what I do. And it works perfectly!

Please let me know how things progress, and you can always reach me over email anytime too! Good luck!

Hi Aruna –

Thanks for the great information. Very helpful, as I just started in Notion three days ago and am trying to figure out a workable task management system.

I’d like to use your template if it’s still available. Unfortunately, after filling out the info in the fields and submitting the form above, I’m not allowed to access the template. I realize this is almost two years later, but would you still be willing to share the template? Thank you.

You’re welcome! Thank you for letting me know about the accessibility issue. You will now have access to the template😊

Good luck in creating a system that works best for you!

Referring to step 1. “This is where all of your tasks (You can add tasks from any of your linked task databases) will appear. ” Do you have to add your tasks on vary databases and products to this Parent task list or is there a way to have the automatically generate on to that list.

Hello Lulu,

This system is designed so that you can add a task from any page, including the parent task database. It will automatically filter the task and appear in your ‘sub’ level task databases.

It’s done by adding different ‘filters’.

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A Quick Start Guide to Notion’s Projects and Tasks Templates

Get started with Notion using its Projects & tasks templates.

The benefit of using software like ClickUp or Asana is their out-of-the-box project boards that require minimal customization. But if you’re a Notion user, or you’d like to be, you can use its Projects & tasks template to get planning in no time just the same.

Not sure how it works? Here’s a quick start guide to help you get going.

Tasks Template in Notion Explained

The task template in Notion is essentially a to-do list organized by project. Projects appear as groups within the database, and the lines, or pages, you see within a group are tasks.

Between the tasks and projects pages, this is where you’ll be doing the bulk of the work. As you add new groups and tasks, they’ll show up on your projects page, along with any changes you make to the current data and properties.

Tasks list in project management software

The default properties on your task page are Task name , Status , Assign , Due , and Project . Here’s a quick rundown of what each one does:

Task name helps you quickly identify tasks, so you’ll want to be a bit descriptive and make them unique. You can also click on a task name to view or add relevant information. If you don’t want it to open in split screen, you can change your page’s peek mode in the layout settings of your database beside Open pages in . You can find this by clicking the three dots in the top-right corner of the database.

Layout menu in project management software

Status gives a quick progress overview. There are multiple status options, categorized by To-do , In Progress , and Complete . Complete tasks such as Done and Archive will fill the progress bar on your projects page.

Status options list in project management software

Assign and Due

Assign shows who owns the task. Due communicates deadlines and allows you to set reminders . These are definite keepers if collaborating with others, delegating tasks, or creating an open task board.

Project is a relation property that links the task to its respective project. A task can only link to one project. If you find seeing this column irrelevant since you've grouped your projects, click its title and select Hide in view to tuck it away. Deleting it will break the communication between pages.

Notion’s Task Template Views

At the top of your tasks database, below its title, you’ll see the views By project , Mine , and People . By default, you’re in the project view, in which you organize your tasks by project.

The Mine view creates a to-do list of all your tasks, organizing them into a checklist. The only property that seemingly doesn’t reflect here is Status , but if you look above your checkbox column, you’ll notice it shares the same symbol as the status column in the other view. And when you check something off here, it marks it as done everywhere else.

To-do list in project management software

The People view gives you a quick overview of the tasks you and your teammates are working on. This is an excellent tool for checking in with each other and making sure someone’s workload isn’t too hefty.

Another way you can sort tasks is by using filters. You can find these under your view options at the top of your database and use them to sort by property. For example, viewing everything with a Not Started status or only tasks assigned to specific people.

Projects Template in Notion Explained

The projects template is where you’ll find a quick overview of all your projects. It uses a more visual board layout where you can drag and drop items between statuses.

Project cards in project management software

At first glance, you can see some of the specs and progress of your active projects thanks to their properties. If you fill these out, they’ll display on the board.

If you don't see a property you need, click on the board to open its page, and you'll find its properties below the title. Here you can change its status, add people to the project, view the progress bar, and add or edit the timeline.

On the project page, you’ll also see its group of tasks, where you can add other information and data relevant to the project.

How to Customize the Tasks and Projects Template

Of course, you'd want to customize the template and make it your own. Here's how you can do that.

Adding Properties in the Task Page

To add properties to your task page, click the add symbol in the top-right of the group. Doing so will pull up a list for you to choose from, and from there, you click the one you’d like to add. Once it’s in your database, click its title to give it the name you want.

Changing Statuses on the Task Page

To edit or add more options to your status column, click on task status to pull up the menu and select Edit property at the bottom. In the Edit property menu, you’ll see three categories of statuses—To do, In Progress, and Complete. You can either click the current options to edit the name and color or select the add symbol beside the category title to add something new.

Status options menu in project management software

Adding Properties on the Project Page

The quickest way to add properties to your project page is by clicking on one of the boards. At the top of its page, you’ll see the option # more properties . Click that, and the option Add a property will appear. Once you add a property to a project, you’ll see it in all your other projects as well.

Changing Statuses on the Project Page

Technically, the property column is hiding on your project page, so it could be unclear how to edit these. But once you know where to look, it’s a cinch.

Status options menu in project management software

Click the three dots in the top-right of your database, select Properties , and choose Status . You’ll now be in the Edit property menu, where you can click current options to edit them and click the add symbol to create new ones.

Get Your Tasks and Projects Organized With Notion

While it may seem complex at first, when you break down Notion’s Projects & tasks template into smaller parts and work with it, you’ll know exactly what you’re doing in no time. The best place to start is getting the hang of the template as is and adding extras later.

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How to Use Notion for Project Management

Sandy Writtenhouse

When you need to manage a project, you want something that provides the features you need to track the project and its tasks from start to finish. If you’re a Notion user and looking to manage your projects, you’re in luck. Notion offers a project management collection to get you started, along with the optional templates you may need for additional project pieces.

Use Notion Projects

Get notion projects, add and customize your project, add, rearrange, or remove project properties, add and connect your tasks, key project management features, additional project templates in notion, project schedule, task triage, kanban board, frequently asked questions.

Tip: Notion is also a great place to host a wiki .

Notion users were recently introduced to the “new Notion Projects” via email or blog, which explains enhancements to features, templates, and workflows and the use of AI for project management. Notion Projects is set and ready to go with the basics you need to manage your project. This tutorial walks you through how to use this boxed setup to manage your projects.

Head to your Notion workspace, and follow these steps to get the Notion template for Notion Projects, with Projects and Tasks pages.

  • Select “Templates” at the bottom of the sidebar.

Templates in the Notion sidebar

  • Open the drop-down menu on the top left and choose “Projects -> Projects & tasks” under “Suggested.” Alternatively, choose “Projects, tasks & sprints” to use sprints with agile project management.

Projects and Tasks template

  • Click “Get template” on the bottom right.

Projects and Tasks Get Template button

  • Expand the “Projects” and “Tasks” pages in your sidebar to see the various views, along with sample projects and tasks.

Tasks and Projects in the Notion sidebar

Open the “Projects” page from the sidebar. Find “Active” projects, as well as the “Timeline,” “Board” view, and “All” projects.

Projects views in Notion

To create your project in any view, follow the steps below:

  • Click the arrow next to “New” on the top right and select “New Project.”

New Project on the Projects page

  • Enter all the details for your project.

Project details in Notion

  • To try the AI tool, use it to insert a project summary by selecting “Empty” next to “Summary.”

Project Summary Empty field

  • Click “Update” in the top right of the field for an AI-generated summary. Press Enter or Return to keep it, and just delete the text to remove it.

Project Summary AI generated

Customize your project page any way you would like.

  • Select “Add a property” and choose to add other properties to your project, such as files and media, an email or phone, or the edit dates and times.

Project Add Property options in Notion

  • To rearrange the order on your project page, hover over an element to display the grid icon on the left, then drag and drop the property.

Drag a Property in Notion

  • Hover over a property to display the grid icon and click it, then choose “Delete property” in the pop-up menu to remove it.

Delete a Property in Notion

  • Hover over any property, click the grid icon, and choose “Customize page” to customize all pages.

Customize Page in the menu

  • Use the drop-down boxes to determine which items to show, hide, turn on, turn off, or size.

Customize All Page options

When you’re ready to add tasks to your project, open the “Tasks” page from the sidebar. You can see tasks “By Project,” “Board view,” or “All Tasks.”

Tasks views in Notion

  • Click the arrow next to “New” on the top right, and select “Task” to create a task in any view.

New Task in Notion

  • Like the Project page, add the details for your task.

Task detail page in Notion

  • Next to “Project,” click “Empty,” and select your project’s name from the drop-down list to connect it.

Connect a Project to a Task

Like your new project, use AI to generate a summary, add, remove, and rearrange properties, and customize all Task pages.

After you set up and customize your projects and tasks in Notion, there are additional project management workflow features.

Assign Tasks

Rarely does a project require only one person. You can assign tasks in Notion to someone you’ve shared your Notion page with, a person in your workspace, or a member of your Teamspace.

  • Select “Empty” next to “Assignee” on the Task page, and choose the person from the drop-down list.

Assignee on a Task page

  • Alternatively, click inside the “Assignee” field in one of the other views, and choose the person.

Assign in a Task table

  • It’s possible to have multiple Assignees. Remove an Assignee by clicking the “X” next to their name.

Multiple Assignees for a Task

Create Subtasks

Further manage your project in Notion by adding subtasks. Turn a task into a subtask by adding a parent task to it or adding a subtask to the parent task.

  • To add a parent to a subtask, open the subtask page, select “Empty” next to “Parent-task,” and choose the task name from the drop-down list.

Parent Task field dropdown

  • To add a subtask to a parent, open the parent task page, select “Add Sub-tasks,” and choose the task name from the drop-down list.

Add Subtasks dropdown

  • Once you add a subtask, you’ll see it in the “Tasks By Project” view, as well as the task page.

Tasks By Project showing Subtasks

Add and View Dependencies

Dependencies are other parts of projects you must track. When one project is blocking another, stay on top of it with Dependencies.

  • Click “Empty” next to “Blocked By,” and choose the project from the drop-down list to open the project being blocked.

Project Blocked By dropdown

  • Alternatively, click “Empty” next to “Is Blocking,” and choose the project from the drop-down list to open the project that is blocking others.

Is Blocking dropdown

  • See your dependencies (“Blocked By”) at a glance in the “Active,” “Timeline,” and “All” views.

Active view Blocked By field

See Project Progress

Another handy feature is the ability to see the percent completed for each project you’re managing in Notion.

  • You can see the Completion property in each of the Project views and individual project pages.

Active view Completion field

  • Our sample project’s “Completion” is at zero percent. The tasks for both projects show statuses of “Not Started.”

Project Completion at zero

  • Once one of those tasks is marked “Done,” the “Completion” percentage moves to 50, as half of the project is complete.

Project Completion at 50 percent

Import From Trello or Asana

If you’ve started a project or list of tasks in an application like Trello or Asana, you can easily import your items into Notion to track them.

  • Select “Import” at the bottom of your workspace sidebar, then choose “Trello” or “Asana.”

Notion Import options

  • Sign in to your account, then follow the prompts specific to the application you choose.
  • Review the status of your import at the bottom of the same screen. Head to the Import Data Into Notion help page for further help.

Tip: Notion also has templates for students .

If you would like additional tools to manage your project beyond those in the Notion Projects set, there are several free templates, including these:

Keep track of milestones, deliverables, and other important dates as your project progresses with this Project Schedule template . From signing the contract with your client to performing that final check in, easily see or share this schedule.

Project Schedule template in Notion

Highlights:

  • Quickly create pages for milestones, deliverables, meetings, billing, or legal activities.
  • Switch between a Timeline, List, and Calendar view of events.
  • Hide the table in Timeline view to see a full view of the timeline.
  • Use the arrows on the timeline to move across the schedule.

Task Triage template will review tasks before they make it to your project plan or track issues during the project. You can add a priority to each item, change the status as it moves through the process, and see items assigned to you in a clean board view.

Task Triage template in Notion

  • Select views for all tasks, tasks by status, for a specific team, or tasks assigned to you.
  • Use the Acceptance Criteria section with checkboxes for a successful completion or solution.
  • Open the board view for tasks to drag them from New to Completed.
  • Quickly assign tasks to yourself via the main Task Triage page.

If what you really need for your project is a fully detailed board view , this Kanban Board template is worth a look. The board is divided into sections by team, making it easy to assign and view items. You can also delve into the detailed view for dates and statuses of each item.

Kanban Board template in Notion

Highlights :

  • Drag and drop to move cards through.
  • Use the task management technique for To-Do, In Progress, and Complete.
  • Switch between basic, detailed, and table views.
  • Select preset statuses for both tasks and issues.

Note: if you can’t find what you need on Notion, have a look at the project management templates available from Microsoft and Google .

How do I share pages in Notion?

Notion offers several different ways to share pages. You can share with everybody in your workspace, those in a Teamspace, with certain people, with groups, with others outside your team, and on the Web. You can also adjust the permission levels.

Which tools are good for project management with remote teams?

Because Notion is a Web-based tool and accessible with a web browser or mobile device, it’s a solid choice for managing your project. There are, however, many similar tools that focus on remote team management, like Trello, Asana, and Monday.com. Take a look at our full list of these types of project management tools , as well as our review of Teamly for remote teams.

What other Notion templates should I check out?

Notion’s gallery is packed with options for everything from personal to business templates. Check out free Notion templates for productivity and managing your money .

Image credit: Canva and Notion . All screenshots by Sandy Writtenhouse.

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Sandy Writtenhouse

With her BS in Information Technology, Sandy worked for many years in the IT industry as a Project Manager, Department Manager, and PMO Lead. She wanted to help others learn how technology can enrich business and personal lives and has shared her suggestions and how-tos across thousands of articles.

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Ultimate Guide to Team Communication in Notion | Boost Productivity

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Introduction

Welcome to the Ultimate Guide to Team Communication in Notion! In this listicle blog, we'll delve into every aspect of utilizing this powerful tool to enhance productivity and foster seamless collaboration within your team. From setting up your team and workspace in Notion to choosing the right communication tools, creating clear goals, and establishing effective channels – you'll discover everything you need to know to optimize team communication. We'll also explore how Notion can streamline task management, facilitate document collaboration, and even improve remote team communication. Whether you're part of a cross-functional team or simply want to enhance your communication skills, we've got you covered with invaluable tips and tricks. So, let's dive in and unlock the full potential of Notion for boosting your team's productivity.

What is Notion and why is it useful for team communication?

Notion is a powerful all-in-one workspace that can revolutionize team communication and boost productivity. With its intuitive interface and extensive range of features, Notion provides a centralized platform for teams to collaborate, brainstorm, and share information seamlessly.

Here are some key reasons why Notion is particularly useful for team communication:

Flexibility and customization : Notion allows teams to create highly customizable pages and databases, accommodating various communication styles and preferences. You can rearrange content blocks, add headers, embed files, and even create templates tailored to specific projects or workflows.

Real-time collaboration : Notion facilitates real-time collaboration by allowing team members to work simultaneously on a document or database. This eliminates the need for constant back-and-forth emails and ensures everyone has access to the most up-to-date information.

Streamlined workflows : Notion's powerful organizational tools, such as Kanban boards, calendars, and to-do lists, enable teams to streamline their workflows and stay organized. These features make it easier to assign tasks, track progress, set deadlines, and ensure everyone is on the same page.

Setting up your team and workspace in Notion

Setting up your team and workspace in Notion is a crucial first step towards effective communication and improved productivity. Here are some essential tips to get you started:

  • Invite team members : Begin by inviting your team members to collaborate on Notion. You can easily add them by sending email invites or sharing a link. Ensure that everyone has the necessary access rights and permissions to view and edit the workspace.
  • Create a clear hierarchy : Establish a clear hierarchy within your workspace by creating different levels of pages and sub-pages. This will help organize your team's tasks, projects, and information in a structured manner. Use headings, subheadings, and bullet points to make content easily scannable and accessible.
  • Customize your workspace : Tailor your workspace to suit the specific needs of your team. This can include adding relevant templates, databases, and integrations. Experiment with different layouts and configurations based on your team's unique requirements. Notion offers a wide range of customization options to create a workspace that maximizes productivity.

Choosing the right communication tools in Notion

When it comes to choosing the right communication tools in Notion, there are several factors to consider. Here are some key points to keep in mind:

  • Identify your team's needs : Before diving into different communication tools, assess your team's specific requirements. Do you need real-time messaging, task management capabilities, or a centralized hub for all team communication?
  • Evaluate Notion's built-in features : Notion offers several built-in features that can meet your team's communication needs. From comments and mentions to the ability to tag team members and share documents, explore these functionalities and see if they align with your requirements.
  • Integrate with external apps : Notion allows you to integrate external communication apps like Slack or Microsoft Teams. Consider whether you already have a preferred tool and explore whether it can seamlessly integrate with Notion, allowing for a smooth transition and enhanced productivity.

Remember, the right choice of communication tools in Notion depends on your team's unique needs and preferences. Take the time to assess these factors before making a decision, and don't be afraid to experiment and adapt as you go along.

Creating clear goals and objectives

Clear goals and objectives are the foundation of effective team communication in Notion. By clearly defining what needs to be achieved and the timeline for completion, you provide your team with a roadmap for success. Here are some key strategies to help you create clear goals and objectives within Notion:

  • Identify and prioritize: Start by identifying the most important tasks or projects that need to be accomplished. Prioritize them based on their impact and urgency.
  • Be specific: Clearly define the goals and objectives using specific and measurable terms. This will allow your team to better understand what is expected and how their progress will be measured.
  • Break it down: Break down the larger goals into smaller, manageable tasks or milestones. This makes it easier for your team members to stay focused and track progress.
  • Set deadlines: Assign realistic deadlines to each goal or task. This helps keep everyone accountable and ensures timely completion.
  • Communicate and ensure clarity: Clearly communicate the goals and objectives to your team. Encourage questions and provide clarifications where needed to eliminate any confusion.
  • Review and revise: Regularly review the goals and objectives to ensure they are still relevant and align with the overall project or business objectives. Revise them as necessary to adapt to any changes or new insights.

By following these strategies in Notion, you can create clear and achievable goals and objectives that will boost team productivity and ensure effective communication.

Establishing effective communication channels

Effective team communication is vital for boosting productivity and ensuring the smooth operation of any project. In Notion, there are several methods to establish and maintain efficient communication channels within your team:

Shared databases : Utilize shared databases in Notion to create a centralized hub of information. This allows team members to easily access and update important documents, project details, and resources. By keeping all relevant information in one place, everyone stays on the same page and can quickly find what they need.

Tagging and mentions : Notion enables seamless collaboration by allowing users to tag and mention specific team members within pages or comments. By using "@" symbols followed by a person's name, users can draw attention to specific tasks, questions, or updates. This feature helps streamline communication and ensures that relevant team members are always in the loop.

Real-time collaboration : Take advantage of Notion's real-time collaboration feature to work on projects together with your team. Multiple users can edit a document simultaneously, making it easy to brainstorm, share ideas, and provide immediate feedback. Real-time collaboration fosters a sense of teamwork and prevents delays caused by waiting for email responses or meeting scheduling.

By incorporating these effective communication channels in Notion, your team can enhance productivity, minimize misunderstandings, and successfully collaborate on projects.

Using tags and labels for better organization

Tags and labels are powerful organization tools that can significantly enhance team communication in Notion. By assigning specific tags or labels to different tasks, projects, or discussions, you create a clear and efficient system for tracking and categorizing information. Here are a few ways to leverage tags and labels for better organization:

  • Categorize tasks : Assign tags or labels to tasks based on their priority, status, or department. For example, you can use tags like "High Priority," "In Progress," or "Marketing" to quickly filter and locate relevant tasks.
  • Track project milestones : Create tags or labels to mark key milestones or project phases. This allows you to easily monitor progress and identify bottlenecks.
  • Filter discussions : Use tags or labels to group conversations or discussions by topic, urgency, or team member involvement. This helps team members quickly find and contribute to the relevant discussions.

By utilizing tags and labels effectively, you can streamline your team's communication workflow, boost productivity, and ensure that everyone stays organized and on the same page.

Streamlining task management in Notion

Notion offers powerful features for streamlining task management, making it a go-to tool for teams aiming to boost productivity. Here are some effective strategies to optimize your task management in Notion:

Centralize task tracking : Create a master database in Notion to store all tasks, allowing team members to access and update task details from a single location. Utilize properties such as due dates, assigned team members, and priority levels to enhance organization and visibility.

Implement task templates : Maximize efficiency by establishing task templates that can be easily duplicated and customized. Standardized templates help ensure consistent workflows and save time when creating recurring tasks or projects with similar requirements.

Collaborate and assign responsibilities : Leverage Notion's collaboration features to assign tasks to team members, add comments, and communicate updates. Utilize @mentions to notify individuals of their responsibilities and encourage seamless collaboration within the platform.

Implementing project timelines and deadlines

One of the key aspects of effective team communication in Notion is implementing project timelines and deadlines. Here are a few strategies to help you do just that:

  • Create clear and visual timelines: Use Notion's project management tools to create visually appealing timelines that clearly outline key project milestones and deadlines. This enables team members to have a clear understanding of the project's timeline and goals.
  • Set realistic deadlines: It's important to set realistic deadlines that take into account the complexity and scope of each task. Avoid setting unrealistic deadlines that may lead to rushed or poor-quality work.
  • Prioritize tasks: In Notion, use priorities and labels to effectively prioritize tasks within your project timelines. This helps team members understand which tasks are urgent and require immediate attention, enabling them to manage their time and resources more efficiently.

Collaborating on documents in Notion

Notion's powerful collaboration features streamline team communication and boost productivity when working on documents. With Notion, you can collaborate seamlessly with teammates, regardless of their location. Here's how you can make the most out of collaborating on documents in Notion:

Real-time editing : Notion allows multiple team members to work on a document simultaneously, ensuring that everyone is on the same page. You can see changes as they happen, avoiding version control issues and saving time.

Comments and @mentions : Communicate directly within Notion documents by leaving comments and using @mentions to notify specific team members. This fosters real-time discussions and ensures that important feedback or questions are addressed promptly.

Task assignment and tracking : Assign tasks to team members directly within Notion documents to streamline workflow and ensure accountability. Notion's task management features make it easy to track progress, deadlines, and responsibilities, keeping everyone informed and organized.

Collaborating on documents in Notion significantly improves team efficiency, communication, and overall productivity. Make the most out of these features to streamline your workflow and keep everyone on the same page.

Utilizing comments and mentions for effective communication

One of the key features in Notion that enhances team communication is the ability to utilize comments and mentions effectively. By using comments, team members can share their thoughts, suggestions, and feedback on specific tasks or pages. This not only streamlines the communication process but also keeps discussions organized and easily accessible for future reference. To maximize the benefit of comments, make sure to:

  • Use @mentions : By using the @ symbol followed by someone's name, you can notify specific team members about a comment they should see. This keeps everyone in the loop and ensures that they are aware of any updates or requests.
  • Provide clear context : When leaving a comment, it's important to provide sufficient context to make it easier for others to understand your message. Be specific about the task or section you're referring to, and consider adding relevant links or attachments if necessary.
  • Address concerns promptly : Comments in Notion enable real-time collaboration, so it's crucial to respond to comments and questions in a timely manner. This helps foster effective communication and ensures that everyone is on the same page, ultimately boosting productivity within the team.

Effective use of task boards and kanban views

  • Task boards and kanban views are essential tools in Notion for effective team communication and boosting productivity. These features provide a visual representation of tasks, allowing team members to easily track progress and stay organized.
  • One key tip for utilizing task boards is to create different boards for different projects . This allows for a clear overview of tasks and prevents confusion. Additionally, assigning team members to specific tasks using the kanban view ensures accountability and allows everyone to visualize their responsibilities.
  • Prioritizing tasks on the board by using labels or color coding helps team members focus on what matters most. Furthermore, utilizing the drag-and-drop functionality of task boards allows for seamless task management and easy rearranging of tasks as priorities change. By employing these features efficiently, teams can streamline their workflow and achieve greater productivity in Notion.

Tracking progress and updates in Notion

Notion is a powerful tool that can greatly enhance team communication and collaboration. When it comes to tracking progress and updates, Notion provides a variety of useful features:

Task management: With Notion, you can create individual tasks and assign them to team members. Each task can be given a due date and priority level, allowing for clear tracking of progress. The status of tasks can be easily updated, ensuring everyone on the team is aware of the latest developments.

Kanban boards: Notion's Kanban board feature allows you to visualize your team's workflow and track progress in a more intuitive way. You can create columns representing different stages of a project or process, and easily move tasks across these columns as they progress. This visual representation makes it easier for team members to understand the status of each task at a glance.

Real-time collaboration: Notion enables real-time collaboration, meaning that team members can work on and update documents simultaneously. Whether it's adding comments, making edits, or providing updates, everyone can see the changes in real-time. This eliminates the need for constant email updates or meetings and fosters a more efficient and productive communication process within teams.

Optimizing team meetings in Notion

In order to optimize team meetings in Notion and boost productivity, there are several key strategies to consider:

Set a clear agenda: Before each meeting, create an agenda in Notion that outlines the topics to be discussed and the desired outcome for each. This helps keep the meeting focused and ensures that everyone is on the same page.

Assign action items: During the meeting, designate action items to individual team members using Notion's task management features. By clearly assigning responsibilities and deadlines, the team can stay organized and accountable for completing tasks.

Utilize collaborative documents: Notion provides collaborative document features such as shared notes and real-time editing. Encourage team members to take notes directly in Notion during the meeting, capturing important insights and decisions made. This ensures that everyone has access to the same information and reduces the risk of miscommunication.

By implementing these optimization strategies in Notion, team meetings can become more efficient, focused, and productive, ultimately improving overall team communication and collaboration.

Using templates for efficient communication

Notion is an incredibly versatile tool for team communication, and using templates can make it even more efficient. Templates allow you to create predefined setups for recurring communication needs, saving time and effort. Here's how you can leverage templates to streamline your team's communication in Notion:

Standardize meeting agendas : Whether it's a weekly team meeting or a brainstorming session, creating a template for meeting agendas can ensure that everyone is on the same page. Include sections for topics, action items, and deadlines to keep discussions focused and productive.

Simplify project updates : Keep everyone informed by using a template for project updates. Include key details like goals, progress, challenges, and next steps. With a consistent format, it becomes easier for team members to find and contribute to project updates, fostering transparent and effective collaboration.

Streamline feedback processes : Feedback is crucial for improvement, and using templates can make the process more structured and efficient. Create feedback templates for design reviews, content editing, or performance evaluations. This ensures that feedback is specific, actionable, and avoids unnecessary back-and-forth.

By utilizing templates for different communication needs, you can boost productivity, encourage collaboration, and maintain clear and organized team communication in Notion.

Integrating third-party apps for seamless communication

One of the best features of Notion is its ability to integrate seamlessly with third-party apps, enhancing team communication and boosting productivity. By integrating these apps into your workspace, you can centralize your communication channels and streamline your workflow. Here are some key benefits of integrating third-party apps in Notion:

  • Enhanced collaboration : By connecting apps like Slack, Microsoft Teams, or Google Drive, you can bring all your team's communication and files into one place. This allows for real-time collaboration and easy access to important documents, ensuring everyone is on the same page.
  • Automated workflows : With Notion's integrations, you can automate repetitive tasks and eliminate manual work. For example, you can set up notifications in Slack whenever a new task is assigned or completed in Notion, keeping your team updated without constant manual updates.
  • Centralized information : Integrating project management tools like Trello or Asana allows you to sync tasks and deadlines with your Notion workspace. This integration centralizes all project-related information, making it easier to track progress, assign tasks, and stay organized.

By leveraging these integrations, you can create a well-connected workspace that promotes seamless communication, automates workflows, and ultimately boosts productivity within your team.

Maximizing the use of databases in Notion

The use of databases in Notion can be a game-changer for team communication and productivity. Here are some essential strategies to maximize their potential:

Organize your information: Create different databases for specific projects or tasks, allowing you to easily categorize and sort information. Utilize property types like checkboxes, dates, and select options to keep things structured and searchable.

Track progress and updates: Take advantage of the built-in Kanban or gallery views to monitor the status of tasks or project milestones. Utilize the comments feature to ensure everyone is up to date on the latest developments and can contribute their thoughts.

Collaborate effortlessly: Use the @mention feature to assign tasks or involve team members in discussions. By linking databases together, you can establish connections between related information, ensuring everyone has access to the right context and resources.

By fully leveraging Notion's databases, you'll streamline your team's communication, improve productivity, and stay organized throughout your projects.

Utilizing automations for streamlined communication

Notion, the ultimate team collaboration tool, offers a wide range of automations that can significantly enhance your team communication and productivity. With its powerful features, you can streamline your communication process and make it more efficient than ever before.

One of the key automations in Notion is the ability to set up notifications. By customizing your notification preferences, you can ensure that you and your team are always on top of important updates. From receiving instant notifications for comments, mentions, or changes made to a specific task, to getting daily summaries of what's been accomplished, you can tailor notifications to your exact needs.

Another useful automation is the integration with other apps and platforms. Notion provides seamless integration with popular tools like Slack, Gmail, or Trello. This means you can bring all your important conversations, emails, or project boards into one centralized space, eliminating the need to switch between different applications constantly.

Task management can also be greatly improved through automations. Notion allows you to create templates for recurring tasks, which can save you valuable time and effort. Moreover, you can set up reminders and due dates, ensuring that everyone stays accountable and deadlines are met. By automating repetitive tasks, your team can focus on their core responsibilities and boost overall productivity.

Harness the power of Notion's automations and witness how your team's communication becomes more streamlined, efficient, and ultimately leads to improved productivity.

Improving remote team communication with Notion

One of the most effective ways to improve remote team communication is by utilizing Notion, a versatile productivity tool. Notion provides a centralized platform where teams can collaborate, share ideas, and stay organized. Here are some key ways in which Notion can boost your team's communication and productivity:

Centralized information: Notion allows you to gather all your team's important information in one place. With its customizable workspace and intuitive interface, you can create databases, tables, and documents that hold everything your team needs. No more searching through scattered emails or chat threads – all the essential data is easily accessible in Notion.

Real-time collaboration: Notion enables seamless real-time collaboration, empowering team members to work together efficiently regardless of their physical location. Multiple team members can edit a document simultaneously, leave comments, and track changes in real-time, fostering a sense of camaraderie and avoiding miscommunication.

Task and project management: With Notion's powerful task management features, you can create to-do lists, assign tasks to team members, set deadlines, and track progress – all within the same platform. The ability to visualize and organize projects in a clear and customizable manner ensures that everyone stays on the same page and tasks are completed on time.

By leveraging Notion's capabilities, you can streamline your remote team communication, increase transparency, and ultimately boost overall productivity.

Effective communication for cross-functional teams

Effective communication is vital for the seamless functioning of cross-functional teams in Notion. Here are a few key strategies to enhance team communication and boost productivity:

Establish clear objectives : Clearly define the team's goals and objectives to ensure everyone is on the same page. Use Notion's task tracking feature to create actionable to-do lists and assign tasks to specific team members. This helps foster accountability and keeps everyone focused on their responsibilities.

Utilize real-time collaboration : Take advantage of Notion's collaborative features to encourage real-time communication. Use the comments section or @mention team members when needing their input or feedback on a particular task or project. This fosters open communication and eliminates the need for lengthy email chains.

Hold regular check-ins and meetings : Schedule periodic check-ins or virtual meetings using Notion's integrated calendar. This ensures that all team members are updated on the progress of various projects and allows for any necessary adjustments or course corrections. Additionally, use the meeting notes template in Notion to document important discussions and decisions for future reference.

By implementing these strategies, your cross-functional team in Notion can enhance communication, improve collaboration, and ultimately boost productivity.

Notion tips and tricks for enhanced team communication

Notion is an incredibly versatile tool that can greatly enhance team communication and collaboration. Here are some tips and tricks to make the most out of Notion for seamless team communication:

  • Centralize your communication : Use Notion as the hub for all team communication by creating dedicated pages or databases for specific projects or teams. This centralization ensures that everyone is on the same page and can easily access important information.
  • Utilize mentions and comments : @Mention team members to bring specific attention to a task, question, or update. This feature helps streamline communication and keeps everyone involved in the loop. Additionally, encourage team members to utilize comments for instant feedback and discussion.
  • Leverage shared databases : Create shared databases in Notion to keep everyone informed about the progress of different projects. With features like checkboxes and filters, team members can easily track tasks, deadlines, and project updates. This helps boost productivity and keeps everyone aligned.

In conclusion, Notion proves to be an indispensable tool for enhancing team communication and boosting overall productivity. By utilizing its various features such as setting up workspaces, choosing appropriate communication tools, establishing clear goals and objectives, and optimizing task management, teams can streamline their communication processes effectively. Furthermore, features like collaborating on documents, utilizing task boards and kanban views, tracking progress, and utilizing automations contribute to efficient and seamless communication. Notion's versatility allows it to cater to the needs of cross-functional teams and remote teams alike, ensuring effective communication regardless of the work setup. By implementing the tips and tricks discussed in this guide, teams can unlock the full potential of Notion and achieve enhanced team communication.

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How to Prioritize Tasks in Notion

Home Âť Blog Âť How to Prioritize Tasks in Notion

How to Prioritize Tasks in Notion

Productivity Expert and Notion Super User

Teddy Clark

Notion is a popular productivity tool that allows you to manage your tasks, projects, and notes in one place. With its flexible database system, you can customize your workspace to fit your specific needs. One of the most useful features of Notion is its ability to model priority tasks. By using formulas and properties, you can create a system that automatically flags high-priority tasks and helps you focus on what’s most important.

There are several ways to model priority tasks in Notion, depending on your workflow and preferences. One approach is to use a priority tag property and assign precise conditions to each priority level. This allows you to describe the difficulty, urgency, and impact of a task and create a system that reflects your priorities. Another approach is to use David Covey’s Urgent-Important matrix, which divides tasks into four quadrants based on urgency and importance. By visualizing your tasks in this way, you can prioritize them more effectively and avoid getting bogged down in busywork.

Understanding Priority Tasks

What are priority tasks.

Priority tasks are tasks that are deemed more important than others. They are tasks that require immediate attention, have a high level of urgency, or have a significant impact on the outcome of a project. In essence, priority tasks are those that need to be completed first, and they are often labeled as high priority, medium priority, or low priority.

Why Model Priority Tasks in Notion?

Modeling priority tasks in Notion can help you stay organized and focused on what’s important. By assigning priority levels to tasks, you can easily filter and sort them based on importance, making it easier to see what needs to be done first. Notion’s flexibility allows you to customize your priority task management system to fit your specific needs.

For example, you can use Notion’s priority property to assign priority levels to tasks, such as high, medium, and low. You can also use tags to categorize tasks based on their type, such as meetings, emails, or phone calls. Additionally, you can use formulas to automatically assign priority levels based on specific criteria, such as due dates or project status.

Overall, modeling priority tasks in Notion can help you save time, reduce stress, and increase productivity by ensuring that you focus on what’s most important.

Creating Priority Task Model

To create a priority task model in Notion, you need to follow a few simple steps. These steps include determining priority levels, creating a database, adding properties to the database, and creating views.

Step 1: Determine Priority Levels

The first step in creating a priority task model is to determine the priority levels that you will use. You can use a simple system with just a few levels, such as low, medium, and high. Alternatively, you can use a more complex system with multiple levels, such as urgent, high, medium, low, or P0, P1, P2, P3.

Step 2: Create a Database

Once you have determined the priority levels, you need to create a database in Notion. To create a database, click on the “Add a Page” button and select “Database.” Choose a name for your database and select the appropriate template.

Step 3: Add Properties to the Database

After creating the database, you need to add properties to it. Properties are the different fields that you will use to track your tasks. Some common properties to add include task name, due date, priority level, status, and notes.

To add a property, click on the “Add a Property” button and select the appropriate type of property. For example, to add a priority level property, select the “Select” property type and add the different priority levels that you determined in Step 1.

Step 4: Create Views

Finally, you need to create views for your database. Views are different ways of looking at your data. Some common views to create include a Kanban board, a calendar view, and a table view.

To create a view, click on the “Create a View” button and select the appropriate type of view. For example, to create a Kanban board view, select the “Board” view type and add the appropriate columns.

By following these simple steps, you can create a priority task model in Notion that will help you stay organized and focused on your most important tasks.

Using Priority Task Model

When you have a lot of tasks to manage, it can be challenging to prioritize them effectively. Fortunately, Notion offers a Priority Tasks Model that can help you manage your tasks efficiently. In this section, we’ll explore how to use the Priority Task Model in Notion.

Adding Priority Tasks to the Model

To add a priority task to the model, you can create a new task and assign it a priority level. You can choose from different priority levels such as Low, Medium, or High, or create your own priority levels. You can also add other properties like tags, due dates, and descriptions to the task.

Filtering and Sorting Tasks by Priority

Once you have added tasks to the model, you can filter and sort them by priority. Filtering tasks by priority allows you to see only the tasks that are important or urgent. You can also sort tasks by priority to see the most important or urgent tasks at the top of the list.

Notion makes it easy to filter and sort tasks by priority. You can use the filter and sort options in the database view to customize your view. You can also use formulas to automate the filtering and sorting process.

Updating and Completing Priority Tasks

As you work on your tasks, you can update their priority level based on their progress. For example, if a task was high priority but is now less important, you can update its priority level to medium or low.

When you complete a priority task, you can mark it as done in Notion. Notion will automatically move the task to the completed tasks section, making it easy to track your progress.

In conclusion, using the Priority Task Model in Notion can help you manage your tasks more efficiently. By adding priority levels, filtering and sorting tasks, and updating and completing tasks, you can stay on top of your workload and achieve your goals.

Customizing Priority Task Model

When it comes to managing priority tasks in Notion, you can customize the model to fit your specific needs. Here are some ways to customize your priority task model:

Adding Additional Properties

One way to customize your priority task model is by adding additional properties. For example, you can add a property for the estimated time it will take to complete a task or a property for the team member responsible for completing the task. This allows you to track more information about each task and make more informed decisions about priorities.

Creating Custom Views

Another way to customize your priority task model is by creating custom views. Views are different ways of visualizing your data, and Notion offers several different view options, such as board view, table view, and calendar view. By creating custom views, you can organize your tasks in a way that makes the most sense for your workflow. For example, you can create a view that shows only high-priority tasks or a view that shows tasks assigned to a specific team member.

Adding Automations

Finally, you can customize your priority task model by adding automations. Automations are triggers that perform actions automatically based on certain conditions. For example, you can create an automation that moves a task to the top of your priority list when its due date is approaching. This saves you time and ensures that you never miss an important deadline.

In conclusion, customizing your priority task model in Notion can help you stay organized and productive. By adding additional properties, creating custom views, and adding automations, you can tailor your model to fit your unique needs and workflow.

Notion is an excellent tool for modeling priority tasks. By using the right properties and formulas, you can create a task manager that automatically prioritizes your tasks based on their impact, urgency, and difficulty. This can save you a lot of time and help you focus on the most important tasks.

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The Sweet Setup

Quick Tip: How to use sub-tasks in Notion

Notion Sub Tasks Hero

Notion is constantly coming out with new features , which as an avid user, I greatly appreciate. One of the most notable new features is sub-tasks and dependencies. This is a fantastic new feature for those who work on a team in Notion , making it an even stronger contender with Asana .

The dependency feature lets you know what tasks need to be completed before another one, a great feature for teams who work using the Scrum and Agile project management method.

How to use Sub Tasks

Enable Sub Tasks

This is essentially creating a relational database between your tasks. You can keep the names Sub-item and Parent Item or you can rename them. I renamed mine to Sub-task and Parent Task.

What it looks like in action

Let’s look at a real example and see how it works. I created a task called “Write Notion Article on Sub-Tasks”. I could leave it at that, but there are a lot of steps involved in writing an article. I could create a separate task for each step, but that would take the fun out of sub-tasks.

Add New Sub Task

This is just relating the sub-task to the parent task. The same way that you would use any other relational database, except this does all the leg work for you. At a glance, you can see all the sub-tasks attached to the parent task. And any time you’re working on a sub-task you can see what parent task it’s related to.

Full View of Sub Task

You can also hide all the sub-tasks by clicking on the arrow under the parent task. You can also hide the parent task/sub-task properties if they become distracting in your view.

What’s cool about this feature is that you can assign each sub-task an individual due date and assignee. So if you are working on updating a page on a website that involves a few people, you can break down the task and assign each sub-task to different people.

You might be asking, why is this better than just creating an individual task for each item? Why do the whole sub-task thing? Is it a bit much?

Well, this next feature is why.

Task Dependencies

Seeing sub-tasks is pretty cool. But not a deal-breaking-change-my-life feature. But for certain teams, this task dependencies feature is pretty nifty (yes I just used the word “nifty”).

Enable Depedencies

You can easily jump into the timeline view and see what tasks are holding up others. And even more helpful, see which person (people) are holding everyone else up 🤷🏼‍♀️.

Closing Thoughts

This new feature might not be life-changing for everyone (especially if you work solo). But for those who work closely on teams, this might be a game changer. If you’ve been on the fence about checking out Notion because of its limitations for team collaboration on tasks, now might be the time to jump in.

Enabling the parent/sub-items and dependency features does add about a million new properties to your database, but like everything else in Notion, you can hide it if it’s not helpful in a particular view.

We use Notion every day over here at Blanc Media, and I’m excited to see how this will help us in our project management.

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assign tasks in notion

How to Create Recurring Tasks (Repeat Due Dates) in Notion

My work is reader-supported; if you buy through my links, I may earn an affiliate commission.

Looking for a way to create tasks with recurring due dates in Notion ? Look no further.

I’ve been trying to move all of my task management into Notion for quite some time, but until now I’ve had a few problems that I didn’t quite know how to deal with.

One of these problems was Notion’s lack of a built-in recurring task feature. Currently, there’s no way to tell the Checkbox property to un-check itself on a certain date. Additionally, the Date property doesn’t allow for repeating dates.

However – as with many problems in Notion – there’s a workaround.

In this post and video tutorial, I’ll share a method for building a task manager with recurring tasks. You can also use this to build a calendar with recurring events as well!

Before we start: If you want a free Notion task manager template with recurring tasks built in, check this one out:

The Ultimate Task and Project Management Template for Notion

Use this template to move ALL of your task and project management into Notion.

Lasso Brag

Managing Recurring Tasks in Notion

Here’s a quick overview of how to actually manage your recurring tasks in Notion.

Essentially, you must set your Due date to the next due date (based on your day/time interval) once you finish the task.

As you’ll see below, I’ve made this as easy as possible by creating a template with a Next Due property. This takes your due date, you recur interval (in days), and today’s date (in the case of an overdue task) and figures out the next due date for the task.

Notion task list with Due and Next Due dates

When you finish a task, just take a look at the Next Due date, and set your Due date to that date.

That’ll automatically update the Next Due property – and by using Date filters in your task list view, you can make sure those tasks are hidden once you set the new due date.

“But what about checking a “Done” checkbox? Can’t I create a formula that will set the new due date once I’ve checked off the task?”

I’ve gotten this question a lot, and it’s also something I’d like to be able to do myself – but unfortunately, it’s not possible at this time.

The problem is that Notion does not allow database properties to be changed by both manual editing and formulas/automation.

It’s either-or; Formula and Rollup properties can be changed through scripting and by the state of other properties, but they can’t be edited directly. Conversely, every other property (Date, Checkbox, Select, Text, etc) can only be edited manually.

For this reason, you can’t check a checkbox and then have Notion un-check it for you later.

If this functionality gets added to Notion at a later date, I’ll let you know here!

Notion Recurring Task Dates Template

While the video tutorial above will show you how to build this setup from scratch, you can also save yourself the work and simply grab my free Notion Recurring Dates template here.

Here’s what the template looks like at a glance:

Notion Recurring Task Template by Thomas Frank

This template allows you to create tasks with either a One-Time or Recurring type. Any Recurring task will display a Next Due date, which is based on your chosen Due date and chosen Recur Interval .

One-Time tasks will not show a Next Due date, making them visually distinct in any view that shows both types.

Additionally, there’s a handy State property that lets you see at a glance which tasks are overdue (red), due today (green), or due in the future (blue).

Here’s how to use this template in your own Notion workspace.

Ideally, this database will serve as your central task list, so place it somewhere in your workspace that’s easy to find.

Adjust the filters.

Your database is now ready for you to fill it with tasks. Add them as you see fit.

For any task that needs a recurring due date, add a number to the Recur Interval property. This will help determine how many days Next Due will be ahead of Due.

To “complete” a recurring task, change the Due date to the date displayed in Next Due. This will, in turn, cause Next Due to move forward to the next logical date. Next Due functions as as guide, always telling you how to set Due. For One-Time tasks, simply check the Done box. Your view’s filters should ensure the checked One-Time tasks are hidden.

Formula Explanations

In order to get this template to work properly, I had to develop a couple of formulas for the Next Due and State properties.

If you’re just interested in using the template, you don’t need to understand these. They are contained within their respective properties in the template, so you can easily copy and paste them from there if you need to use them elsewhere in your workspace.

However, I’ve included tabbed, readable versions of their code and a brief explanation of each one in case you’re curious. If you take the time to learn what they do, your understanding of Notion will likely deepen, and you may even think of a better way of doing this than I have!

Here’s the formula within the Next Due property.

Wondering what this formula does? Essentially, it makes sure that the Next Due property always suggests the most logical date based on both your interval and today’s date. This is important. Consider these couple examples:

  • Example 3: It is October 3. You have a task due on October 1 (so it’s overdue), and set to repeat every 3 days. In this case, you’d want Next Due to suggest October 4 as your next date – not October 6, which is what you’d get if you added your interval to today’s date.
  • Example 2: It is October 4. You have a task due on October 1, and set to repeat every 3 days. In this case, you’d want Next Due to suggest October 7 as your next date. No use suggesting today! This means the original interval of 3 days doesn’t work here by itself. You need some way of telling Notion to multiply the interval enough times to get a new due date that is after today’s date.
  • Example 1: It is October 6. Again, you have a task due on October 1, and set to repeat every 30 days. In this case, you want Next Due to suggest November 1. In this case, you actually do just want to use the interval.

As you can see, there are several considerations that need to be made in order for Next Due to always be accurate – even when you’re overdue.

Here’s how this formula takes care of those considerations:

  • First, it checks to see if today’s date is later than the Due date. Currently this is a bit hard to do in Notion, as the now() function always returns a date and a time value. This means that it’s always seen as “greater” than today’s date. So we do a couple of different checks.
  • If the Due Date is today or later, Next Due simply uses the interval you’ve set for the task.
  • If the task is overdue, the formula subtracts now() from the Due date.
  • This result is divided by the task’s Interval.
  • The new result is compared against its ceil() value, which is the nearest whole number greater than itself.
  • If the result is equal with its ceil() value, the formula adds 1 to it and then multiplies it by the task’s Interval.
  • If the result is not equal with its ceil() value, then the ceil() value is multiplied by the Interval.
  • The result of this step is added to the original Due date in order to get the Next Due date.

Next, we have the State property’s formula:

Here, we use a few nested if-statements to determine which color circle to display:

  • White for tasks with no due date
  • Green for tasks due today
  • Red for overdue tasks
  • Blue for future tasks

P.S. – if you write a lot of formulas in Notion, you may want to try writing them in a dedicated code editor like Atom and then minify them using this Excel Formula Beautifier (which has a minify function). Notion and Excel formulas are nearly identical, so this minifier works perfectly.

More Resources

Some other great Notion content creators have also tackled the recurring tasks problem. Here are a few of them:

  • Ruben Loan’s recurring tasks solution
  • Marie Poulin’s recurring tasks solution
  • Danny Hatcher’s recurring tasks solution
  • August Bradley’s recurring tasks solution

I view Notion almost as a graphical programming language; with its many tools, there are almost always multiple ways to approach a problem. For that reason, I love seeing how others set up their workspaces as well.

Looking for more Notion content? Check out my Notion Tips hub page . You can also subscribe to my brand new channel Thomas Frank Explains for more Notion tutorials!

Lastly, shout-out to r/Notion moderator Ben Smith for helping me make the State formula more elegant.

🤔 Have an UB Question?

Fill out the form below and I’ll answer as soon as I can! ~Thomas

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5 best Notion alternatives in 2024

Sarah Li Cain

Alana Rudder

Alana Rudder

“Verified by an expert” means that this article has been thoroughly reviewed and evaluated for accuracy.

Updated 11:58 a.m. UTC Nov. 29, 2023

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There are many great options to choose from when looking for project management software with Notion being one of them. While the app offers plenty of benefits, such as a high level of customization and access to automation tools, Notion isn’t the best fit for all businesses.

Instead, consider choosing any of the alternatives we’ve selected and test it out before committing.

Featured project management software offers

assign tasks in notion

Via Monday.com’s site

Monthly fee

$10 per user, with a minimum of three users

Free version

Yes, for two users

24/7 customer support

Yes, with paid plans

assign tasks in notion

Via Clickup’s website

$10 per user

Yes, for unlimited members

5 best Notion alternatives

  • Zoho Projects : Best for freelancers and solopreneurs.
  • Asana : Best for remote team management.
  • Teamwork : Best for client-facing agencies.
  • Todoist : Best for freelancers and solopreneurs.
  • Confluence : Best for growing organizations.

Why trust our small business experts

Our team of experts evaluates hundreds of business products and analyzes thousands of data points to help you find the best product for your situation. We use a data-driven methodology to determine each rating. Advertisers do not influence our editorial content. You can read more about our methodology below.

  • 22 companies reviewed.
  • 20 hours of product testing.
  • 689 data points analyzed.

Best for freelancers and solopreneurs

Zoho projects.

Zoho Projects

24/7 support

What you should know.

Zoho Projects offers a higher level of customization when it comes to collaborating across multiple team members. One feature Notion doesn’t have (or you will need to spend time creating a custom solution for) is managing issues that crop up during projects. Zoho Projects allows users to create “support tickets” or tasks to report and address issues, as well as note its severity.

Zoho Projects is a better fit for new companies or software development startups, especially ones that are attempting to best allocate projects and tasks to team members. Its other strengths, compared to Notion, are tools to help handle human resources and custom reports on projects that are in progress or completed.

Pros and cons

  • Most affordable enterprise version for DevOps.
  • Project forums for organized discussions.
  • Blueprints for custom workflows.
  • Limited project templates.
  • File storage tops out at 120 GB.
  • Fewer integrations than Asana.

Best for remote team management

Asana

Asana is a better fit for businesses that prefer a more intuitive interface for managing projects, with calendar views, lists, databases and kanban boards. Users can assign tasks to members of the team, track its progress and check tasks off as they’re completed.

While you can do that with Notion, Asana makes it more intuitive to leave comments, tag other users and members and can keep each other accountable by providing status updates on tasks and projects. Although Notion offers users templates in its resources section on its website, Asana organizes its templates in a way that is better suited to remote teams. Examples of templates include sprint planning, employee onboarding and one when employees transition out of the company or to a different team.

  • Drag-and-drop workflow builder.
  • Unlimited file storage, even with the free version.
  • Centralized inbox and task management.
  • Fewer views than ClickUp.
  • No native client billing tools.
  • No real-time chat support options.

Best for client-facing agencies

Teamwork

Whereas Notion can be used for various purposes, Teamwork is meant to help users with managing client work. All of its features are meant to help businesses prioritize projects and milestones for client work. Teamwork also helps users to track time to determine what tasks are being completed during billable hours.

Businesses are also able to create custom reports such as tracking the profitability of projects, planned versus actual time spent on projects and what teams have been working on.

  • Billable time tracking with all plans.
  • Centralized client views in all plans.
  • Team chat and collaboration tools.
  • More limited file storage than Asana.
  • Lacks the issue management tools that Zoho Projects offers.
  • Limited support options.

Todoist

Todoist is a better fit for those looking for a simpler tool to organize and track tasks. Since the software is mainly focused on managing and prioritizing tasks, there is no lengthy setup or customization compared to Notion.

It may be a great fit for solo business owners or very small teams to organize tasks and assign due dates. Users can also change how tasks are laid out (such as in a list or on boards) and sorted by customized filters, such as due dates, project, assignee and priority.

  • Supports workspaces for work, personal and team use.
  • Offers productivity visualization tools.
  • Includes automated project task reminders.
  • No expense or time tracking.
  • Offers fewer integrations than Asana or Confluence.
  • Lacks native support for scrum or agile workflows.

Best for growing organizations

Confluence is a better fit for growing companies since it offers over 3,000 integrations through the software. As your organization grows, the need for different software can grow. Using Confluence can help you use them all together seamlessly.

Users can create and group tasks or projects for different workflows and team members. Macros also add a level of interactivity to the software, where users can integrate live updates to projects or any issues as they crop up. Tracking changes for any aspect of Confluence allows users to revert back to previous versions.

  • Unlimited storage with the Premium and Enterprise plans.
  • Over 3,000 integrations.
  • Workforce engagement analytics.
  • Does not support agile or scrum workflows.
  • Lacks client billing and time-tracking tools.
  • No portfolio or resource management features.

What is Notion?

Notion is a project and task management app where users can take advantage of many customization features to cater it to their needs. Users can create items like to-do lists or a place to capture notes and ideas all in place. 

Customizing Notion is done using blocks, to which users can add content and rearrange them to their liking. Content is organized using subpages instead of folders like you would on your computer. 

Pros and cons of Notion

Methodology

We extensively research the key competitors within an industry to determine the best products and services for your business. Our experts identify the factors that matter most to business owners, including pricing, features and customer support, to ensure that our recommendations offer well-rounded products that will meet the needs of various small businesses.

We collect extensive data to narrow our best list to reputable, easy-to-use products with stand-out features at a reasonable price point. And we look at user reviews to ensure that business owners like you are satisfied with our top picks’ services. We use the same rubric to assess companies within a particular space so you can confidently follow our blueprint to the best project management software .

Overall, Notion is a great tool for those who are looking for a place to organize their to-do lists, organize notes and track their projects. There are around 80 software integrations, including Zoom, Zapier, Google Drive, Canva and Calendly. This feature is in addition to other ones, such as the ability to:

  • Customize blocks. 
  • Create calendars. 
  • Create subpages to capture notes and thoughts. 

From there, you can input your content into Notion AI, an add-on, to help you do more instantly. You can, for example, tap into artificial intelligence to help you make meeting note summaries, generate to-do lists, generate campaign ideas and tweak content to fit your audience. 

However, there are some downsides to Notion. If you want to get set up and running quickly, it may not be possible to do so. Although Notion offers robust resources, it can take some time to understand all its features and integrations in order to customize it to fit your needs. 

Notion also lacks a few features, notably invoicing, budgeting and time-tracking tools. 

Choosing the best project management system

Choosing the best project management tool should take into consideration your budget and the needs you and your team members have. Take some time to look at what tasks you want to track based on your business’s workflow and processes and the challenges you’re currently facing in tracking them. 

Talk to your team to learn their task management challenges, needs and preferred features. Look at the solutions you already use and ask your team what they lack or do well. Then, compile that feedback into goals and a features list. 

Next, signing up for free trials of different project management systems will help you assess which is the best fit. Consider testing features such as:

  • Ease of use tools for setting up the software. 
  • To-do lists.
  • Task assignment and prioritization features and processes.
  • Tracking subtasks or milestones within projects.
  • Assigning tasks. 
  • Controlling who can access tasks or content.
  • Integrating existing apps you currently use.
  • Updating and managing tasks on mobile and desktop devices.
  • Automating tasks. 
  • Using templates to streamline task setup. 
  • Reaching out to the software’s customer support options and availability. 
  • The availability of complementary tools such as time tracking, project budgeting, automation and invoicing tools. 

Once you’ve tested a few, compare the pricing and features against your budget and features list to see which best fits your business’s needs. Then, ask your key team members (such as department leads) for their opinions on which one best fits their needs. Narrow down your decision from there to one solution. 

Finally, if you want to upgrade to a paid plan, if possible, take advantage of the software’s free trial to roll out the software to your management team. Make sure they are comfortable with its functionality, usability and customized features before having them champion the software before their respective teams. 

Why you may choose Notion

Notion is a great fit for those who are working by themselves or a small team and want a solution to organize their to-do lists, brainstorm campaign or business ideas and integrate other apps to create an all-in-one solution for their product management needs. 

Several reasons you may want to choose Notion include:

  • The ability to quickly design simple websites: Whether you want to create a public version of an employee handbook or keep track of client work in a portfolio, Notion gives you the ability to build a website using its tools, then publish it. The productivity management tool offers tutorials and examples of what you can create. Notion also has templates you can use, so you’re not starting from scratch. 
  • Access to tools to organize different types of content on one page: Notion allows you to create blocks of content and drag and drop them in a way that makes sense, whether it’s displaying lists, text or images, embedding a database or creating a content table to better navigate long pages. 
  • Access to automation tools: Notion AI, an add-on available through Notion, gives you the ability to automate tasks that would otherwise hinder progress. For example, it can instantly create next-step to-do lists from meeting notes, brainstorm marketing campaigns or adjust the tone of content to speak to the executive suite.
  • Access to tools for customizing tasks and to-do lists: With paid plans, you can create as many content blocks as you wish, including subpages, which can then be linked to block groups. There is also a sidebar where you can navigate all the blocks you’ve created. 
  • Access to training resources: Notion offers help with its product through webinars, tutorials, API docs and an online community. You can choose from these options based on how you learn best. 

Why you may want an alternative

Several reasons may want to stay away from Notion include:

  • You need to track employees’ or clients’ time: While you can manually track time and individually connect apps to see how long you work on certain tasks, Notion is most likely not robust enough for multiple people to track time spent. If you’re a staffing agency, for example, you may want to consider an alternative. 
  • You need to invoice or manage business budgets: Notion doesn’t offer tools for managing client or business expenses, such as those offered by Teamwork. 
  • You need more integration options: You may not be able to integrate all the apps you use into Notion. For example, while you can integrate Google Drive and Google Workspace, there isn’t an integration available for Google Analytics. 
  • You need a quick setup solution: While it can be beneficial to customize blocks however you want, it can feel overwhelming. Plus, creating to-do lists and other methods for productivity management that suit your needs may take some trial and error. Other tools may feel more intuitive and have less of a learning curve. 
  • You need included advanced automations: While Notion AI offers some impressive automation tools, you must pay extra to use these features. 
  • Issue management: You want to be able to raise issues through a support ticket workflow. 

Frequently asked questions (FAQs)

There is already a free tier to Notion, but there are other free project management software that exist. Some alternatives that are free or offer free paid tiers include:

Learn about these and other free Notion alternatives by reading our best free project management list. 

Google Workspace is a close alternative to Notion. It has features such as project management tools, a place to write and document notes, collaboration tools and to-do lists, a calendar view and mobile access. 

Airtable and Notion are both popular and capable project management tools — neither one is better than the other. There are differences between the two that could make it a better choice depending on your needs. 

For example, Airtable and Notion offer features such as calendars, timelines and custom reports, However, Notion doesn’t have time tracking or invoicing features, features Airtable has. And, Notion has the ability to tap into AI to brainstorm campaign ideas, a feature Airtable lacks. 

As such, while Airtable may be better for client-facing companies, Notion may be best for content creators. 

Coda and Notion offer project management features fit for different needs. Both offer free and paid tiers and similar features for all users. However, Coda offers slightly more advanced features such as more integrations like Salesforce and Quickbooks, interactive RPD (rapid product development) templates and product roadmaps. The software also allows you to collaborate with other users. 

To determine whether one is a better fit than another for your needs, consider signing up for a free trial and testing out both Notion and Coda. 

Blueprint is an independent publisher and comparison service, not an investment advisor. The information provided is for educational purposes only and we encourage you to seek personalized advice from qualified professionals regarding specific financial decisions. Past performance is not indicative of future results.

Blueprint has an advertiser disclosure policy . The opinions, analyses, reviews or recommendations expressed in this article are those of the Blueprint editorial staff alone. Blueprint adheres to strict editorial integrity standards. The information is accurate as of the publish date, but always check the provider’s website for the most current information.

Sarah Li Cain

Sarah Li Cain is a finance and small business writer currently based in Jacksonville, Florida whose articles have been published with outlets such as Fortune, CNBC Select, the Financial Planning Association and Zillow.

Alana is the deputy editor for USA Today Blueprint's small business team. She has served as a technology and marketing SME for countless businesses, from startups to leading tech firms — including Adobe and Workfusion. She has zealously shared her expertise with small businesses — including via Forbes Advisor and Fit Small Business — to help them compete for market share. She covers technologies pertaining to payroll and payment processing, online security, customer relationship management, accounting, human resources, marketing, project management, resource planning, customer data management and how small businesses can use process automation, AI and ML to more easily meet their goals. Alana has an MBA from Excelsior University.

How to start a small business: A step-by-step guide

How to start a small business: A step-by-step guide

Business Eric Rosenberg

IMAGES

  1. How to Use Notion for Project Management

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  2. Notion Template Gallery

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  3. How to Build a Complete Task Manager in Notion

    assign tasks in notion

  4. Notion Template Gallery

    assign tasks in notion

  5. How to Create Recurring Tasks (Repeat Due Dates) in Notion

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  6. Notion Weekly Agenda & Project Progress Setup

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VIDEO

  1. How I Use Notion for my Business #notion #organization #productivity #planner #youtube

  2. Notion overview video1414536456

  3. How to Use Notion: An Introduction for Beginners

  4. How to Use Notion to Assign Tasks to Your Virtual Assistant

  5. Notion Processing

  6. Notion Recurring Tasks Tutorial (2024)

COMMENTS

  1. Assign tasks

    Assign tasks to your team members and add task details to keep everyone on the same page. Tasks in Notion have associated properties such as owners, status, and due dates which help with sorting, filtering, grouping, and prioritizing work. Custom views can be created in Notion to help with organizing tasks.

  2. Getting started with projects and tasks

    With Notion's Projects & Tasks databases, project management is straightforward and intuitive. You can manage everything you and your team need to do without wasting time navigating an overly complex system or jumping back and forth between tools.

  3. How To Assign Tasks To Team Members In Notion: 2 Simple Methods (2024)

    Assign a Task: To assign a task to a team member, click on the cell under the 'Person' property column and select the name of the team member from the dropdown list. Notify Team Members: Once a task is assigned to a team member, they will receive a notification in Notion.

  4. Tasks and dependencies

    Create and organize tasks in Notion to take your project management to the next level. Use sub-items and dependencies to give depth to any workflow 🐣 Contents Sub-items Enable sub-items View sub-items Move, duplicate, and delete items with sub-items Edit and remove sub-items Turn off sub-items Dependencies Add a dependency Dependency date shifting

  5. How to Assign Tasks In Notion The Lazy Way

    Looking to make Task Management with Notion easier. This Notion tutorial will help you assign tasks by doing less. Perfect for saving time and making things ...

  6. Assigning tasks to others

    Assigning tasks to others Notion 257K subscribers Subscribe Subscribed 80 10K views 8 months ago Getting started with Notion Projects Notion projects (part 6 of 15). In this lesson, we'll...

  7. Task Management in Notion

    The steps that we will take to building a task management system in Notion are the following: Creating a Central Task List Database Creating Individual Project/Areas of Interest Pages Creating Linked Databases to the Central Database on each project page

  8. Managing Projects and Action Tasks in Notion

    Organizing Tasks in Notion Notion is a powerful tool for organizing tasks and projects. With a few simple steps, you can create a comprehensive database that helps you track your progress and stay on top of your tasks. To get started, create a database in Notion for your tasks.

  9. Task Management in Notion : A Complete Guide for Beginners

    Because you don't have to go to a specific place to add or see the tasks assigned for any given day, week, or month. You will see your tasks everywhere! This is where that so-called concept " Creating a second brain " in Notion comes into action. The main points of task management in Notion are, In This Article Hide 1.

  10. Ultimate Guide: How to Perform Efficient Task Tracking with Notion

    At its core, Notion's task tracking feature allows you to create and organize tasks, set due dates, and assign team members, all in one centralized platform. With Notion, you can break down tasks into subtasks, add comments, attach files, and even create project-specific templates for standardized task management.

  11. A Quick Start Guide to Notion's Projects and Tasks Templates

    Notion's Task Template Views. At the top of your tasks database, below its title, you'll see the views By project, Mine, and People. By default, you're in the project view, in which you organize your tasks by project. The Mine view creates a to-do list of all your tasks, organizing them into a checklist. The only property that seemingly ...

  12. Consolidate All Your Tasks in Notion

    Option 1: Link Existent Databases Best For: Teams that have countless tasks across existent projects and don't have the time to transfer them over to a brand new database. This is the one I...

  13. How to Use Notion for Project Management

    Assign Tasks. Rarely does a project require only one person. You can assign tasks in Notion to someone you've shared your Notion page with, a person in your workspace, or a member of your Teamspace. Select "Empty" next to "Assignee" on the Task page, and choose the person from the drop-down list. ...

  14. Ultimate Guide to Task Prioritization with Notion

    Here are a few key points to consider: Efficiency: Prioritizing tasks allows you to allocate your time and energy efficiently, ensuring that important and time-sensitive tasks receive appropriate attention.

  15. Ultimate Guide to Team Communication in Notion

    Here are some effective strategies to optimize your task management in Notion: Centralize task tracking: Create a master database in Notion to store all tasks, allowing team members to access and update task details from a single location. Utilize properties such as due dates, assigned team members, and priority levels to enhance organization ...

  16. How to Prioritize Tasks in Notion

    Step 2: Create a Database. Once you have determined the priority levels, you need to create a database in Notion. To create a database, click on the "Add a Page" button and select "Database.". Choose a name for your database and select the appropriate template.

  17. Add tasks to a project

    Notion Academy Add tasks to a project Add tasks and subtasks to your project plan. Projects are made up of tasks, which can be further broken down into subtasks. There are two ways to add tasks: Assign directly to a project → open the project page and click "Add tasks" Standalone tasks → Use the +New button on the top right hand side of Tasks

  18. Break tasks into manageable steps with sub-tasks and dependencies

    You can scope out tasks, assign individual steps to your team members, and identify anything blocking your progress. 6 min read Sub-tasks and dependencies unlock a new level of project management capabilities in Notion. Use them to break down even the most daunting of tasks. How to use sub-tasks in your tasks database

  19. Quick Tip: How to use sub-tasks in Notion

    To start using Sub Tasks in Notion, you actually have to enable it in your workspace. Start by either heading to your current task database or creating a new one and clicking on the three dots next to the blue New button. Click on Sub-items and then click Create. This is essentially creating a relational database between your tasks.

  20. The Best Way to Create Recurring Tasks in Notion (2023)

    To set up a recur interval for a task, open the task as a page. You'll see a Due Date property, as well as three properties for setting up a recurring task: These give you all the tools you need to set almost any recur interval you could want. Recur Interval - A simple number property that works with Recur Unit.

  21. How to Create Recurring Tasks (Repeat Due Dates) in Notion

    Change your Due dates. To "complete" a recurring task, change the Due date to the date displayed in Next Due. This will, in turn, cause Next Due to move forward to the next logical date. Next Due functions as as guide, always telling you how to set Due. For One-Time tasks, simply check the Done box.

  22. Give your to-dos a Home with Task databases

    See all tasks assigned to you — Any items that have been assigned to you from any tasks database across the workspace will appear in the My tasks widget. Open tasks to see more context — Click on a task to open it as a page and read more information or add comments.

  23. 5 best Notion alternatives in 2024

    Users can assign tasks to members of the team, track its progress and check tasks off as they're completed. ... What is Notion? Notion is a project and task management app where users can take ...

  24. Personal tasks

    Personal tasks Personal tasks Since Notion is so flexible, you can manage your tasks however you want! But we'll show you two specific examples of task management pages that you can build yourself - one that's more lightweight, and one with more features and functionality. 10 min video Subscribe on YouTube Start with a template