Why you need a master task database in Notion

Summary

本视频教程向您展示了如何在Notion工作区中创建一个主任务数据库，并说明了其重要性。如果您已经在使用Notion并试图组织任务，您可能想知道如何将不同位置的数据汇总到同一区域。通过建立一个包含所有任务的主数据库，无论是业务上的还是个人的，可以简化这一过程。视频中详细介绍了如何将这个主数据库嵌入到周计划中，并利用模板和过滤器来定制显示的信息，以便更有效地管理和跟踪任务。此外，还探讨了如何通过归档完成的任务来维护数据库的可管理性。整个过程旨在提高效率，确保您能够轻松访问和更新任务，从而节省时间。

Takeaways

• 😀 A master task database in Notion helps centralize tasks from across workspaces
• 😊 Embedding the database in weekly/daily agendas surfaces only relevant tasks
• 📝 Template your preferred task database views for efficiency
• 🔍 Refine embedded database views to focus on specific clients or task types
• 🗓 Assign tasks to specific weeks and filter database by week
• 📎 Embed the same database with different filters across multiple pages
• 💪 Keep your master database clean by archiving completed tasks monthly
• ⚙️ Customize embedded database styles and properties as needed
• 📈 Call tasks from one centralized place across pages and workspaces
• 🌟 Master database embedding improves workflow and saves time

Q & A

主任务数据库的目的是什么?

主任务数据库旨在将分散在不同地方的任务数据汇总到一个地方,使得数据更加统一且易于管理。

为什么需要创建一个主任务数据库?

如果在不同的工作空间中创建了许多任务,主任务数据库可以将它们汇总在一处,使得任务更加明确和容易跟踪。

如何在Notion的工作空间中嵌入一个主任务数据库?

可以使用 '创建链接到数据库' 的功能,选择要嵌入的主任务数据库即可。

嵌入主任务数据库有什么好处?

嵌入后可以根据需要过滤和整理任务,例如只显示本周的任务等,使任务信息更加聚焦和相关。

为什么需要定期清理主任务数据库?

当任务数量过多时,数据库会变得难以管理。定期清理已完成的任务可以保持数据库的简洁。

如何设定主任务数据库的默认视图?

可以在模板工作区中嵌入主任务数据库,并设置默认的过滤和视图,之后从这个模板创建的工作区都会继承这个视图。

为什么要在周计划中嵌入主任务数据库?

在周计划中嵌入主任务数据库可以直观地看到本周需要完成的所有任务,十分方便。

如何只在工作空间中显示特定类别的任务?

过滤主任务数据库,只显示指定类别(例如指定客户或项目)的任务即可。

完成的任务会自动从主任务数据库中删除吗?

不会自动删除。需要手动将已完成的任务移动到归档数据库中进行保存。

主任务数据库还可以嵌入到哪些地方?

除了周计划,还可以将其嵌入到日程表、个人项目等其他 Notion 工作区,这取决于个人的工作习惯和需求。

Outlines

00:00

🗂️ 如何创建和利用Notion中的主任务数据库

这一部分介绍了在Notion工作空间中创建一个主任务数据库的重要性及其优势。如果你在使用Notion并且想要将不同数据库中的数据汇总到一个地方，创建一个主任务数据库是一个有效的解决方案。通过这种方式，你可以轻松管理和查看所有任务，无论它们属于个人还是业务范畴。例如，在Okie-Dokie公司，使用一个包含测试数据的主任务数据库来展示如何实现这一点。虽然直接从这个数据库中获取信息可能不是最有效的（因为数据量太大），但可以通过在不同的工作空间中以不同的方式展示这些信息来克服这一点。特别是，周议程是整理和查看任务的主要方式，作者通过创建新的周视图来展示如何将主任务数据库嵌入到周议程中，以便更有效地管理和查看任务。

05:01

📅 自定义视图和模板以优化任务管理

第二段详细描述了如何在Notion中定制视图和模板以优化任务管理。作者强调，虽然在你的区域中嵌入主任务数据库后，你需要创建自己的视图，但这实际上提供了极大的灵活性。例如，你可以选择以日历形式查看任务，或者创建一个模板，其中已经嵌入了主任务数据库，并根据个人需求进行了预设过滤。作者分享了一个个人实例，展示了如何将主任务数据库嵌入到周计划模板中，并根据特定的显示偏好进行调整。此外，作者讨论了如何通过创建特定的视图（如按周分组的所有任务的看板视图）来进一步定制任务展示。这种方法的优势在于，它使用户能够根据需要将数据以最有用的方式展现出来，无论是分按客户、项目还是任务的紧急程度。此外，作者还提到了将完成的任务移动到存档中的重要性，以保持主数据库的清晰和可管理性。总的来说，通过巧妙地使用嵌入的数据库和定制视图，Notion用户可以极大地提高任务管理的效率和效果。

Keywords

💡任务数据库

视频中的“任务数据库”指的是在Notion工作区中存储所有任务的中心数据库。它允许从不同地方汇总任务数据。视频建议创建一个主任务数据库来记录所有任务,然后根据需要在不同的工作区中显示这些数据。

💡嵌入式任务数据库

视频提到可以在诸如每周议程等其他Notion页面中嵌入主任务数据库。这使得可以只显示与当前工作区相关的任务,同时仍然连接到主数据库。

💡每周议程

视频中的每周议程是组织工作的一种方式。它包含当周的日程和待办事项。视频建议在每周议程页面中嵌入主任务数据库,以便直接访问相关任务。

💡模板

视频提到可以在Notion中创建模板,其中包含预设的页面布局和嵌入式任务数据库。这可以节省每周或每天创建新页面的时间。

💡视图

Notion中的视图用于以不同的方式显示数据库中的数据。视频指出主任务数据库的视图不会自动转换到嵌入的版本。需要自行创建视图来显示所需的数据。

💡归档

每月一次,视频建议将已完成的任务从主任务数据库中移到存档中,以防数据库变得太大。

💡个性化

一个关键概念是根据需要调整Notion工作区的功能。视频给出了许多根据情况显示任务的例子。

💡工作区

Notion中的页面和数据库可以组合成工作区。视频建议根据主题或目的创建不同的工作区。

💡层级

视频讨论了在Notion中以多种层级显示数据的能力。同一数据可以在概述层面显示,也可以深入到细节。

💡连接

核心功能之一是Notion页面之间的连接。视频详细介绍了如何在页面之间创建任务数据库的链接。

Highlights

Creating a master tasks database allows you to pull in tasks from across different areas of your Notion workspace

Surfacing only the relevant tasks in specific views makes the master tasks database more usable on a daily basis

Transcripts

I want to show you why you need a master

task database in your notion workspace

so if you have been using notion for any

amount of time and you've been creating

tasks for yourself and playing with the

different ways of organizing your

workspaces you might have asked yourself

how to start pulling data that lives in

different places into the same area can

I pull entries from this database in

this database and you know be able to

see all the tasks that I have to do

basically and the easiest way to do this

is to create one master tasks database

that has everything that you ever need

to do across all of the different areas

of your business your life what have you

so we do this at okie-dokie we have a

task database here this one's got some

test data in there to show you what this

looks like so this is basically a big

dump of 12-hour tasks very rarely if

ever do I go in to this task database

it's there's too much data in there I

don't need to see it it's not

necessarily useful for me to see it in

this way because it's got again business

personal Ben's tasks my tasks and I

don't always need to see that

information all at once so what I do is

I surface this information in different

ways across different workspaces the

most notable of which is the weekly

agenda that's where I spend most of my

time so I'm just gonna jump into my

dashboard my dashboard does actually

have a master task database embedded

down below I also got a lot of personal

information in this dashboard so I'm

just going to quickly show you what this

looks like to embed a master task

database inside of a weekly agenda so I

have this weekly database here and I've

got a template for creating new weeks so

I'm just going to create a new week and

if I click we it's going to pull up my

template open this as a page

let's see we're gonna do August actually

we're already in September now so why

don't we just set this up for September

9th to September 15th excellent okay

September 9th to 15th so this is my

weekly agenda for this particular week

and whenever I set up a new week usually

I do this on Sunday I will favorite that

workspace and that will get added to my

favorites up there which I won't show

you just at the moment I've got some

personal projects in there but so this

is my weekly template and this is where

I spend most of my time every day every

week I plot out all of my personal

projects drop them in here put my most

important things my big focus for the

week focus for the day and then below

you'll notice there's this gallery down

below so this is an embedded task

database so you can see it's got the

same icon it's got that little arrow so

it's showing that I can actually

navigate to this original database if I

want to go back there click on that and

you'll see them back in this database

again but we just want to go back to

this space that I've created open it as

a page again

and so to do that to do it from scratch

I'll just show you you can use this

command create link state link database

choose your database tasks there you go

and you'll see it just does a big dump

of all of the information in there and

then you can refine it to show only the

things that you want to show you could

show it in a Kanban board if if you'd

like I've got one set up here all tasks

by week and so basically that turns it

into a bit of a Kanban and you can

adjust these properties as well if you

want it to span span medium or large

size just to kind of get it to a line

with my calendar up above and the reason

I like to separate out my like very

quick to do's and little tasks and just

kind of notes and meetings and things

like that above and then these are

speaking more in-depth tasks but yeah

this is this just allows you again to

refine this view any way you want so if

you wanted to show this by personal or

different areas of your life you could

do that if you only want to show

specific clients you can have each

client kind of zone view there's so many

different ways you can surface that

information in a way that makes sense

for you and again you can refine this to

only show what's due this week and

anything that's not deferred anything

that's assigned to me I can show this in

whatever way I want by default there's

no there's no kind of default views

ready to go it doesn't translate the

views for example like we've created

these pre-made views over here

unfortunately those don't get translated

when you embed your master test database

in your area so you will have to create

your own view decide what you want that

to look like you know for example I

could I could view it on a calendar if I

wanted to and that will show all the

things that are due at the moment so

you've got a couple options in terms of

how you want to show it again for me

personally I've made this into a

template so if I show you what this

looks like I've already got the master

tasks database already embedded in this

template with the settings that I want

so if you know that you're going to be

doing this over and over again I would

recommend creating a template wherever

you're going to be using these master

tasks and just filter them by whatever

you want and for example maybe I'm going

to filter this and I'm gonna field trip

it just show these properties full size

there you go and so maybe I want that to

be my default now so anytime I spin up a

new instance of this weekly planner

you're going to see this as your default

view and again these are other options

as well so all tasks by week that can be

my default view if I want it to be I

just leave it on this gallery view for

the moment so just to go back to show

you here I think now I've got to to

master tasks databases and he

just to show you but what's kind of fun

too is you know you can embed the same

the same database but this one could

include just client one this one could

include just client too the options are

really endless in terms of surfacing

only the data that you want to see in a

given moment that's going to be most

valuable to you

sometimes when I'm finished one of these

tasks I'll also do a quick move and I

will move it into my journal entry as

well but that's neither here nor there

so yeah I I by default tend to always

include master TAS database right in my

weekly planner I do sometimes embed it

in my daily agenda and again the beauty

about this too is when you have a master

tasks database I can assign certain

tasks to this week so at the beginning

of the week on Sunday I can say oh I

want to do that newsletter strategy

project I want to you know recent

confirmation email these are just test

tasks so they're not actually my tasks

for the week but the beauty then is I'm

pulling those tasks from that database

so at a glance here I kind of know what

my project focuses and I can jump right

into those right away and jump straight

to information so that's really the

beauty of notion is that you can pull in

and you can surface only the data that

you want or need to see if it's going to

be useful for you in the moment so I've

just really designed you know my weekly

agenda to only show me what is going to

be helpful for me and what I need to see

on a weekly basis and I just want this

standard view of my tasks anything

that's assigned to me I want to see the

date I want to see what project it's a

part of but again I can I can change

that up very very easily just to show me

that information in different ways that

might be helpful so I hope that's

helpful for you I do this with every

single client project so all of my

client data all of my personal tasks all

of Ben's personal tasks everything is

stored in this master tasks database

every month once we hit a certain number

of tasks really I just go through

and I will select everything that is

marked as complete and I will actually

move that into the archive too and that

kind of keeps the master database

database from getting a little too

unwieldy and yeah that's that's been a

game changer for us is just to again

embed this tasks database wherever you

want or need it you can embed it into

singular projects as well which is

pretty handy so if I open up the

specific project I can just embed any

tasks that are associated with that

project and that only I hope that's

helpful

I hope that you'll be able to create

your own you know master tasks database

and embed it pretty easily whether you

use a weekly agenda or a daily agenda

whatever works for you but definitely

being able to call the same information

across different workspaces is just

going to save you so much time