The Best Way to Manage Tasks and Projects in Notion

Summary

В этом видео Томас Франк демонстрирует, как эффективно управлять задачами в Notion с помощью своего нового шаблона 'Ultimate Tasks'. Он объясняет, как настроить Notion для управления ежедневными задачами, повторяющимися задачами, подзадачами и крупными проектами, обеспечивая переход с других приложений для управления задачами, таких как Asana и Trello. Томас делится советами по созданию настраиваемого рабочего пространства, которое включает различные представления задач, включая инбокс, сегодняшние задачи, задачи на ближайшие семь дней и приоритетные задачи, а также управление проектами с помощью вида Канбан. Этот глубокий обзор шаблона показывает его мощь и гибкость в организации и управлении работой в Notion.

Takeaways

• 📌 Томас Фрэнк объясняет, как управлять задачами в Notion с использованием нового шаблона Ultimate Tasks.
• 🔍 Ultimate Tasks позволяет управлять ежедневными задачами, повторяющимися задачами, подзадачами и большими проектами.
• 📅 В шаблоне предусмотрены различные виды для задач: входящие, на сегодня, на следующие семь дней и по приоритетам.
• 📈 Задачи могут быть организованы в виде Kanban для управления проектами, что облегчает визуализацию прогресса.
• 🔄 Повторяющиеся задачи автоматически обновляются с новой датой следующего выполнения после завершения.
• 🔗 Шаблон позволяет создавать подзадачи в рамках основных задач для детализации управления.
• 🚀 На панели управления можно быстро переключаться между разными видами задач и проектами.
• 🎯 Приоритизация задач облегчается благодаря виду Kanban, который сортирует задачи по степени важности.
• 📝 Ежедневные задачи могут быть запланированы в Notion, имитируя планирование на бумажном носителе или доске.
• 🌐 Шаблон Ultimate Tasks доступен для скачивания, а также Томас Фрэнк анонсировал курс по использованию Notion для управления проектами и командами.

Q & A

Что такое Ultimate Tasks?

Ultimate Tasks - это новый шаблон от Томаса Франка для управления задачами в Notion, который позволяет управлять разовыми задачами, повторяющимися задачами, подзадачами и крупными проектами.

Где можно найти шаблон Ultimate Tasks?

Шаблон Ultimate Tasks доступен на сайте thomasjfrank.com/templates, а также по прямой ссылке в описании видео.

Какие основные виды представлений предлагает шаблон Ultimate Tasks?

Шаблон включает в себя представления входящих задач (inbox), задач на сегодня (today view), задач на следующие семь дней (next seven days view), представление по приоритетам (priority view), а также общий список всех задач (all tasks link).

Что такое 'доска ежедневных задач' в шаблоне Ultimate Tasks?

Это специальная область в каждом представлении (кроме представления проектов), которая имитирует планирование дня на листе бумаги или доске, позволяя пользователю планировать свои задачи на день прямо в Notion.

Как шаблон Ultimate Tasks управляет повторяющимися задачами?

Шаблон использует новую логику с интервалом повторения, автоматически присваивая задачам тип 'повторяющаяся' и обновляя дату следующего выполнения в зависимости от заданного интервала.

Как работает система подзадач в шаблоне Ultimate Tasks?

Система подзадач реализована через вложенные базы данных внутри каждой задачи, где каждая вложенная задача является подзадачей основной задачи, что позволяет организовывать задачи более детально.

Каким образом можно использовать представление по приоритетам в шаблоне?

В представлении по приоритетам задачи автоматически получают средний приоритет при создании и могут быть перераспределены по категориям высокого, среднего и низкого приоритета для лучшего планирования.

Что представляет собой база данных 'Проекты' в шаблоне?

Это отдельная база данных для управления крупными проектами, которая связывается с основной базой задач. Она позволяет управлять проектами с помощью различных представлений, включая Kanban.

Как можно кастомизировать проекты в шаблоне?

Проекты можно настраивать, изменяя их иконки и используя различные теги для категоризации задач в рамках проекта, что упрощает организацию и визуализацию работы.

Есть ли в шаблоне возможность для улучшений или персонализации?

Да, Томас Франк подчеркивает, что Notion позволяет добавлять или убирать элементы из шаблона, что делает его гибким для адаптации под индивидуальные потребности пользователя.

Outlines

00:00

😀 Управление задачами в Notion

Томас Франк вводит нас в мир управления задачами в Notion, представляя новый шаблон 'Ultimate Tasks'. Он подчеркивает, как Notion может заменить Asana и Trello благодаря своим мощным функциям, таким как повторяющиеся задачи, виды задач по инбоксу, подзадачи и виды канбан-досок. Шаблон предлагает различные виды для управления задачами, включая приоритеты и проекты, и демонстрирует, как Notion может облегчить планирование ежедневных задач. Также обсуждаются механизмы для работы с повторяющимися задачами и создания подзадач в рамках больших проектов.

05:01

😀 Продвинутое использование видов в Notion

Этот раздел раскрывает дополнительные возможности Notion для управления задачами через разнообразие видов. Отмечается удобство переключения между различными видами, такими как список для мобильных устройств и канбан для проектного управления. Подчеркивается, как шаблон 'Ultimate Tasks' обеспечивает гибкость в отображении задач, позволяя пользователям выбирать между таблицей и канбан-досками. Также рассматриваются фильтры и настройки приоритетов задач, которые помогают пользователю организовать и приоритизировать свои дела в Notion.

10:04

😀 Интеграция проектов и задач в Notion

В последнем разделе Томас Франк демонстрирует, как интегрировать управление проектами и задачами в Notion, используя отдельные базы данных для проектов и связывая их с задачами через отношения. Описывается, как создать новый проект и как задачи автоматически связываются с этим проектом. Также обсуждается использование различных видов канбан для управления проектами, позволяя видеть общую картину и управлять деталями. В конце раздела автор рассказывает о предстоящем курсе по использованию Notion в качестве всесторонней системы продуктивности для создания контента, управления бизнесом и командами.

Keywords

💡Notion

Notion — это универсальное приложение для заметок, баз данных, канбан-досок и управления проектами. В видео рассматривается, как использовать Notion для управления задачами, заменяя такие приложения, как Asana и Trello. Томас Франк демонстрирует создание шаблона 'Ultimate Tasks' для эффективного управления задачами в Notion, включая повторяющиеся задачи, подзадачи и проекты.

💡Задачи

Задачи — это основные элементы для управления в рамках проекта или повседневной работы. Видео подробно описывает, как управлять различными типами задач в Notion, используя шаблон 'Ultimate Tasks'. Это включает в себя создание, назначение дат выполнения, приоритетов и классификацию задач как одноразовые или повторяющиеся.

💡Шаблон 'Ultimate Tasks'

Шаблон 'Ultimate Tasks' — это комплексный инструмент, разработанный Томасом Франком для управления задачами в Notion. Шаблон включает в себя представления задач, такие как 'входящие', 'сегодня', 'следующие семь дней', представления приоритетов и проектов, а также возможность управления подзадачами. Шаблон ориентирован на повышение продуктивности и организации рабочего процесса.

💡Повторяющиеся задачи

Повторяющиеся задачи — это задачи, которые нужно выполнять регулярно (ежедневно, еженедельно, ежемесячно и т.д.). Видео объясняет, как настроить повторяющиеся задачи в Notion с использованием шаблона 'Ultimate Tasks', включая автоматическое обновление дат следующего выполнения задачи.

💡Подзадачи

Подзадачи — это компоненты или шаги, на которые разбивается основная задача для более детального планирования и выполнения. Видео демонстрирует, как создавать подзадачи внутри задач в Notion с помощью шаблона 'Ultimate Tasks', обеспечивая тем самым более гранулярное управление проектами.

💡Канбан-доска

Канбан-доска — это инструмент визуализации рабочего процесса, который позволяет отслеживать задачи на разных стадиях выполнения (например, 'К выполнению', 'В процессе', 'Выполнено'). В видео Томас Франк показывает, как использовать канбан-доски в Notion для управления проектами и задачами, а также для классификации задач по приоритетам с помощью шаблона 'Ultimate Tasks'.

💡Приоритеты

Приоритеты позволяют классифицировать задачи по степени важности и срочности. В шаблоне 'Ultimate Tasks', используемом в видео, задачи можно сортировать по приоритетам (например, высокий, средний, низкий), что помогает в планировании рабочего дня и управлении временем.

💡Проекты

Проекты представляют собой крупные задачи или цели, состоящие из множества подзадач. Видео описывает, как управлять проектами в Notion с помощью шаблона 'Ultimate Tasks', используя отдельные базы данных для проектов и связанные с ними задачи для упрощения отслеживания прогресса.

💡Представления задач

Представления задач в Notion — это различные способы отображения задач, такие как список, таблица, канбан-доска. Видео показывает, как использовать эти представления в шаблоне 'Ultimate Tasks' для различных целей, включая планирование на день, неделю и управление проектами.

💡Фильтры и сортировка

Фильтры и сортировка в Notion позволяют организовать задачи по различным критериям, таким как дата выполнения, приоритет, проект. Видео подчеркивает использование этих функций в шаблоне 'Ultimate Tasks' для упрощения поиска и управления задачами, а также для создания настраиваемых представлений, соответствующих потребностям пользователя.

Highlights

Thomas Frank introduces a new template called Ultimate Tasks for task management in Notion.

The Ultimate Tasks template aims to replace other task management apps like Asana and Trello within Notion.

The template includes views for managing singular tasks, recurring tasks, subtasks, and big projects.

The main dashboard of Ultimate Tasks features links to various views such as inbox, today view, next seven days view, priority view, and all tasks.

The inbox view allows users to add new tasks and keep them in the inbox until they are ready to be sorted out.

Recurring tasks can be managed by setting their due dates to the next due date, with improved logic over previous templates.

Subtasks can be created within any task using a template, and are indicated by an arrow icon in the state column.

The system includes a daily tasks board that replicates the planning method used on scrap paper or whiteboards.

The today view filters tasks to show only those due today or before today, indicated by red or green circles.

The next seven days view extends the filter to show tasks due within a week from the current date.

The priority view uses a Kanban-style system to sort tasks by priority levels, with new tasks automatically assigned a medium priority.

Projects can be managed in a separate database with linked tasks from the all tasks database.

Tasks within projects can be associated with specific categories using tags, providing a bird's eye view of the project.

The template includes an archive checkbox to hide completed daily task notes from views.

Thomas Frank mentions an upcoming course for using Notion as an all-in-one productivity system for content creation, business management, and team leadership.

The Ultimate Tasks template is available for duplication and use, with a link provided in the video description.

Transcripts

- Recurring tasks, inbox views, sub tasks,

Kanban views, project views.

I'm so, so tired.

(bright music)

Hey, welcome to another Thomas Frank Explains video.

So today we are tackling what is for many people,

the white whale, when it comes to Notion.

That is task management.

It's been right on the homepage

ever since Notion launched, replaces Asana,

and replaces Trello.

But for a lot of people,

they have found it kind of difficult to set Notion up

in a way that actually lets them manage their tasks,

and ditch these other apps.

So today I'm going to show you exactly how to do that,

using a brand new template

that I just launched called Ultimate Tasks.

And you can find that over at thomasjfrank.com/templates

or the link to the exact template

is going to be down in the description below.

You can just click it and duplicate it,

and even follow along with it while you watch this video.

But I'm going to use this template

to essentially teach you how you can manage your tasks,

both singular tasks, recurring tasks, sub tasks,

big projects.

All kinds of different tasks work inside of this template.

So let's just dive right into it

and show you what I got going on.

So this is the sort of main dashboard here

for ultimate tasks.

And right away, you're going to see links

to many of the views that you would often see

in another task management app,

such as your inbox, your today view,

your next seven days view.

I've also got a priority view here,

which allows you to see things

in a Kanban view and sort them by priority.

And there's all tasks link right here,

which is the master database that runs the entire system.

And essentially the brain here.

Every single task ends up here,

but this is probably not the view

you're going to want to use

because it's sort of, it's a dumping ground for everything.

So let's go back to the dashboard.

In addition to those links,

we've also got an area for projects,

and this was really important to me.

I wanted a place where I could manage my daily tasks

my personal tasks, but also manage big projects,

in sort of a Kanban view where I can have all kinds

of things going on at once.

In fact, I just recently redesigned my personal website

which was a pretty big project.

And I use this template to organize the entire thing.

And lastly, on the dashboard,

we have something called daily tasks.

If you watched any of my old videos

about my productivity systems,

you know that I like to plan out my day

on a piece of scrap paper or on a whiteboard.

And essentially this replicates that

right inside of Notion.

And this daily tasks board

is actually within pretty much every view

that you're going to see, except for the project view.

So if I go to inbox here

this is sort of, you know,

the inbox view that you expect in Todoist

or Microsoft To Do,

or anything else where you can just dump tasks

before they're sorted.

And to the side,

just as with the today view in the next seven days view,

we have this daily tasks area.

So if you want,

you could create a scratch pad where you essentially

plan out your day,

or just dump a few tasks

that you know are going to get done really soon.

And that don't need to be put

into the actual overall system.

That's probably the simplest part of the system.

So let's get into some of the actual views.

So here we have the inbox.

And you're gonna see

a few different interesting columns

on this table here.

First, we have a check box called inbox.

Any task here in the inbox that has this box checked

is going to remain in the inbox until you uncheck it.

So if I go ahead and uncheck a task right here

it's going to go away.

As long as it also has a due date.

Essentially the logic here is to allow you to add new tasks

to your inbox, then add their due date,

to add their project, add their priority,

whatever it is you want to do,

but keep them in the inbox while you're doing that,

until you want to get them out of the inbox.

So let's just create a sample task right here,

called a shoot ultimate tasks video

which I'm doing right now.

So I'm gonna give that due date of today.

And then if I wanted to, I could give it a recur interval.

And there's some new logic in here

that actually improves on the recurring tasks template

I made in a previous video.

If I give it a recurrent interval,

it is automatically going to be given

the type of recurring, and we'll see that next due date.

Now, the way that I handle

recurring tasks in Notion,

is to set their due dates to the next due date.

So essentially this next due column is a guide of sorts.

So if we go ahead and set that to November 2nd,

then the next due date is going to update accordingly.

Whereas for one-time tasks,

we actually just hit the done button and they disappear.

This is a bit of a workaround

to deal with some of Notion's limitations.

And if you're curious about how it actually works,

I have a whole video about recurring tasks in Notion

I'll have that link in description down below.

Next we have the state column here,

which gives you some quick-at-a-glance information

about a task.

If it's red, it's overdue.

If it's green, it is due today.

And if it is blue, it is planned for the future.

You're also going to see these little arrow markers here.

Sometimes these indicate

that this task is indeed a sub task of another task.

So if I go into this task right here by clicking open,

the first property we see here is parent task.

And I can click onto this and go into it to reveal

that within this task,

we have our own little sub tasks table.

So one quick thing I forgot to mention

when I was filming earlier,

is that you can create sub tasks

within any task using a template.

So if we go to this shoot ultimate video right here

we can spawn from a template called task with sub tasks.

Or we can go over to here to new,

and click task with sub tasks,

to get ourselves a task that has a little database

inside of it.

Any tasks created in this sub database

is going to be a sub task of this parent task.

So this is essentially the best way that I could think of

to achieve sub tasks inside of Notion.

And then from any view,

the little arrow icon in the state column

will let you see at a glance that it is indeed a sub task.

And I mean, any view.

You've got the inbox view here.

And we've got several different views

that you can switch to.

So list view is actually perfect

for mobile phones,

because the list view actually is responsive,

unlike the table view.

And here you can see that state information.

You can see the inbox check box,

the due date, and the done check box, for when you're done.

We've also got a board view that goes

with your typical Kanban states: to do, doing, done,

which means that not only do you have

typical table-based task management

you also have Trello style, Kanban management here,

which is going to be very useful for projects later on.

And also if you grab a task

in the Kanban view and you drag it over to done,

you are going to see it here in the Kanban view,

because some people want to see which cards are done.

But in any other view, such as the table view,

that is now going to be gone,

because due to our filter criteria here,

which essentially runs the entire system,

the Kanban state of done

is treated exactly like the done checkbox,

in terms of what tasks are hidden from what views.

So that is a brief look at the inbox view here.

If we go over to the sidebar,

this was really important to me.

I wanted to design a system

that allowed me to get to my inbox.

Mike today view, my next week view, my priority view,

all from the sidebar,

essentially replicates the same functionality

from Todoist, which I used to use,

and I've now switched over from.

So if we go over to another view, such as today,

we get something that looks basically like the inbox.

And if you switch over to the table view,

you're going to see it looks pretty much like it,

except the filter is changed.

So now we only see tasks that are due today or before today,

which means you're only going to see

the red or the green circles.

And if you add a task here,

which we'll just call it tasks due today.

It's automatically going to have a due date of today.

Of course, we can also go through

and add other information,

such as a project,

a recurrent of all if we want to, a parent task,

anything you want.

And like I said earlier,

from any view today, next seven days,

whatever it is, you have your daily tasks blocks.

So if you wanted to create a new one for 10 26 20

which would be a good scratch pad for today,

then we could look at what we've got going on

in today view, and plan out our day,

along with anything else that might come up.

So today I know I had a call with the movers.

I had to film this video.

I've got some tweaks on my website.

I can easily plan that out here

in the today view.

Now to make sure these daily tasks notes

don't gunk up your entire system,

there is an archive check box, which if clicked,

will hide the note from basically every view.

So I'm not going to hide this one because this is today.

But I do want to go and hide yesterday's,

which I'm done with.

So we'll just click that.

And then from any view here,

it is going to be completely gone.

So from there, let's look at the next seven days view.

This is identical to the today view

except the filter criteria is a little bit different.

Instead of filtering for tasks on or before today,

they are now due on or before a week from now,

which means you're now going to see everything

that was in the today view,

but also, in these blue rows,

you're going to see anything due after today,

up to and including seven days from now.

So from there, let's go into some more interesting views.

First, we have this priority view,

which looks a little bit different

from all the other ones.

I wanted to build Kanban

that Trello style card system into this,

so people who like to use that can use that,

and people who like to use the table view

can use table view.

So here in priority view,

every task when created is going to automatically

get the medium priority level.

And this is done through filter trick

that I use all the time in my Notion workspace.

Essentially, if you come in here to your filters,

and you choose a property like Kanban view,

state or priority, and you filter the view by is not empty,

then whenever you create a new card,

and let's go ahead and do it somewhere else,

because here we're doing it inside this board,

so that would automatically get medium anyway.

Let's do it over in the today view.

So if we create another task,

just call it another task due today,

and then if we go into that task,

we're going to see

that it automatically has the medium priority set.

And it's because due to the filter criteria,

Notion is going to force this row

to take on one of those priorities.

And the one that's going to be chosen is the top listed one.

So if you wanted every new task to be listed as low instead,

you would just drag low to the top.

I want every task to come as medium instead of low.

So that's the order I want here.

And if we go back to our priority view,

notice that the order

of the Kanban boards does not have to match

the order of the items in the select property.

I can drag this around all I want.

It's not going to affect things.

Everything is still going to come in

as a medium priority task,

which means we can easily order it by high, medium, and low.

So if you're a priority person,

this is going to be the view for you.

So from there,

let's move into probably the most complex part

of the system,

but also I think the most powerful.

If we go back to the ultimate tasks dashboard,

we have a separate database called projects.

So this is its own database.

And if you create it,

we've actually got a template here

called a project template.

You're going to get something that looks kind of like this.

This is sort of a demo project I've got in here.

So you can sort of look at how things are going on.

But this has a linked database in it.

And of course we are linking to, you guessed it,

our all tasks database, where everything lives.

And while we're here,

if you look at this project column,

you're going to see some of these tasks

have certain projects associated with them.

In this project column,

we achieved that by what's called a relation.

We relate to one database to another database.

In this case, all tasks is related to,

I go back with command bracket, our projects database.

And so we're relating to this specific row,

which is a project, our website redesign,

which means that any new tasks created

in this board like debug home page,

is going to automatically be associated with this project.

I can go ahead and give it a due date if I want to.

And if you really wanted to, you could go ahead

and give the filters here due date criteria.

so it would force different due dates.

Personally, that doesn't really work for my needs.

But of course, you can always add things or subtract things.

That's the beauty of Notion.

And within this project view here,

we have our standard table view, which is pretty useful.

But when I manage big projects,

I love to use Trello style Kanban views.

So we can switch to two different combine views,

one of which is our classic state view,

which is our to do, doing, and done lists.

But for really big projects

I kind of like to use Kanban in a different way.

I've got another view called board view tag.

And here I've got different tags

for different categories of work.

So for a website redesign, I've got design tasks,

I've got copy that needs to be written for different pages,

I've got speed tasks, I've got security tasks.

So for this project,

I would just create new tasks under these tags.

So I can sort of see the entire project

at a glance.

But of course,

every single one here that has a due date,

is also going to show up in my day view.

So I've got one place to plan my project,

and see it all from bird's eye view,

and other places to see what needs to happen in a given day

in that task, but also across my entire system.

So let me just demonstrate really quickly

how you would create a new project.

If we come back to the ultimate tasks dashboard here

and look at the projects database

if we click new,

we're going to add a new blank row.

And if we click right here,

we can generate a new template

based on the templates we have set up.

So if I click this, it's going to auto fill

with all the different stuff we set up in the template.

So I will call this house move.

Go whole project, move into a new house very, very soon.

I'm going to want to have everything

related to that in one project.

So now if I create a task here, like pack books,

and I make that due today, why not?

Then it's gonna be here.

But it's also going to be in my today view, pack books.

And we can see it's associated with the house move.

Now, personally, I don't want to have a frog icon

in all my projects.

So one thing I'm probably gonna do

to customize this project,

is change its icon.

Let's just go with a house.

Boom.

And if we come back to today,

it is visually distinct from our website redesign project.

So I know there's a lot going on with this template.

If you have questions about it,

feel free to ask them in the comments down below.

And like I said earlier,

you're gonna find this template, number one,

linked in the description

where you can get to the landing page boards,

or you can find all my Notion templates

over at thomasJfrank.com/templates.

And on the template landing page,

there is a little email sign up.

If you want to get on my Notion tips, email list

where you're going to get notified

about new templates I create,

and new content that I create teaching Notion.

You can sign up right there on any of those pages.

Or you can just click the no thanks button,

and go right to the template

without signing up for your email.

Either one is cool with me.

Again, ask questions both about this,

but really anything else.

This channel right now is kind of focused on Notion.

So I want to hear your questions.

I want to hear what you want to know

about and let me know what you think of this template.

Let me know if there's anything you would do to improve it.

And if you're curious, last but not least,

I am building a course for people who want to use Notion

as they're all-in-one productivity systems,

specifically for creating content,

running businesses and running teams.

This will be useful

for both solopreneurs who have a lot going on,

but also people who have teams of people working under them.

And in that course,

you're going to see an even more advanced version

of this template.

That's also hooked into a company Wiki

with standard operating procedures

that you can use to generate checklists,

and a whole content library and lots of other cool stuff.

So I'll have a link to sign up for the interest list

for that course.

It's not ready yet, but I am building it as we speak.

And it's going to be ready

at least in a beta form pretty soon.

So if you're interested,

you can sign up for notifications on that.

And that's all I got for you today.

So I'll have a couple of other videos

on the screen that you can check out.

Make sure you're subscribed to this channel

if you aren't already.

And as always, thanks for watching.

See you in the next video.

(upbeat music)