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Notion includes a comprehensive set of project management features that allow you to assign and monitor tasks, build calendars and Kanban charts, and plan projects across disciplines and organizational sizes.
We'll describe how to utilize Notion for project management in this article, but none of the instructions will make much sense if you don't understand the fundamentals of how Notion works. So let's start there.
What Is Notion?
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Notion is a digital workplace that helps you manage all of the chores and work for your business.
You may basically produce documents and work with your team using this productivity tool.
That's not all, though. Notion can also be used in project management.
Oh, and you might find this intriguing if you used to enjoy playing with Legos.
Notion provides a variety of blocks that you may use to design your own special templates and layouts for your projects. In this manner, you merge different informational building elements to produce a seamless project space.
Signing Up To Notion
Go here to sign up for Notion.
Go to "Download" and choose your operating system. You can get a free desktop program for Windows and Mac from Notion. There are iOS and Android apps available, but they cannot be downloaded directly; instead, you must message Notion, who will then provide you with a link. There is no Linux application. The Web Clipper, which is also free, is a Chrome extension that acts as a portal to all of the Notion: every screenshot in this post was taken solely using a browser.
Notion Pricing
What is the cost of Notion if it is free to download?
The basic freemium models limit either functionality or use. Notion limits consumption with its free plan and features with its entry-level personal subscription.
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The Personal account is limited to a single user, whilst the Free plan is limited to 5MB of file uploads and 1,000 blocks.
If you're using Notion for project management, the best option is the $8/mo Team plan ($10/mo if you pay monthly).
Blocks
Notion is built on blocks. Notion doesn't care what kind of content is in a block. Each block has a dropdown menu that allows you to convert it into another type of block, put a new block underneath it, or transform it into a page.
To add a new block
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To access the block menu, press return or move your cursor over the block. Then you can choose from over 50 types of blocks.
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Pages
A page is a document's Notion equivalent. It could be a single page of text, an entire knowledge base, a Kanban board, or something in between. With a single click, you may embed or link one website within another.
To open a new page
To add a new page, click the Add option in the Workspace menu.
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The new page menu allows you to select a template, start a blank page without a template, or create one of Notion's five types of databases:
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Databases
Notion generates and employs genuine databases, not spreadsheets, with material kept elsewhere. From this vantage point, the front end is the back end. Notion allows you to create five different sorts of databases:
- List
- Gallery
- Table
- Board
- Calendar
Now that you've covered the fundamentals let's get to the meat of the matter: how to use Notion for project management.
An Overview of Notion Project Management
Notion provides you with the tools you need to manage any size and complexity project, regardless of the project's aim. The project management tools you're used to using—Kanban boards, calendars, roadmaps, and task lists—are all accessible within Notion with a simple click.
While Notion isn't technically speaking an app bundle, it does provide capabilities that you're likely to desire for specific purposes. The project management features, for example, can be found in the block and page menus wherever you are in Notion. However, Notion provides ready-made templates for project management elements.
Notion allows you to.
Build Roadmaps
Road mapping templates can be found under the Design, Engineering, and Product Management areas of the Page menu.
Views Can Be Customized
You can choose whatever view of your data is most beneficial to you, cycling between calendar, table, kanban, and other views for the same data. That's because Notion produces an actual database from the data you input and upload, rather than simply a surface-level representation of one.
Bundle And Expand
Depending on the situation, you can both bundle and expand your task. Any block can become a page, any item in your database can have its own page, and you can nest links to pages within documents. Your taxonomy is anything you want it to be, with no internal system to learn or follow.
Keeping Track Of Tasks
To-do lists and Kanbans can be stacked inside anything, even each other, to track tasks as precisely as you need.
Permissioned Access
You can control who has access to what and add people to cards, pages, events, to-do lists, and anything else.
Collaborate
Notion allows you to collaborate on the same page, communicate, create reminders, and message each other.
Security
Includes quarterly independent security audits and SAML SSO.
Using Notion, you can quickly link or upload photos, videos, and more, as well as add or create rich content using embedded material and code.
Using Notion To Build A Roadmap
There are multiple template choices with premade roadmap templates. Here, I'm making use of the Product Management menu template.
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For product management initiatives, the basic arrangement is a Kanban board.
Every card has a status and set of traits, and the top has a key.
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A list of markers and a text description are located on the back of every card.
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These are all properties: Sprint, Priority, Tasks, and Timeline. Using the dropdown menu on each property's side or the "Add a property menu," you can add or modify any property.
Anything can be placed on the back of a Notion Kanban card, such as a calendar, a movie, or another Kanban board.
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In this case, I've included a task list, an empty Kanban board within the card, a fake calendar included as a page, and this YouTube video (this one) embedded within the card.
In a matter of seconds, I completed all of this using the blocks menu. Notion is a strong rival to Trello and other Kanban-focused applications because of these qualities; in particular, Notion excels in tying together tools for collaboration, content creation, and embedding, as well as nesting subtasks.
Using Notion For Task Assignment And Tracking
With Notion, you can make a basic to-do list as a block that can be added to any other page or database. Additionally, it is simple to replicate pages, so templates that include checklists for content creation, editing, and publication, for example, function just as well in Notion as they do in Trello.
Task list templates are also available in Notion through the Design and Support options. The Design task list is what we're using.
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This should appear familiar if you've seen it on the project tracker. It is the Kanban tool from Notion, but it has distinct features.
Let's say you are giving someone a blog post to write. This card may be in your project tracker:
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Which Are Notion Project Management's Feature Keys?
Notwithstanding its small size, the Notion app is packed with several intriguing capabilities for project managers.
Take a look at what's finest about it.
- Wiki
- Kanban board
- Templates for databases
- Project pages
- Timeline
- Templates
- Gantt Charts
They operate as follows:
1. Wikis
This is Notion's specialty.
This feature allows you to create 'Wikis,' or document directories, that contain all your team members need to know about your organization or project.
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Each document, like a Google Doc, provides rich-text formatting, code snippets, and other features. You may also organize all of your policies, professional goals, and plans for easier knowledge management.
2. The Kanban board
When managing projects, you must always be aware of what your team is working on.
Unfortunately, there is no crystal ball to assist you. (I apologize to psychics.)
A Kanban board displays the status of all your project tasks ('To Do,' 'Doing,' and 'Done,' as well as who is allocated to each job. When Notion users complete a task, they may drag & drop the card into the appropriate status column.
3. Views Of The Notion Database
Notion's database, in addition to Kanban boards, provides different views of your project activities. They can be viewed as a task list, in a calendar view, in a gallery view, or as a table.
The Notion database can be envisioned as a distinct spreadsheet as a more complex type of page. Each item can have its own Notion page when entering fields in a Notion database.
4. Project Pages
As mentioned, each object in your linked database has its own Notion page. The Notion page can be chock-full of task-related information and checklists. This way, you get a full breakdown of each item.
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5. Timetables
If you require a complete image of your tasks and projects, the timeline view database function can assist you.
A timeline is a new form of Notion database that allows you and your team to alter timelines, personalize your workflow, and filter which properties are displayed or hidden on the timeline.
This view displays your projects and deadlines in a single, easy-to-read view across time units. Each project is presented as a card. Simply click on the card to see the project page.
6. Templates
Notion provides a template gallery with real-Notion pages created by their team and community.
Templates for marketing, design, planning, agile sprints, and much more are available. If you're feeling very daring, you can try their notable templates under Notion Picks or their template of the month. Keep in mind that some templates are free to try, while others are not.
7. Gantt charts
Gantt charts are useful for visualizing projects on a timeline, and you can use Notion to construct your own Gantt-style time view to help you plan your work and stay on track with deadlines.
This gives you and your team with a visual depiction of projects and events over time, allows you to spot possible capacity concerns at a glance, and allows you to easily alter start and due dates using the drag-and-drop tool.
Conclusion
The notion of project management encompasses various aspects, including initiation, planning, execution, monitoring, and completion. Notion, as a versatile workspace tool, offers a comprehensive suite of features that can greatly enhance your project management processes. By leveraging its capabilities and incorporating best practices, you can master the art of project management and boost your team's efficiency and effectiveness in delivering successful projects. Whether you are managing a small task or a complex project, Notion can be a valuable asset in your project management toolkit.
FAQs
Q. How do you use Notion most efficiently?
A. To use Notion efficiently, start by organizing your workspace with a clear structure of pages, databases, and templates. Create a dashboard for quick access to essential information. Use linked databases to connect related content. Tag and categorize items for easy searching. Collaborate with team members by assigning tasks and using comments. Automate repetitive tasks with formulas and integrations. Keep it simple and customize it to your specific needs.
Q. Is Notion a good productivity tool?
A. Notion can be a powerful productivity tool when used effectively. Its versatility allows users to create customized databases, manage tasks, collaborate on projects, and organize information. To maximize its efficiency, define clear structures, maintain a clean workspace, and regularly review and update your content. Custom templates and integrations can also enhance your productivity.
Q. Is Google or Notion better?
A. The choice between Google and Notion depends on your specific needs. Google is excellent for real-time collaboration and cloud-based apps like Docs and Sheets. The notion is ideal for personal knowledge management and project organization. For efficiency, consider using both, integrating Google Workspace for collaborative work and Notion for individual or team organization.
Q. Why do companies use Notion?
A. Companies use Notion for its versatile collaboration and organization capabilities. It serves as a centralized platform for managing projects, tasks, documents, and databases, fostering team communication and knowledge sharing. Notion's customizable templates and user-friendly interface make it a valuable tool for streamlining workflows, tracking progress, and maintaining a structured knowledge base, ultimately enhancing productivity and efficiency in the workplace.
Image Reference: https://www.notion.so/