The Best Way to Manage Tasks and Projects in Notion
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- čas přidán 25. 06. 2024
- Get my Ultimate Tasks Notion template for free here: thomasjfrank.com/templates/ta...
After more than two years of working and experimenting within Notion, I've finally figured out how to move ALL of my task management into the app.. Today, I'll show you exactly how I do it, and share a template version so you can use my system as well.
Get notified when my advanced Notion course launches: thomasjfrank.com/notioncourse
All my Notion tutorials and templates: thomasjfrank.com/notion
More info on Recurring Tasks in Notion: • How to Create Recurrin...
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thomasjfrank.com/usenotion/ - (this is my referral link)
🐦Connect with me:
Instagram ➔ / tomfrankly
Twitter ➔ / tomfrankly
Podcast ➔ theinforium.com
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Timestamps:
00:00 - Intro
00:37 - The Ultimate Tasks Template
01:57 - Daily Tasks feature
02:43 - Inbox and template features
04:13 - Subtasks
05:10 - Different task database views
06:25 - Today view
07:40 - Next 7 Days view
08:03 - Priority view
09:36 - Projects database
13:00 - Wrap up + more tips
14:39 - Ending easter egg
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#notion #taskmanagement #productivityapps
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Notion bills itself as an all-in-one workspace, replacing apps as varied as Evernote, Confluence, Excel, and Asana. But how can you actually manage your tasks and projects using Notion? A lot of people have asked me how to do this, and I've personally wanted to move all of my to do's and projects into Notion ever since I started using it.
Well, by Jove, I think I've got it (who was Jove, anyway?) Today, I'm walking you through (and sharing) my template for managing tasks in Notion. It's called Ultimate Tasks, and it's built to handle everything from your daily tasks to big, multi-stage projects. It's the result of more than two years of experimentation and battle-testing in Notion (often while trying to juggle tasks within Todoist, Asana, or ClickUp), and it's now what I use to manage all of my own tasks.
It handles recurring tasks, subtasks, Today and Next 7 Days views, Trello-style kanban boards, and more.
Props:
Edited by @Tony Santos
Get the template: thomasjfrank.com/templates/task-and-project-notion-template/
Want to learn how to build this yourself? Watch this: czcams.com/video/32dLXdB4ozs/video.html
Hey Tom! Should I wait for the course instead of starting using this template and throw a ton of projects and tasks into it?
@@ricardorey I'd recommend getting started with this one, and trying to customize it to your needs! If you're interested in the course, then I'm guessing you want to learn Notion deeply - I can promise the course will be absolutely brimming with content to help you do that, but the best way to learn is to experiment and try things!
@@Thomasfrank Can you connect Tasks system with the NOTE TAKING system? If yes is there any further info with tips? Anyways thank you very much for helping people with better live organisation! It's changing my way of life very quickly.
This is exactly what I need Thomas! Thank you very much!!
Just one question, will I be able to create my own Kanban style Sales CRM Project with this template? And should I be using the Tags for setting the Status per deal?
By the way, I signed up for the course, looking forward to it! :)
@@Shim0nn Create a linked Database in a notebook from the today Task view
Thomas is just out here doing The Lords work. Thank you for all the effort, hugely appreciated.
STRAIGHT FACTS! LMAO!
I mean I wanted to cry watching this. I legit prayed for a better set up for my system and here it is!!!!
Legit chuckled out loud, so funny (and true!)
Amen to that💯✨
Amen
You're a good guy Tom, Thanks for all these goods🙂
I’m a 12 year old in middle school and I wanna thank you for making videos.
I want to say thank you for being such a great CZcamsr. Your productivity tips and tutorials help me get more organized and help me have a better life. Your videos make my day. I watch your videos (old ones and new ones if you post) everyday. So thank you! Keep doing what your doing!
PS: Since you can’t put these vids on your channel because of the CZcams algorithm you should probably shoutout this CZcams channel on your main CZcams channel so you can get more views on this channel. I think not many people checked out this channel because the people who listen to your podcast don’t bother opening their phones and doing all the work to checkout your channel but if you link the channel in the description of one of the videos on your man channel more people will check it out because they will not have to do too much work to check it out.
I'm so glad you've been enjoying my videos!
And yes, I definitely plan on marketing this channel over on the main one. We've actually got a big Notion video going live over there later today that will point people to this one. I was mainly waiting to have a few different videos on this channel before sending a ton of people over; since this channel is quite niche, I didn't want a ton of people subscribing without knowing what they were getting, and then not watching videos when they were released. Unfortunately, sometimes having too many subscribers can be bad for a channel if those subscribers aren't interested in the content!
@@ThomasFrankExplains I look forward to it!
You will go far in life mate..keep going
imagine being 12 and looking at this kinda videos, ur gonna make it for sure buddy! :)
You are 13! and using this information... bro.. you are amazing! keep it up!
Good lord! I'm 14 years old, struggling in Grade 10, as I've signed up for many different clubs outside of school; I've not had the time to organize myself, and I've been trying to see how I could improve your old task management system, but somehow, you've combined all that I was planning to do and more! Now, I feel like I can actually have the time to get my life under control; this setup could literally be its own application!
You are way ahead of the curve! I wished I was watching productivity and workflow videos on CZcams when I was 14 years old!
at 14 I played with Barbies :)) good job
Thomas, this was an absolutely fantastic video! Top-notch stuff. I am going to use this guide and add a layer of "Goals" on top of "Projects", each project linked with a goal. Kudos to you because not only have you introduced a great framework, but you have also taught how to execute it on a day to day basis.
The very beginning of this video seems to summarize the real point: Creating busywork with Notion by over-optimizing and over-tracking every little detail is utterly overwhelming and, quite frankly, counter-productive.
I cannot overstate how incredibly helpful this is! I work multiple part-time jobs, my own company, and grad. school. This system is everything I need to keep everything in one place but still focused and clean.
Thank you, thank you, thank you!! I have been struggling for months with managing multiple roles, projects, tools, and tracking systems - all while knowing that things were falling through the cracks and feeling more and more overwhelmed. Not only does this workflow make perfect sense and answer a HUGE need that I have had with managing one-off tasks (as they come piling in!) and project tasks, it allows me to manage my day-to-day activity level knowing that I am addressing all areas. Thank you for all of the work that you put into making this awesome template and explaining how to use it, but also for providing it free of cost. Amazing. You are my hero!! Really, thank you.
I simply can’t thank you enough! I work for the NHS , and I have to wear different hats everyday, especially during this challenging year. Having a bird’s eye view of all my tasks has made life so much easier. Had to pause the video a few times as I’m new to notion, but after a few attempts, I couldn’t help smiling to myself on the way home. Thank you 👏🏾👏🏾👊🏿
Omg I downloaded this-- I’m Absolutley shook!!! I’ve never had a system like this. This is absolutley life changing.
You are an absolute lifesaver Tom. I have been into Notion for a while now and I wanted to make it more versatile, but I just didn't have the skills to set it up like this . This will help so much, cant thank you enough.
First video of yours I'm watching and I simply cannot comprehend the effort you have put into this. It's free, AND you ask absolutely nothing in return. sincerest thank you as you have saved me so much time and money!
how is this not widely shared!? This has literally solved all the know hows for notion! thank you for this!
I'm finally getting a hang of Notion and this is easily one of the best templates out there. Takes a bit of time to set up but once done, its a lifesaver. Thanks for this Thomas..and clearly explaining everything..as well as providing this template for free :-)
I've been a notion user for a couple of months and I have struggled quite a lot understanding they way it works.. but I can gladly say that thanks to your videos I could finally see the light.
Thanks a bunch for your dedication and making this and other templates available for everyone on the net. Personally, I would not have been able to make them myself.
Omg, this is the first project management template I've found that actually gives me recognizable project management features from Jira or Trello. Most of the time it's just a super basic Kanban and a blank page for to-do lists or something. Thank you so much for making this!
Please someone tell me I'm not the only one having a hard time trying to understand this template?? I've watched the video 3 times already lol
I am finding this very confusing, you are absolutely right. the idea is how to make your life easier, not harder. This is not going to make your life easier, rather will force you to spend more time managing the system, so the things fall into right places. there is got to be the better way to do this
@@nataliauptowndream7181 Stick with it it took me 3 or 4 watches to understand what he's talking about. 10 days into Notion and now I get it. Remember nothing in life worth having comes easy.
@@mpr746 what do you use for your task?
@@tulipgirl_ Click-Up
@@mpr746 thx!
As someone who is trying get his own venture off the ground, this is gonna be a life saver. Thanks a lot TF, you are an MVP
He's a... Minimum Viable Product??
Finally someone who can demonstrate how to use Notion properly. I have had the app for months but didn't have the foggiest idea on how to use it. Thank you so much Frank🙌🏽🙌🏽
The fact that you're giving the template for free is so cool, I was looking for a good format which handles my specific requirements, so thank you so much for this!
This truly is ultimate. Thank you so much, I can't believe this is all available for use already.
Dude! You're awesome! Can't wait to get started with this template. I hate having multiple apps 😁
Thomas, I have watched the long version first and this video just clarified so much. I owe you for sharing this template man. Huge props!
So solid. Thanks Thomas.
These Notion videos are awesome Tom, thank you! Inspired me to create my own templates to manage my closet and promote a minimalist wardrobe - video on my channel
U have literally saved my life. Thank you!!! I've been looking for something like this for a week. Even notion said it wouldn't be possible and here it is!!!!
Love this channel! Was always hoping for one where he dives further in and this is just what I wanted! Thank you so much! Appreciate all the hard work!
I'm always waiting for these videos! I already have duplicated your notes and recurring tasks templates and it has substantially increased my productivity!!
Glad you found them helpful!
thanks for the effort putting this together, Thomas, it helped me so much!
I'm laughing! I literally had my head in my hand and when the video started it was like a mirror image! Talk about knowing your customer avatar! Thank you SO much for these videos. You may think you're just making "productivity videos " or "tutorials" but this shit is literally GAME CHANGING. I don't just feel like you're showing me how to use some software, you're honestly teaching me a path to becoming the best version of myself. I can't believe everything that you're showing me is possible, and what that means for my future in both business and my personal life. I guess I may be late to the game, but I'm watching and replaying all your videos, playing with your templates, and reading your website diligently until I pull together a cohesive and personally functional system. I am so excited about the possibilities, and it really wouldn't be possible without your generous courses. I am so humbly grateful. Ok, back to work!
Just finished updating my notion to match Thomas Frank's Notion task management system and note-taking system and im suuuper pleased 👌🏽👌🏽👌🏽 and excited~
I don’t normally interact on videos but this is amazing and deserves subs, likes, comments etc...
This is amazing,I have many massive projects coming for my grad school so, I was creating a project management system in notion using their relations and tags but this one looks more polished so I'd modify this instead😁😁 you're literally a life saver Thomas
Aahlad Vanam, Which one should I use PARA or This Ultimate Task Manager?
@@Doddom I would say give this Task manager a shot, only caveats of using notion was their mobile app. It wasn't super snappy when opened, takes a while to load. But it gets the stuff done. If you predominantly use it on PC/Mac then no issues at all. Your imagination is the ceiling I guess. Good Luck!
@@aahladvanam933 I also need the Personal Knowledge Management Feature in this Ultimate Task Manager!
Oh man, thanks for this template and the explanation. It's all that i've looking for. You're amazing!!!!
Hi Thomas, I just want to do an appreciation post for the type of content you provide. I found your channel when it was relatively small and you have always provided quality and informative content for free. Your tutorials have really helped me in some way. Thank you for introducing me to Notion. It is literally my brain's thoughts stored on the cloud!
Quick update: I've had to make a change to the Inbox. Now, the "Inbox" checkbox has to be checked for tasks to show in the Inbox. If it's unchecked, they'll disappear even if Due is empty.
If you've already duplicated the template and want to update it, just change your Inbox views to have their filters match this: i.imgur.com/SIxUQpn.jpg (only the bottom one has changed)
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Explanation:
I realized that there's just no way to force Inbox to be checked on new tasks while also allowing tasks to stay in the inbox in a situation where Inbox is unchecked (even if the due date is empty).
One of the main tools I'm using here is Filters as "forcing functions" - i.e. forcing a new row to take on properties automatically due to a filter. Try as I might, there's no way to use "Inbox is Checked" as a forcing function without making sure tasks are always filtered by it.
So that makes Inbox a bit simpler now - tasks are always there as long as Inbox is checked.
Great video and great new channel!! And about this you just wrote, I don't really get how you can even force the new rows to take today's date. How do you do that?!
@@SUBmarinealien By filtering Due is on or before Today.
that's awesome
High level stuff, everyone now can access tools that used to be available to companies only because of the costs. Great video Thomas! When I share a project the person I'm sharing with have access to all my tasks, including the ones that are not part of the project. I've trying to figure it out on how to fix if you have tip I would appreciate
Thank you, Thank you, Thank you for this template...it's AWESOMENESS! I'm relatively new to Notion and just do the basics. Trying to learn how to make the databases relate to one another, but your template sped up the process and now I can have one system for all of my work projects. Using your template to fill in my tasks and see how things work. Can't thank you enough for all of your content and inspiration. You rock!
I am in love with your organization system! Thank you so much for sharing these valuable tips.
Bruv! This guys a genius!
🎯 Key Takeaways for quick navigation:
00:00 🎥 Thomas Frank introduces the Ultimate Tasks Notion template for task and project management
00:32 🗂️ The template includes links to common task views like inbox, today, next 7 days, priority, all tasks, projects, and daily tasks
01:01 📋 The daily tasks is a scratch pad to plan out your day alongside other views
01:31 📈 The projects view allows you to manage large projects in a Kanban board
02:00 ✅ The daily tasks notes can be archived to keep the system clean
02:28 📅 The inbox allows you to stage new tasks before sorting them into views based on due date
03:26 🔁 Recurring tasks automatically populate the next due date property
03:54 🗃️ Subtasks can be created within any task using a template
04:23 ➡️ Arrow icons indicate a task is a subtask
04:53 📋 Board view provides a Kanban system with columns: to do, doing, done
05:22 📱 List view is responsive for mobile
05:50 ✅ Done tasks disappear from views but remain visible in board
06:20 🗂️ Sidebar provides quick access to all key views
06:50 🗓️ Next 7 days view shows current and upcoming tasks
07:19 📅 Daily tasks can be archived when complete
07:46 🚦 Priority view provides a Kanban system ordered by priority
08:16 🚦 New tasks automatically get a medium priority
08:45 🚦 Priority order can be customized
09:17 🚦 Priority view provides a Kanban system for priority-focused workflows
09:45 💡 Projects are a separate linked database
10:13 🔗 Tasks relate to projects via linked database
10:45 💡 Project tasks appear in project and daily views
11:14 💡 Project board provides Kanban view for large projects
11:44 🏗️ Custom tags provide categorized project Kanban
12:12 💡 Templates allow easy creation of new projects
12:42 🔗 New project tasks relate to that project
13:11 📬 Signup link for email list and Notion course interest
13:39 🙏 Request for feedback and suggestions on the template
Made with HARPA AI
Thanks for this! I have been managing things out of five different apps and came across your CZcams site. Now I am bringing over everything to Notion and using a couple of your templates. Thanks again for all your work.
Excellent video Tom - thanks. Have implemented State, Type, Recurring interval, Next Due Date, parent and sub tasks into my current system and updated all the views etc for that.
Also had been thinking about adding Kanban task databases into my projects for a while - this has given me the inspiration to do that too.
Thanks again.
You’ve been saving my life with all of your videos. It’s about time I subscribe. Thank you for adding captions!! I’m Deaf and so many people have awful captions.
Thanks for subscribing!
Most videos just get auto-captions from CZcams, but I make sure to order professional captions for all my videos 🙂
Thomas Frank Explains it truly means a lot that you get the captions professionally done!! Thank you!!
Thomas Frank Explains it truly means a lot that you get the captions professionally done!! Thank you!!
Thanks for having accurate captioning! :)
*also love the template :3
You're very welcome!
Thank you so much for this video!! This is life changing. I hope to get more comfortable with Notion. Watching how you broke out your project tasks with the tags really helped me breakout my tasks by function (I love to batch tasks) so thank you. :)
I never comment on videos, but this is just gold. I've used trello but not a big fan of ONLY Kanban style plus having to always drag the horizontal screen to see everything doesn't work for me. This gets everything done and more, can't wait to put it to use today!
This is such an amazing system!! I really appreciate you sharing your templates. How would you duplicate the space for a team member? When I duplicate the template in a workspace the data bases are not linked with each other? Would I have to have one at the main and just duplicate each database individually? Or is there an easier way? Thank you!
Thanks for the template! You're a genius for figuring out recurring tasks, I couldn't for the longest time either. I'd like to ask if there's a way to add tasks only for weekdays?
There will be at some point in the future! I had hoped to add support for that with this version, but it's MUCH more complicated that using a simple numbered interval. I'll do an updated video when I figure it out :)
SERIOUSLY LIFE CHANGING! Thank you for giving out the best Notion resource!! Seriously a mash of all the best softwares all in our beloved Notion. 🤩
Oh my god!! This manager setup is exactly what i searched for. Thomas you are my personal hero!
The best task management 🔥 system, best productivity music 🔥 playlist and great productivity techniques🔥. Thank you so much Thomas I didn't want to make it longer I know you are busy.
This is more complicated then my Maths and Physics book combined
Then your Maths & Physics books are easy.
But this system is incredible and helpful if you know how to get the most out of notion
Facing an issue -> so lets say i have a rec. task and its rec for everyday and i check it for today but what it does is th next day when it's due again it's going to stay checked and i have to uncheck it for that day. is there any possibility i could fix it ?
Thanks so much for a great video! I must admit- it has taken me 3 tries to fully wrap my mind around this template and process. I look forward to fully using it in my workflow over the next couple of weeks. Would love to see a video of you using this in a daily workflow. Thanks!
Hi Thomas, loved the vid!
How do you automatically give a task today's due date (like you showed in 6:48)?
That is the auto filter feature. Basically whenever there is a filter in a database view it will automatically add the conditions of the filter. In that case it was due date is today so will add today in every new task.
Danny's reply covers it perfectly! I'll just add that it's worth exploring how to use this trick in other ways. I show how to use this to force a default priority around 08:28 :)
Can you connect Tasks system with the NOTE TAKING system? If yes is there any further info with tips? Anyways thank you very much for helping people with better live organisation!
Yes please!
In general, I know such a system. There is something like this in leadertask.
Thank you so much for this template! I first heard about Notion from your videos and use your CZcams video prod template for my videos but with this I might be able to house all my to-do needs in Notion! Thanks again!
Watched a lot of these, yours is most concise and clear. Definitely recommending to friends and will support your works.
Hello! I noticed that once you check the "Done" button to a recurring task in today view, it won't disappear. I would've expected it to disappear when i check the "Done" box and to reappear when its time comes. How can I fix this? Thanks for such a nice Task Manager!
+111
A recurring task never becomes done, otherwise it wont be recurring.
@@shankhan547 yeah but what I was trying to say was that if you check the ‘done’ checkbox it should disappear from today view and come back in the next day or in the next N days (depending on your recurring interval)
@@adrian03 Yup, theoretically it should ideally do that, not with this current workaround set-up since it's only filtering the deadline, not the next due. Hmm I'll try playing with the nested filter and see if we can fix that.
@@adrian03 Hey Adrian! I found a fix for your reply, I just tweaked the filter system and formula and boom, problem fixed. Do you have an email I can reach you @ so I can send you a screenshot of the filter settings?
IMHO, the overall user interface is not friendly at all... It still cannot replace an app that is focused on task or project management.
Like which one?
Struggled a couple of months with notion and how to make a perfect to do list till I saw this video.. this is the perfect template!! Thank you so much for this🙏🔥
You are a life saver, Thomas! I am using it now and it's 2023 very useful.
Hi! I just saw your templates today and I’m in disbelief because I really wish I saw your channel earlier!!! You totally understand the importance of using databases and layouting them in engaging views, and it’s similar in some ways to the set-up I’ve arrived at after months of struggle! If I had just seen this earlier I could have saved a lot of time, and many aspects of your set up just filled in the gaps in my current system, can’t wait to rehaul and incorporate! I love your layouts, they’re beautiful and engaging
This is amazing tutorial and template! Thank you so much Thomas💕
This is exactly what I was looking for in Notion! Thanks, Thomas for the template. :)
Awesome Template..
Its been Two Days And Its been Great Experience using In My Daily Study And Dailies..
Amazing Experience..
Best ma, you're god for productivity, Firstly I got habit of note taking using evernote. Now, updating it to notion and now this...
AWESOME BUDDY much thanks to you. You're helping a lot of people.Keep doing that keep shining.
Thomas helped me get through college, and now helping me get through my "Adult" work life. Thanks, man! :)
THIS IS EVERYTHING I EVET WANTED 😱😱😱 THANK YOU FOR MAKING THIS 🎊🎊🎊 you da best
Been wanting to use Notion to keep track of all the stuff going on in my life. This free template is the perfect starting place!
Oh my goodness, THANK YOU THANK YOU!! This is a lifesaver, I can't thank you enough for posting this video and the FREE template 😀
Thank you so much for this awesome and extremely helpful video! I really and sincerely appreciate it! This is going to help me so much managing all of my responsibilities in college!
Man I love your template so much!! genious that is exactly all the things I need!
This is AMAZING. Thank you for this template!
This is the best Notion task mgmt system I've seen. Thanks for sharing!
It blows my mind how brillant this template is !
🔥
Thank you very much :)
Thanks a lot for this powerful template!!
Thank you for another great template!!!
Bravo, Thomas. This is GOLD.
This template is very functional and versatile. Thanks very much for sharing with the world!!!
Thank you!! Looking forward for that course!
I liked this video and love his Template. I just shared this video with over 300 of my students. Most are using Notion to access the courses that I did in Notion. I wish I was as smart as this young man.
We just know how much work and effort goes into these video's and your blog etc. Thank you
Thanks, Thomas. This is such a great video. I want to organize tasks with Notion but don't know where to get started. This video and template makes it a lot easier.
Thank you, thank you, thank you! This was the missing link! I've been trying to get started with Notion and realized the recurring tasks and linking project tasks to a big task list was my most-needed feature.
Outstanding template! Thank you so much for these videos. I will ensure to spread the word of your channel.
Love this, Thomas. Use it all the time.
Loving your work
Thank you Thomas, the template is amazing!!!
You are my new guru. Thanks for all your hard work. I am benefitting from it every day.
I really appreciate your fantastic videos all the time.
They are very helpful and friendly
This video solved every problem i have with my task manager. Thank you!!!
Awesome video, love it, thank you Thomas😊
Thanks for sharing this template for free! I've been trying to create my own version from looking at different youtube-videos but omg is it overwhelming! Love all your videos and I'm looking forward to learning more about notion. After I sort out this task-list my next goal is to create a start-the-day-dashboard. I'll make sure to see what content you have created for that :)
Thank you thomas you are amazing!! Very interesting to see whats possible and thank you for so genoursly sharing your creation!
i just started notion in the past week and your templates helped me a lot! thank you so much!
You´re incredible! Thank you so much, for everything you do for us! Loved it!
This is EXACTLY what our organization was looking for - THANK YOU!