Organizing Projects in Notion

Introduction

• Previous disorganized method of managing projects in Notion:
  • Over-complicated task lists
  • Important information scattered
  • Inefficient use of checklists
• Goal: Transform into a well-organized system
• Using simple Notion features
• Example used: Trip planning
  • Templates available for trip planning and generic project management

Notion Structure Overview

1. Level One: Overview of all trips (or projects)
   • Table view showing all projects
   • Useful links related to all projects
   • Projects database origin
2. Level Two: Specific project details
   • Milestones and tasks view
   • Useful links specific to the project
3. Level Three: Specific milestone details
   • Tasks related to the milestone

Key Notion Features Used

• Relations

  • Connects two databases (e.g., tasks and milestones)
  • Helps in linking tasks to milestones
  • Example: Task "Personal tasks in Hong Kong" linked to milestone

• Roll-Up

  • Display number of remaining tasks per milestone
  • Roll up relation between tasks and milestones
  • Calculate number of undone tasks

• Formulas

  • Makes number of tasks left user-friendly
  • Edit property to display tasks in a readable way

Setting Up Templates

• Creating a Milestone Template
  • Steps to align tasks and milestones on the same page
  • Use of header styles and colors for organization
  • Implement self-referential filters for task-milestone link

Benefits of System

• Information surfaced when needed
• Tasks can be added directly to milestones
• Useful for both personal and professional projects

Project Management Examples

• Website management example:

  • Relevant information on the left (e.g., meeting notes)
  • Use of databases for tasks and milestones

• Important tips:

  • Change database names for each project to avoid cross-linking
  • Use breadcrumb feature for navigation

Conclusion

• Encouragement to watch related Notion tutorials
• Emphasis on the method working for various project types
• Invitation to explore templates and methodologies further