TL;DR: To manage projects in Notion, create a database with properties for status, assignee, and due date, then view it as a board, table, or calendar. Add tasks as pages, link related docs, and use filters and templates to keep work organized and moving.
Step 1: Create Your Project Database
Open a new page and type /database to insert an inline database. Choose “Table” as your starting view. Name it after your project (e.g., “Website Redesign”). This database will hold every task, milestone, and deliverable.
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Step 2: Set Up Properties
Add the properties you need to track work: a Status select property (To Do, In Progress, Done), an Assignee person property, a Due Date date property, and a Priority select property. Keep properties minimal at first—you can always add more later.
Step 3: Add Tasks as Pages
Click “New” to create each task as its own page. Inside a task page, write details, checklists, and meeting notes. Because every task is a full page, you can nest sub-tasks and attach files without cluttering your main view.
Step 4: Switch Views
Use the view tabs to see your data differently. A Board view grouped by Status gives you a Kanban workflow. A Calendar view shows deadlines. A Timeline view maps out project phases. Duplicate a view and filter it to “My Tasks” for a personal dashboard.
Step 5: Link Related Docs
Create a separate page for your project brief, then use @ mentions or a “Related Docs” relation property to connect it to tasks. This keeps context one click away.
Tips
Use database templates to pre-fill task pages with checklists. Add filters to hide completed items. Roll up sub-task progress into a parent project using a Rollup property. Review your board weekly and archive done items to stay focused.
FAQ
Q: Is Notion free for project management?
A: Yes, the free plan supports unlimited pages and databases for individuals, with limits on file uploads and guest access.
Q: Can I share a project with my team?
A: Yes, invite teammates to a shared workspace or share individual pages and databases with view or edit permissions.
Q: What’s the difference between a database and a page?
A: A page holds content, while a database is a collection of pages (rows) with shared properties you can filter, sort, and view in multiple formats.
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