Getting Started with Notion Project Management (Best Templates Plus Tips)

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Consider your team is scrambling to meet a deadline for a significant project. Everyone's stressed out. Tasks are falling through the cracks, and no one can find the latest version of the project plan. Sound familiar? Project management can feel overwhelming, but it doesn't have to. With the right Notion for business tools, you can simplify it and make it a less stressful experience for everyone involved.

Notion for Business offers a variety of templates and features to help you customize your approach to project management so you can create a system that works for your team. In this guide, we'll explore tips for getting started with Notion project management, including the best templates to help you organize your projects and improve collaboration.

Notion forms are a valuable tool to help readers achieve their objectives, such as to help readers know how to get started with Notion project management (best templates plus tips). With Notion Forms, you can collect, organize, and analyze information from your project stakeholders to keep everyone on the same page and reduce stress for your next big project.

How to Use Notion for Project Management

The notion is an all-in-one workspace that allows users to create, organize, and collaborate on different types of content, such as notes, databases, tasks, and more. It’s highly flexible, offering a customizable environment for various personal and professional needs. Users can create pages for everything from to-do lists to complex project management dashboards, making Notion one of the most versatile tools.

Notion’s versatility suits users with different needs, whether you're a freelancer managing personal projects, a team leader handling complex workflows, or a student organizing coursework. Understanding its flexibility is critical to unlocking its full potential.

Can Notion Be Used for Project Management?

Notion is widely used as a project management tool because of its customizable interface and powerful features. You can create project dashboards, task lists, timelines, and databases, all from scratch or using pre-built templates. Notion’s adaptability means it can fit a range of project management styles, from Agile methodologies to more traditional task management systems.

Key Features That Make Notion Effective for Project Management

Customizable Views

Users can switch between Kanban boards, calendars, and lists depending on the project's needs. This makes it easy to manage tasks in the way that best suits each project.

Collaborative Workspaces

Notion allows teams to work together in real time. You can assign tasks, comment on updates, and track progress without leaving the platform.

Integration with Database

Notion’s database feature allows users to create structured information repositories that can be filtered and customized for each project.

Templates

Notion provides a variety of pre-built templates designed for project management, offering an easy starting point for new users or complex projects.

One of Notion’s most significant strengths in project management is its ability to manage multiple views of the same information. Whether you're managing tasks, timelines, or resource allocation, Notion can adjust your workflow, making it an ideal solution for teams and individuals.

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How to Create a Project Management Workspace in Notion

Create a New Page for Your Project

Start by creating a new page in Notion. You can create one from scratch or choose a template that suits your project management needs. Give your page a clear, descriptive title that reflects the project or team it will manage. A clear, well-organized workspace is crucial for project management, ensuring team members can easily access the necessary information.

Choose Your Layout (Database, Kanban Board, or List)

Select a layout based on your project's structure. If you're tracking tasks, a Kanban board is an excellent option for visualizing progress. For more complex data tracking, a database view might be better. Depending on your project's needs, you can switch between views (e.g., calendar, list, or timeline). Choosing the proper layout for your project helps you manage workflows efficiently and ensures you’re not overwhelmed by unnecessary complexity.

Add Properties to Track Tasks

Use properties like due dates, priority levels, assigned team members, and status (e.g., “In Progress,” “Completed”) to track tasks. This adds structure and organization to your workspace, allowing you to filter and sort tasks by different categories. Properly tracking tasks ensures that deadlines are met, responsibilities are clear, and team members can easily prioritize their work.

Create Subpages for Documentation and Meeting Notes

Subpages for specific sections like project documentation, meeting notes, and resource lists can be added under your main project page. This keeps all relevant information centralized and organized. Everything in one place helps the entire team stay aligned, reduces miscommunication, and ensures that important documents and notes aren’t scattered across different platforms.

Best Practices for Organizing Projects in Notion

Use Multiple Views for Different Perspectives

Create multiple views (Kanban, calendar, list, etc.) of the same database so team members can choose their preferred way of visualizing tasks. For example, a project manager might prefer a timeline view to monitor deadlines, while a team member may prefer a list view to see their daily tasks. Different views allow for more personalized workflows without disrupting the

the overall structure of the project.

Use Filters and Tags to Keep Things Organized

Apply filters to show tasks that meet specific criteria (e.g., tasks due this week or high-priority tasks) and use tags to categorize tasks by project phase, department, or individual responsibility. Filters and tags allow you to quickly sort through large amounts of data and focus only on the functions that matter now, boosting productivity.

Regularly Update Your Workspace

Set up a routine to review and update your project workspace, ensuring that deadlines, tasks, and status updates are current. This will keep your team aligned and help prevent bottlenecks in the workflow. A well-maintained workspace will ensure that no task falls through the cracks and that all team members stay informed about the project's progress.

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Best Notion Templates for Project Management

1. Notion’s Built-in Project Management Template

Notion’s Built-in Project Management Template offers the basics for managing tasks, timelines, and deliverables. It’s perfect for users with a straightforward project management setup with essential features like task lists, Kanban boards, and calendars.

Key Features

Pre-configured task lists, Kanban boards, and calendar views. Easy task assignment and progress tracking.

How to Use It

Open a new page in Notion, then choose the Project Management Template from Notion’s built-in templates.

Start by adding your team members, setting up tasks, and assigning deadlines.

Switch between Kanban, calendar, and list views to manage your tasks and deadlines based on your preference.

As tasks are completed, update their status to reflect the progress.

Best For

Beginners or teams new to Notion need a ready-to-use project management system.

2. Agile Sprint Planning Template

The Agile Sprint Planning Template is designed explicitly for teams following the Agile methodology. It helps manage sprints, backlogs, and milestones with visual task boards and timelines.

Key Features

Sprint tracking tools to plan and execute Agile workflows. Backlog management to keep track of upcoming features and tasks. Integration with task boards and timelines for visual project tracking.

How to Use It

Open a new Notion page and apply the Agile Sprint Planning Template.

Add your sprint goals and tasks to the backlog, assigning team members as needed.

Use the sprint tracker to manage active sprints, setting deadlines and priorities for each task.

Track task progress using the Kanban board or timeline views, ensuring milestones and deadlines are met.

Best For

Teams using Agile methodologies for software development or iterative projects.

3: Product Launch Template

The Product Launch Template is ideal for managing the multiple stages of a product launch, from planning to execution. It includes tools for coordinating between marketing, development, and sales teams.

Key Features

Timeline tracking to keep all product launch stages on schedule; task management to coordinate efforts between various departments; and tools for tracking marketing campaigns, product updates, and feedback.

How to Use It

Set up a new Notion page and apply the Product Launch Template.

Enter your launch timeline, including critical dates for marketing campaigns, product testing, and release. Assign tasks to specific departments or team members, ensuring everyone understands their responsibilities.

The timeline and task lists track progress and address any bottlenecks before launch.

Best For

Teams managing product launches or large cross-department projects.

4. Event Planning Template

The Event Planning Template is structured to help event managers track every aspect of event planning, from booking vendors to managing budgets and deadlines.

Key Features

Task lists for managing logistics like venue booking, catering, and speaker coordination; calendar views to visualize event timelines and deadlines; and budget tracking tools to manage vendor costs and overall event expenses.

How to Use It

Apply the Event Planning Template to a new Notion page.

Enter event details, including booking venues, sending invitations, and finalizing the agenda.

Use the calendar view to track critical deadlines leading up to the event. **Step 4:** Add vendor contracts and event expenses to the budget tracker to keep track of them.

Best For

Event coordinators, conference planners, or anyone organizing large-scale events.

5. Content Calendar Template

This Content Calendar Template is perfect for content creators or marketing teams to organize and streamline their content creation workflow. It helps track content ideas, production timelines, and publishing schedules.

Key Features

Calendar view to track publishing schedules and content deadlines. Task management fields assign content creation to specific team members or contractors—tags and filters to categorize content by theme, platform, or target audience.

How to Use It

Create a new Notion page and apply the Content Calendar Template.

Add content ideas, assign them to writers or designers, and set publishing deadlines.

Use the calendar view to track when each piece of content will be published.

Tag content by platform or audience to filter and categorize your content more effectively.

Best For

Marketing teams, bloggers, or content creators who need to keep track of multiple pieces of content and deadlines.

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Tips for Effective Project Management in Notion

Customize Your Views to Optimize Project Management in Notion

Notion allows users to switch between various views, Kanban, calendars, lists, or timelines. This flexibility enables team members to choose how they view and manage tasks. Customizing views is constructive when different team members or departments need unique perspectives on the same project data. Set up multiple views for the same database.

For example, use a Kanban board for task management, a calendar view for deadlines, and a list view for individual team member assignments. This provides clarity across different roles without changing the project’s core structure. Multiple views improve usability, making it easier for team members to track their specific responsibilities while ensuring the project timeline stays on track.

Use Relation and Rollup Fields to Organize Project Data in Notion

Relation and rollup fields in Notion allow you to link different databases together. For example, you can link a task database with a team member database, automatically pulling in related information such as assigned person or task status.

Use relation fields to link your tasks database with a team database, ensuring you can easily assign tasks to specific team members. Then, use rollup fields to display summaries (like task completion percentages or overdue tasks) on the main project dashboard.

This improves data organization and transparency, making tracking the performance and progress of individual team members and the overall project easy. It also minimizes manual updates.

Automate Repetitive Tasks in Notion

Notion integrates with tools like Zapier or offers API functionalities to automate repetitive tasks, such as creating recurring tasks, sending reminders, or updating project statuses. Automation helps to reduce manual work and ensures deadlines and key project steps aren't missed.

Automate recurring tasks or daily check-ins by setting up automatic workflows with Zapier or using Notion's built-in automation tools. For example, automatically create a new weekly meeting agenda every Monday so your team never misses a scheduled meeting. Automation saves time and prevents human error, ensuring consistent follow-through on repetitive tasks without manual input.

Track Project Progress with Dashboards in Notion

Creating a custom project dashboard in Notion can help track multiple KPIs, tasks, and deadlines from various projects. Dashboards provide an at-a-glance overview of progress, which is handy for project managers or team leaders.

Set up a dashboard with charts or progress bars, task lists, and key performance indicators (KPIs). You can use rollup fields to calculate project progress percentages automatically based on task completion.

Dashboards allow you to monitor the health of your projects in real time. This helps ensure deadlines are met and tasks are completed on time without getting lost in the day-to-day details of each project.

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Common Pitfalls When Using Notion for Project Management and How to Overcome Them

1. Overcomplicating Your Setup

One of Notion's greatest strengths is its flexibility, but it also allows users to create overly complex setups that can hinder productivity. If your project management workspace is too complicated, it can be difficult for team members to navigate or update efficiently, leading to confusion and decreased productivity.

Solution

Keep it simple. Start with the basics—use a Kanban board or list view for task tracking, and only add complexity (such as multiple databases or advanced rollups) when necessary. Regularly audit your workspace to ensure it's not overly cluttered or complicated for team members.

Why It Matters

A simple, easy-to-navigate workspace ensures all team members can quickly access the information they need, boosting overall productivity and preventing confusion or miscommunication.

2. Lack of Standardized Processes

Inconsistent processes can create confusion when working with a team. If some team members update tasks in one view (e.g., a list view) while others use a different view (e.g., a calendar), the team may lose track of task progress or deadlines.

Solution

Standardize your processes. Establish a workflow for updating tasks and deadlines and ensure all team members follow the same procedure. For example, set a rule that all functions must be created in the same database and assigned a due date to ensure consistency.

Why It Matters

Standardized processes create consistency across the team, ensuring everyone is on the same page and that nothing falls through the cracks.

3. Not Fully Utilizing Collaboration Features

Notion provides excellent collaboration tools, but many teams must use them to their full potential. This can result in siloed work and missed team input or feedback opportunities.

Solution

Leverage Notion’s collaboration features, including real-time commenting, mentions, and task assignments. Encourage team members to leave feedback on tasks, updates, or documents directly within Notion. Form meetings create shared pages for agendas and notes to keep everyone informed.

Why It Matters

Effective collaboration enhances communication and teamwork, ensuring that feedback is integrated quickly and team members stay aligned on progress and deliverables.

4: Failing to Set Clear Priorities

When managing multiple tasks or projects in Notion, losing track of the most important tasks is easy. Critical tasks may get delayed without clear prioritization, impacting the entire project.

Solution

Use priority tags or fields to mark tasks as high, medium, or low priority. Filter views so that high-priority tasks are always visible at the top of the list, and ensure that deadlines for these tasks are communicated to all team members.

Why It Matters

Setting clear priorities ensures that critical tasks get done on time, helping to keep the project on track and preventing delays that could affect deliverables.

5. Poor Documentation or Resource Organization

As projects grow, documentation and resources can become disorganized, making it hard for team members to find the necessary information. This can lead to duplicate work, missed deadlines or critical information being overlooked.

Solution

Create a dedicated section in Notion for organizing resources and documentation. Use subpages and tags to categorize information by topic, team, or project phase. Ensure all documentation is updated regularly, and encourage team members to contribute and keep resources organized.

Why It Matters

Well-organized documentation and resources ensure team members can find the information they need quickly, reducing the chances of mistakes or delays due to missing data.

Best CRM Templates for Notion

1. Sales Pipeline Tracker

Sales pipelines help businesses visualize their sales processes, organize leads, and track progress toward revenue goals. The Sales Pipeline Tracker template from Notion enables you to manage a sales pipeline from lead generation to closing deals. This sales pipeline tracker allows you to track potential clients, monitor communication, and follow up on leads throughout the sales process.

Key Feature

Columns for tracking lead status (e.g., Interested, In Progress, Closed).

Custom properties for storing client details such as contact information, deal size, and next steps.

Integration with tasks and follow-up reminders.

How to Use It

Import the Sales Pipeline Tracker into your Notion workspace.

Add leads by creating new entries in the database. Fill in key details such as the client's name, contact information, and potential deal value.

Update the lead’s status as you progress through the sales cycle, moving them through stages like Contacted, Follow-Up, and Closed.

Best For

Sales teams or small business owners need a streamlined system for tracking potential clients and deals.

2. Client Relationship Manager

The Client Relationship Manager template from Notion helps businesses maintain ongoing client relationships. This template is structured to track a client’s history and preferences so you can better personalize your service and keep them happy.

Key Features

Sections for client notes, interaction logs, and task assignments.

A timeline view to track critical milestones in the relationship.

The ability to assign follow-up tasks to specific team members.

How to Use It

Apply the Client Relationship Manager template to a new Notion page.

Enter client details, including interaction history and any personal notes.

Set follow-up reminders and assign tasks to your team to maintain regular client communication.

Best For

Freelancers, consultants, and account managers must maintain ongoing client relationships.

3. Customer Feedback Tracker

The Customer Feedback Tracker template helps businesses gather, manage, and analyze customer feedback. This is especially useful for improving products or services based on real-time customer input.

Key Features

A database for collecting customer feedback, feature requests, or product complaints.

Custom views for sorting feedback by topic, priority, or urgency.

A reporting feature allows you to analyze trends in customer feedback over time.

How to Use It

Import the Customer Feedback Tracker template and begin logging feedback from customers.

Sort feedback by priority or category to quickly identify areas of concern.

Use the reporting features to analyze trends in feedback and address recurring issues.

Best For

Product managers, customer service teams, or small businesses focused on improving customer satisfaction.

4. Email Campaign Manager

The Email Campaign Manager template in Notion helps teams organize email campaigns and track open rates, click-through rates, and customer engagement. This template allows you to manage different email campaigns, create mailing lists, and monitor results.

Key Features

Tools for segmenting email lists and tracking campaign performance.

Integration with follow-up tasks and reminders.

The ability to track email metrics such as open and click rates.

How to Use It

Apply the Email Campaign Manager template to a new page.

Enter details of your email campaigns, such as the audience segment, subject lines, and end dates.

Track the performance of each email campaign using the template’s built-in metrics.

Best For

Marketing teams, small businesses, or freelancers running regular email campaigns.

5. Customer Onboarding Template

The Customer Onboarding Template helps teams manage the onboarding process for new clients. It tracks tasks, communications, and milestones during onboarding, ensuring a smooth customer transition.

Key Features

A task list for each step of the onboarding process.

A timeline to track the progress of each customer through the onboarding stages.

Notes and fields for capturing client-specific onboarding requirements.

How to Use It

Import the Customer Onboarding Template into your Notion workspace.

Create entries for each new client and track their progress through onboarding.

Assign onboarding tasks to team members and track milestones to ensure everything stays on schedule.

Best For

Customer success teams, account managers, or businesses that provide in-depth onboarding services for new clients.

How NoteForms Can Improve Your Workflow with Notion CRM

Unlocking the Power of Notion Forms to Supercharge Your Business Workflows

Notion for Business is a flexible and powerful tool that almost any company can benefit from. With Notion, you can streamline operations, track projects, manage clients, and organize internal documentation. NoteForms can help you do this even better by enhancing your workflows within Notion. This section explains how NoteForms can be used alongside Notion to improve workflows, especially for users managing CRM.

Customer feedback, or any client-related tasks. It highlights how NoteForms simplifies data collection, streamlines workflows, and integrates seamlessly with Notion. NoteForms allows users to create customizable forms directly from their existing Notion databases. This feature makes collecting and managing customer information, feedback, and inquiries easy without leaving the Notion environment.

Transforming Customer Data Collection with NoteForms

Key Features of NoteForms

Form Creation from Existing Notion Databases

You can create forms based on your CRM or client databases in Notion. This ensures that the data collected is immediately accessible and categorized in Notion.

Unlimited Forms and Submissions

For businesses that need to gather extensive customer feedback or manage large-scale inquiries, NoteForms allows for unlimited form creation and submission handling.

Customization Options

Full customization for forms, including branding, design, custom domains, and webhook integration. This is perfect for businesses that want to maintain consistency in their branding while using Notion.

How to Use NoteForms with CRM in Notion

Step-by-Step Guide

Start by setting up your CRM in Notion using any templates outlined in Section 6.

Use NoteForms to create forms for client onboarding, feedback collection, or inquiry submissions. You can directly link the forms to your Notion CRM database.

Customize the form design to match your branding using NoteForms’ advanced features like custom domains and webhooks.

Share the forms with clients and customers. As submissions are made, they are automatically stored in the appropriate Notion database for easy access and management.

The data collected can be used to update client profiles, track customer feedback, or trigger follow-up tasks directly in your Notion CRM.

Key Benefits of Using NoteForms with Notion

1. Simplifies Data Collection

NoteForms streamlines collecting client information, feedback, and inquiries by integrating forms directly into your Notion CRM—no more manual data entry or fragmented workflows.

2. Centralizes Client Data

By syncing all customer submissions into your Notion databases, NoteForms ensures that all relevant information is centralized and accessible in one place, reducing the need to switch between different tools or platforms.

3. Full Customization for Professionalism

Whether gathering customer feedback or managing sales pipelines, NoteForms allows you to fully customize the forms, ensuring consistency in branding and a seamless user experience for clients.

4. Automation and Efficiency

With NoteForms, you can set up automated workflows (such as triggering tasks or follow-ups) based on form submissions, making your CRM process more efficient and responsive.