Easily Manage Complex Projects in Notion!

Download the free templates here ➡️ www.jeffsu.org/how-to-manage-...
🗂 Project management can be hard…if you don’t have a reliable system that organizes all your tasks
In this video I show you how to Easily Manage Complex Projects in Notion by sharing my project management templates and walking you through an example where I plan a complicated international trip
The key to managing complex projects in Notion is to assign tasks to different milestones that make up your overall project. And as long as you review your Notion project page on a regular basis, you’ll always have an organized project management system!
My Simple Productivity System video 👉🏻 • My Simple Productivity...
TIMESTAMPS
00:00 How NOT to Manage Projects in Notion
00:34 Project Example: Planning a Complex Trip
00:52 Notion Project Management Template Overview
01:36 Level 1 - List of Projects
01:57 Level 2 - List of Milestones and Tasks
02:24 Milestone Definition
03:09 Link Databases using Relations Property
04:05 Show Remaining Tasks using Rollup Property
04:39 Add Formula to Show Remaining Tasks
05:20 Add a Self-Referential Filter
07:27 Real Life Example
08:12 Other Project Management Examples
RESOURCES I MENTION IN THE VIDEO
My Simple Productivity System - • My Simple Productivity...
Thomas Frank’s Notion Database video - • Notion Databases - Ful...
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👨🏻‍💻 WHO AM I:
I'm Jeff, a tech professional trying to figure life out. What I do end up figuring out, I share!
PS: Some of the links in this description are affiliate links I get a kickback from and my opinions are my own and may not reflect that of my employer 😇
#projectmanagement #notionhq #productivity

[@JeffSu]

Before this video, how did you manage your trips? 🛫 TIMESTAMPS 00:00 How NOT to Manage Projects in Notion 00:34 Project Example: Planning a Complex Trip 00:52 Notion Project Management Template Overview 01:36 Level 1 - List of Projects 01:57 Level 2 - List of Milestones and Tasks 02:24 Milestone Definition 03:09 Link Databases using Relations Property 04:05 Show Remaining Tasks using Rollup Property 04:39 Add Formula to Show Remaining Tasks 05:20 Add a Self-Referential Filter 07:27 Real Life Example 08:12 Other Project Management Examples

[@mikesadovich.k9300]

I love how you were able to take the complicity of project management in Notion and make it simple, practical, and enjoyable. Great lesson!

[@JeffSu]

Thank you so much Mike!

[@utechnology2933]

I have not used Notion before this. but after watching you and finding this so much help I have started to use this today. and will manage all my tasks through Notion in the future. Thanks, Jeff for such information.

[@JeffSu]

Nice! Let me know if you run into any issues 😁

[@nailkash2347]

I'm glad I watched your video to the end to learn about breadcrumbs in notion! So useful :)

[@JeffSu]

Well I really really hope that wasn't the only thing you got from this 9 minute video. I'd feel so bad for wasting 8:59 minutes of your time 😂

[@Loida304]

I'm really thankful to you Sir Jeff because I learned so many things in your videos actually I use them when I finish watching the video. It's really informative and well explained and I recommend it to my daughter to use in her study now in her college life

[@JeffSu]

Love to hear this Marie! Hope your daughter enjoys the content too 😁

[@BananaBug]

I always appreciate it when youtubers link to other youtubers helpful videos on a topic

[@JeffSu]

Of course! Gotta give credit where it's due 😁

[@beatrizm694]

super helpful! I started using it and it's hard to understand and organize at the beginning but you take how it works pretty quick as you start using and organizing! thanks Jeff!

[@JeffSu]

Yup! Just a bit of a learning curve

[@VeronicaSteele]

Great tutorial and I don’t even use Notion. But if I did, I’d be right here learning from you. Well done!

[@JeffSu]

Hahaha thanks for such a nice compliment Veronica 😁

[@ngocha9072]

I just love how your template perfectly fits all of my requirements for a Notion page to manage personal projects. I've been struggling to figure out a system to effectively accomplish what your template does

[@JeffSu]

Glad to hear it Ngoc! Let me know how it goes 😁

[@JoseGarcia-yp9mr]

It took a really long time to understand it and put it to work, to be honest i had to watch it ( i'm not exaggerating) 12 times. But still, you created an amazing tool and for free. Thank you so much. Worth the time and the effort.

[@JeffSu]

You're very welcome José! I'll try my best to explain better next time!

[@user-du1rj2sn1l]

Dude how did you get this to work? I'm struggling with the relations. It's NOT working how it's shown in the video and some things are missing I feel

[@darshanmandade3677]

Awesome as always Jeff! 🔥

[@JeffSu]

Thank you (as always) Darshan!! 😁

[@MultiRamaan]

This made me feeling that I am severely underusing Notion. The pace is a bit too rushy for my level of familiarity with the app, but I am determined to get there. Thank you for making this video.

[@JeffSu]

No problem, sorry for rushing a bit fast. I'll bear that in mind next time!

[@MultiRamaan]

@@JeffSu no no, don't be sorry. It's a matter of the level of preparation of the watcher. I am now onto some more entry-level tutorials, and I kinda getting somewhere:)

[@raihanuddin4755]

Hey Jeff, it's been a while but I've just seen you hit 307k subscribers on KZbin! A remarkable achievement so far. It's been cool watching your channel grow from 1k subscribers to now this!!

[@JeffSu]

Wow Raihan! How have you been my friend?? Thank you so much for sticking around since 1k 😁

[@raihanuddin4755]

@@JeffSu Been good! Your videos continue to be top-notch, keep it up :)

[@yogeshsangar7284]

I really enjoy your videos. Your every video has a value added 👍🏼

[@JeffSu]

Because I care about my viewers of course 😁😁

[@chypher]

Another Notion Videos! awesome video Jeff!

[@JeffSu]

Thank you!! Let me know if you end up using this 😁

[@largank9093]

Hi Jeff! Loving the amazing and informative videos! Would be great if you made a video about collaborative projects and what softwares to use for them, (eg. trello, microsoft teams, asana, miro, etc). Thanks!

[@JeffSu]

Thanks for the ideas Larg! I actually don't use those on a daily basis so I'm worried I might not be the best person to share "pro tips" 😂. But if I ever do end up using them I'll definitely share best practices 😁

[@Taskade]

Loving this, thanks for sharing!

[@JeffSu]

You're welcome lovely team at Taskade!

[@abdeljalilouanaim2272]

Great video Jeff, thanks and I'll be inspired by you when I start to use Notion.

[@JeffSu]

Let me know if/when you do! 😁

[@anshdeepsingh3630]

I just want to thank you jeff. All your tips and tricks with all the stuff like inbox zero for gmail and keyboard shortcuts. Thanks. Chnaged the way I use my Mac.

[@JeffSu]

That's so nice of you to say Anshdeep, thank YOU for being an awesome viewer. I'm worried though - I guess this Notion video wasn't very helpful? 🥲

[@anshdeepsingh3630]

@@JeffSu I'm gonna be completely honest with you, I'm just a high school student and many of the tips and tricks are never gonna be useful for me right now (I'm not talking about this video but in general with all the KZbin channels that make productivity focused videos) but I still keep notes that I take from all the videos so that I can refer them to someone who needs it or for my future self. I love your videos and just the way you make 'em and the small jokes are just awesome.

[@JeffSu]

@@anshdeepsingh3630 Wow I wish I were as hardworking as you when I was still at school!! I do hope you use these tools later on after you graduate 😁

[@NormanVsNorman]

I felt happily offended by the intro since I got one or two pages in my Notion with that layout! 😂 (gotta change those asap) - Great video! For some, Notion might seem complicated, but the beauty is precisely in the capacity to customize features and make it your way. Love your content!

[@JeffSu]

Hahaha no shame in admitting that Norman 😂. But yes this workflow (although it took me a few tries to get right) is amazing for my needs

[@cassioassilva]

When I grow up, I wanna be as intelligent, smart, organized and a great app explainer as you, Jeff! (Well, it is ok if I'd be a little of all this...). You are just awesome when explaining anything!

[@JeffSu]

Hahaha thank you Cassio, but I'm sure you will exceed me in all those dimensions 😁

[@rasheedrasheed6769]

Thank you for this non complex template. I will use it for my high school. It’s one of the best. It reminds me of a medical student’s notion setup. I think his name was Ali.

[@JeffSu]

Ali is my role model 😁

[@rasheedrasheed6769]

@@JeffSu Your’s is better because anyone can understand how everything works on the first look. Thank you. Keep the great vids. Respect from Iraq 🇮🇶.

[@valeriareneer]

you're a God for making these templates free. THANK YOU

[@JeffSu]

No problem my friend 😁

[@richierochie9096]

Awesome Jeff !!! Just recently visit your youtube and you show to us that you are keep trying to learn a new stuff, and making any exisiting stuff better. I found out that Thomas Frank Notion is advanced and useful, but you learn from him and improve the way to manage projects in Notion. Super.. I will use your template to manage my team projects. Thanks a lot..

[@JeffSu]

You're totally right Richie! I just started to use his Ultimate Brain, I must say I'm learning a LOT

[@themaddrummerofficial]

@@JeffSu You mentioned the friction using complex systems in your previous video. After you place your tasks into Notion, and organize everything, do you then place those tasks into ToDoist (to remind you to complete them)? Or do you leave everything in Notion, and manage it from there? Thanks for all the terrific content. 🙏

[@JeffSu]

@@themaddrummerofficial I leave it all in notion! Todoist is only for quick capture!

[@joshixplayz]

When Jeff Su is more helpful than school…

[@JeffSu]

Guess it's time to start charging tuition 😉

[@joshixplayz]

@@JeffSu Yeah ;)

[@isaacsomuah]

@@JeffSu Haha, right

[@iansmiley4081]

So true😂

[@RyanCloverOwens]

Thanks I really enjoy the way you explain this. Do you still use milestone databases now that parent/child relationships are more accessible with Notion? Are there other benefits to having the milestones database be separate? Like storing task templates?

[@kathieowen]

Thank you for another great productivity video! I am more productive because of you!!!!

[@JeffSu]

Love to see your comments Kathie!! Doesn't it feel great to get things done well AND faster??

[@KukkiTaekwondo]

Hey man, This is what I am looking for!!!! Thanks a lot!!!!!!! You just made my DAY!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!

[@JeffSu]

Glad to hear it!!! 😁

[@devarni]

For more complex projects, it may be worthwhile to look at other apps that are designed precisely for this purpose (ClickUp, Monday, Asana,...). These apps have the advantage that they are "boxed" and you get a ready-made system. With Notion, for many this is an almost endless process of trying out and "tuning". I find Notion very good as a content calendar, but I would probably not do anything beyond that in Notion. I actually prefer to use Craft (formerly Evernote) for project planning. I then have individual tasks in Todoist and use a rather open system for this (based on the idea of Carl Pullein's "Time Sector System"). I only use Notion to plan my music releases and social media activities.

[@JeffSu]

Oh that's so interesting Frank, thanks for sharing! I haven't had the chance to use ClickUp, Monday, Asana since we use Google apps at work but I've heard really good things about Craft! But I thought it was just a Google Docs replacement?

[@devarni]

Craft is a block-based editor, so it's more comparable to Notion or Coda. But it's basically a note-taking application, so it's more comparable to Evernote 😀 But it has some additional features like nested pages, card view for nested pages/links etc.

[@francescocanigiula5178]

Fantastic content! Thank you!

[@JeffSu]

You're very welcome 😁

[@Matt-zd8if]

Thanks ! The self calling template was the solution I was looking for !

[@JeffSu]

No problem, anytime 😁

[@TechnoBoomer]

Hello Jeff. A very good system ! Your video confirms that I don't like Notion a all, but I have to admit it's a capable piece of software !

[@JeffSu]

Hahahahahahaha "confirms that I don't like Notion at all" I laughed at that 😂. Honestly I'm just super appreciative you still took the time to watch a bit and comment!

[@user-ds7fd3ug5o]

This was a really nice baseline to get things going. Thanks for the video

[@JeffSu]

You're very welcome 😁

[@FloraChristophe-qj9bx]

Hello Jeff, your tutorial is amazing. Thanks for sharing.

[@JeffSu]

Glad to hear it my friend 😁

[@questionyourbeliefs]

Hey Jeff. Love the video. One consideration though, how do you deal w/ viewing all tasks at a top level dashboard? I ask because, yes, it's nice to see tasks within a project, but often in a given day I'm tackling tasks between several different projects. Depending on the day I may tackle tasks 1, 2 from Project A, as well as task 8 from project C. I need a single place where I can drag all of these tasks into the "Today" bucket. I'm thinking of ways to do this myself, but just throwing it out there. Curious how one lives without such a feature for day to day task management.

[@JeffSu]

That's a great question Ashok! I basically adopted Thomas Frank's project/tasks management system a few weeks after I uploaded this video because I ran into the exact same issues 😂. My latest Notion Daily Planner video briefly goes over the new process

[@alejandroyeung4747]

Thank you so much for sharing! very useful

[@JeffSu]

No problem!!

[@mehtasdeepak]

Cool, i love the easy explanation

[@JeffSu]

Glad to hear it Deepak 😁

[@Hitchhiking252]

Literally trying to find one tamales for me and here you are!! Thx!

[@JeffSu]

wait what's tamales? 😂

[@Hitchhiking252]

Lmao I’m sorry I meant template😂 … I do enjoy tamale the Mexican food tho

[@JeffSu]

@@Hitchhiking252 hahahahahaha no worries!

[@louispw2435]

Very useful video!!! Thank you very much for sharing this video

[@JeffSu]

Not a problem Louis! Hope you found it helpful 😁

[@matthewfinn6965]

Great video. I've made something similar to this, but love some subtle things you've done. Question I struggled with at the time, is there a way to have a milestone template that is automatically self-referenced to filter tasks? I am working with a team, that was a step in creating a new milestone that would trip up people trying to use it that were less comfortable with Notion.

[@JeffSu]

Could you give me a specific example?

[@jessejames4444]

I like the video, thank you!

[@JeffSu]

No problem Jesse! 😁

[@julybolt]

Love Notion and your videos! My entire life = Notion 😆 Im teacher and i organize all the courses with it. Thanks for your tips 🤗

[@JeffSu]

That's awesome to hear! For documents/presentations, do you use Google or Microsoft products?

[@julybolt]

@@JeffSu always Google! i learned a lot of tips with your videos :) i always receive at least one comment about what i do. i hope, i have google workspace one day 🤗 Google Calendar + Notion = best team

[@JeffSu]

@@julybolt Nice!!

[@ericl3441]

i really like this setup

[@JeffSu]

Let me know if you end up using it Eric 😁

WOW! I LOVE UR VIDEOOSSSSS!!!! I enjoy and practice English.

[@JeffSu]

Your English seems great!!

[@soulhitlee]

OMG. Seems too complicated, but Notion provieds a great flexibility for these fanncy funtions. Nice sharing!

[@JeffSu]

Haha sorry it was so complex...I feel like I didn't explain it very well. I'll try harder next time!

[@fdov4]

Haha as I mentioned before, thank you. Minimalist, simple, you rock.

[@JeffSu]

And I will never get tired of hearing it from you Fernando, thank you 😁

[@user-ce9nu3wq9p]

2:30 ---> This is a great way of explaining!!! Finally I get the difference between Tasks and Milestones, THANK YOU!!!

[@JeffSu]

Woohooo glad to hear it 😁

[@KordTaylor]

Nice video. Not sure I got it all but Tasks and Milestones seem the basics if it Thank you. 👏🏻

[@JeffSu]

Yup you got it!

[@clevewest12]

How’s the Mac life treating you this far, I’m new to Mac and loving it…..Great video as always 💯👍🏿

[@JeffSu]

It's treating me well my friend 😁, and thank you 😁

[@GwilymJames]

I wish new projects/milestones could have a new template that automatically added a predefined number of sub-tasks based on the filter you showed. At the moment, you can have a "Self-Referencing Filter" but you still need to manually create all the tasks each time. Thomas Frank suggests having these tasks appear as checkboxes below the filtered db, and dragging them up into the "Self-Referencing Filters" each time, but it's not ideal. Hopefully Notion improves how it handles working with projects and tasks and templates in the future.

[@JeffSu]

Ah I see what you mean. Yea hopefully we get that in the future 😁

[@lost_minds]

Hej Jeff! Love your videos and just a second ago i thought of somethink i haven't found a soulution for yet. I download files (e.g. presentations) multiple times to have a look at them if they are "not important enought" the store them in a folder structure somehow. This results in having the same file 10-20 time in my download folder. Can you think of any workflow to manage those junk files?

[@JeffSu]

I honestly just delete them haha, or move them to a "keep and delete" folder for later reference

[@Because_Reasons]

Great video. The issue I have is there seems not to be a simple way to create a view that is more like Asana, where you can have multiple project categories ie) product, marketing each with it's sub and sub sub tasks. This becomes very disorganized in notions and currently any sub-sub-sub tasks in notions end up rolling up and not auto expanding which makes a project plan impossible to work with.

[@JeffSu]

Yea that's definitely one of the limitations of Notion!

[@renzoarroyo7757]

Hey Jeff! Thank you for this video! It´s so useful! I have a question at Level 2, as well as linking tasks to the respective milestone, do you also create a relation between tasks and the respective project?

[@JeffSu]

That's something I forgot to address in this video. Yes you should!

[@davidpollacchi5637]

Hi Jeff. I generally love your vids but Notion sounds too complicated. I use Asana for organising my work and life and, while it could always be improved, it's way less complicated than Notion seems to be. Still, a great explanation as usual.

[@JeffSu]

The best tool/platform is the one you're most comfortable with! So I totally get it David 😁

[@artemisa81]

I use notion sometimes and it really slows real work down. Good for youtube views, but try to do real project management with it. No way.

[@AlexanderSuraphel]

@@artemisa81 what makes it slow things down for you?

[@artemisa81]

@@AlexanderSuraphel it has got better in the last few months since I posted my comment, I still find shortcuts integration with browsers / windows 11 a miss. Like quickly adding clips, notes etc.

[@AlexaThinks]

Watching this video made me realize how far behind I am with technology. Mind you, I was born in 1988 and am comparatively well ahead all the people I work with in corporate. 🤦🏽‍♀ There's so much more to learn...

[@JeffSu]

No worries, that's what I'm here for and I'm still learning from others as well 😁

[@travellerkarson]

Travelling to HK is down to 3 days quarantine in hotel now! :)

[@JeffSu]

I know! It's awesome! 😁

[@MauricioFernandez-re8yt]

I love your video and it makes a lot of sense. I have a question. Is it possible to have a task that is tagged. Each tag will have a duration of how long it should take to auto populate a whold project. Adding a gantt chart. And lastly If a task is outside an organization, could you send a task their way? I'm brainstorming these questions to the wind.

[@koenvanboxem]

This is awesome. I am very curious though; where does this tie in with your weekly agenda setup? That's where the system always breaks down for me. I have several personal and work projects going, with milestones and tasks, and I have a weekly schedule with a daily todo list. How do the tasks from your projects flow into your weekly and daily task agenda? Or do you deliberately keep these two setups seperated? Thanks for creating these fantastic videos.

[@JeffSu]

At the time of THIS video those were separated. I've since come up with a way to integrate the two and that video is coming out in Jan!

[@koenvanboxem]

@@JeffSu Thanks for your reply, can't wait to find out how you did it 🙂

[@zuzu7028]

Pretty awesome 😍

[@JeffSu]

Thank you Zu Zu 😁

[@DannyHatcherTech]

Looking at this now, remembering that I used to plan out projects in Notion makes me wonder how I managed 😆 It is still a great system for some but for me, wow I would go mad doing it now... how time changes things. Morgen + Obsidian before you ask what I use instead.

[@JeffSu]

Hey Danny! Wow interesting...would you say your video titled "Building a second brain for beginners: CODE walkthrough" would be a good representation of your current setup?

[@DannyHatcherTech]

@@JeffSu If my memory serves, yes. All my notes are public so you can have a look through them if you want.

[@beatrizm694]

if it helps, I copied the template example of his trip and added it to the project database. then, just made some changes in there because the rollups and relations have been kept in this example. then I created my own template making simple quick changes, which I found to be better when compared to the project template without the relations and rollups generated automatically because Notion doesn't keep them when duplicate

[@JeffSu]

Great tip for other viewers!

[@jailenebaez]

Love the simplicity! Just to be clear, when I start a new project I need to create 2 new databases? 1 for the milestones and 1 for the tasks then connect them to each other with relations?

[@JeffSu]

I'll be honest, I don't recommend this method anymore since I find that just having 1 master projects DB connected to 1 master Tasks DB is more than enough

[@jailenebaez]

Sounds great, thanks for the tip!

[@anigoldoni8497]

Hi Jeff! thank you so much for this video, this is SO helpful. One question, what do you do with the tasks you've completed? Is there an easy way to archive? I thought maybe on automations but I can't do that on the free version. Let me know & thank you!!

[@JeffSu]

I literally just filter "completed" tasks out

[@anigoldoni8497]

@@JeffSu perf, thank you!

[@erickarofsky2743]

This template is great, but I'm looking for one level up. Do you have the template available, or show how to create it that manages multiple trips, of which "Marketing Training trip to HK and US" is one of many trips?

[@JeffSu]

I might make a more comprehensive course/video later this year!

[@DaKooot]

I've followed along the entire video and also created the 'Milestone template' in Jeff's general project template. This template then lives inside the project in which the milestone at hand is located, e.g. "Project A". However, if you would create a next project in your project database (or "Trips DB"), then you would have to create this milestone template all over again! Does someone know of a solution for this? Within new projects, you can select 'new project template' but a layer deeper, the templates for milestones have not saved... How to save such a template?

[@JeffSu]

To be very honest, I found Thomas Frank's Ultimate Tasks / Projects template to be more user friendly than mine!

[@danielrubinow9674]

Jeff, this is what I need. However, when I go to the templates, they are not complete. For the trip template, I can view the "Marketing Training trip", but there is no level one database of all of the trips/projects. When I open the generic template, I get the Projects database, but I don't get any of the relational information regarding milestones or tasks.

[@JeffSu]

The relational information cannot be added to a Notion template since the relationship "breaks" when you make a duplicate. You'll need to create the relation yourself unfortunately Daniel 😅

[@saleemtpify]

You got a new subscriber today

[@JeffSu]

Wooohooo welcome Mohammed 😁

[@TinyPlanetgroup]

Thank you for the video. I watched it carefully 3 times, and I downloaded your template, but I didn't solve the problem I have. I like the idea of milestones. It is exactly what I need for my projects. But how do you navigate between tasks of different projects? I want a database where all the tasks from all the projects are in one. So I can filter them Due Date, Responsible etc, and see what tasks each manager has "done/not done", "on fire".

[@JeffSu]

That's a great point! So basically I have to admit I only realized AFTER this video I needed all tasks in the same place as well, and that's why I use Thomas Frank's ultimate task system now haha

[@gregwillits3229]

Hi Jeff. Thanks for this video. Is there a way for the template to automatically display relationships from two different databases? For example, I have a master projects DB and a master tasks DB. I very much want to incorporate a master milestones DB. If I create a task, I can only have a self-referential filter for only the projects DB or the milestones DB, but not both. I downloaded both of your templates hoping to figure this out and have been wracking my brain trying to use this for the last several days. I may be trying to do something too advanced that Notion can't accomplish (or I just can't figure out). Hope that makes sense. FYI - Your videos have been a great help over the last year+, so thanks again for all your work.

[@JeffSu]

Hi Greg - Not exactly sure what you mean but can't you create multiple rollups and relations columns?

[@gregwillits3229]

@@JeffSu So funny, but shortly after I wrote that question, I figured it out. I was trying to apply your principles to already existing databases and the rollovers just would not work. On a fluke, I created a brand new database and kept the properties as basic as could be. I was able then to create a simplified version of what I was trying to do. I wanted to click NEW on a Project and have the template generate both tasks and milestones tables (as you did in your video). What was happening with my original Dbs is that when I created a new task, it wouldn't carry over both the project AND the milestone. It would only carry over one or the other. So I'm thinking I may have been dealing with some circular logic getting in the way from how I originally created the databases. Once I had the clean slate working, I manually recreated all of my projects, milestones, and tasks in the new setup and everything works swimmingly. So thanks again. This video was the first example I'd seen that clearly showed milestones (which are basically sub-projects) are possible. I've been dealing with workarounds to this for over a year, so it's great to have this figured out.

[@mistdrae]

Hi, the template I downloaded didn't have the Trips Data Base (level 1 view) however other than that, Great video! Thank you for sharing

[@ecaminhan]

Hey Jeff, is there any way to create a database of milestones with no tasks associated that you can manually change the status, but if this milestone has tasks associated the status is frozen and automatically changes when you check the all the tasks inside of it?

[@JeffSu]

Hm...not sure what you mean by this 😅

[@valeriareneer]

Is there a way to set different templates under milestones? For example, I want to set up a project kick off and post mortem milestone that auto generates their corresponding tasks instead of manually writing them in whenever I start a new project.

[@JeffSu]

You can use the Buttons feature!

[@tylerdetermined]

does if anyone know a workaround in which I can edit properties in a linked view of a database for an individual project without editing the original master database? In a team setting, we have the same tasks every time we create a new project so we need a master database to show those tasks and then a project page to manage tasks independently of the master.

[@JeffSu]

Use the rollup function

[@DuyVan_Derek]

I love you dude, my client even complimented me!!! 😂😂😂

[@JeffSu]

Nice! What services do you provide?

[@DuyVan_Derek]

@@JeffSu video editing!

[@StevenMacgarret1998]

Hi Jeff, seems like the link to notion template has some 404 issue, can you help us update the new links. Anyone has the templates, would u guys mind sharing those with me?

[@JeffSu]

Yea....I'm trying to fix it right now. Sorry Son! Could you please give me 24 hours?

[@craigsweany8893]

So I have already made a page in my database that I want as my template. There doesn't seem to be any way to use that page to make a new template. Am I missing something? Do I have to create my template from scratch?

[@JeffSu]

Is that template created within the template feature within a database?

[@jmocampo117311]

Wit and humor is what I look forward when I watch your videos. The ex tho. . . LOL

[@JeffSu]

I may...or may not be joking :)

[@bwyun1738]

THANK YOU FOR THIS I ALMOST CRIED WHEN I UNDERSTOOD AND COULD ACTUALLY DO IT LMAO

[@JeffSu]

Don't you just love that feeling 😁

[@LisahinesCoach]

I know this was a year ago, but I'm hoping you see this @JeffSu. Does each new project, need its own Milestones and Tasks DB's? In other words, for a new project, do I create a beand new database for the milestones and another one for the tasks?

[@JeffSu]

I do see this 😁 So long story short, I recommend creating just 1 master projects database linked with 1 master task database now (you can add 1 master milestones DB if you want)

[@LisahinesCoach]

@@JeffSu Wow. I'm so grateful you jumped in. I just need to figure out how to create a new Project DB view for each new project. Is that the self relational database concept? I'm going to review your video again to check it out. This has been one of the most helpful videos for me in organizing Notion, particularly for projects. Thank you!

[@oliesting4921]

I am using notion for medical notes. I have lots of screenshots/pictures of lecture then I write my own notes under the screenshot. This is making notion very laggy and slow to load. Does anyone else has this issue and can suggest a fix? The other day tried taking photo from our lab and put in notion and app kept on crashing (iPhone notion app)

[@stephaniechrystal]

Great video Jeff! Curious, how does this incorporate with your master agenda that your use for daily tasks? :)

[@JeffSu]

Hey Stephanie! So basically I started using Thomas Frank's project / tasks structure. His is more streamlined if I'm being honest!!

[@stephaniechrystal]

@@JeffSu Appreciate the transparency!! And thanks for responding :)

[@generationsarising]

Hello. Is there a way to get an average time on tasks with the same name? I know how to do them one by one for each task but is there a way to do it for the whole database per task with same name?

[@JeffSu]

What do you mean by "average time on tasks" deborah?

[@generationsarising]

Each task may be the same for different agencies. So I may have anywhere from 5-10 task of the same thing. I need the time entered on each averaged out

[@IanStirton-rx4cd]

Any idea on how we can create that level 1 dashboard easily?

[@JeffSu]

You can make a copy of my template (linked in description)

[@MatthewEaton]

Nice! I am just trying to get everything sorted for a Second Brain setup in Notion (fifth times the charm) and I needed a template for projects... if I ever have a project I need to do... So, never 🤣

[@JeffSu]

Hahahaha well I'm super glad you still took the time to watch and comment Matthew! How are you building your second brain? Are you watching Tiago's videos?

[@MatthewEaton]

@@JeffSu Devoured the book and keep studying it to make sure I can at least get it functional to my liking. That's the best part about Readwise and Notion's plugin is that I can get to those highlights quickly and review to my heart's content. Besides, you are someone I trust with content. You haven't steered me wrong yet (I used your Notion contact database to make a character database that is about 600+ characters large and still growing).

[@JeffSu]

@@MatthewEaton Oh wow! That's amazing. Interestingly enough I'm refining my CRM database right now because I feel like it's still too "clunky". Will let you know once I optimize it

[@MatthewEaton]

@@JeffSu Perfect! Sounds like I will have to adjust what I am doing on my end as well. Always something to improve. The Kaizen never stops! haha

[@user-du1rj2sn1l]

I'm doing something wrong as none of the tasks are popping up in my main task DB, and the relations seem to be point directly back to the task itself when I'm creating a task inside the project. What am i doing wrong?

[@JeffSu]

I saw your latest comment, this is fixed right?

[@TheQciap]

tactical comment for start watching as a sign of respect ;)

[@JeffSu]

Hahaha thank you so much for this sign of respect 😉

[@TheQciap]

@@JeffSu Jefe(in Spanish boss;) Jeff, 2 quick questions: 1. Section Databases: where you have 2 values: Trip Milestones and Trip Tasks DB I want to create similar values like your in this "Trip Task DB" Silly question as we do not get it in your tempalte plus as it is hard to get details by properties: what object/entity is this? What we should create first: in-line DB Task on the page or this entity "Trip Tasks DB" entered there under Databases section on the page? How they are interlinked? 2. why both your db presented on main page uner TRIP DASHBOARD have this small arrow poiting right up in the icons? any idea? Respect as always

[@JeffSu]

@@TheQciap wait I don’t understand your question 😂

[@franciscofernandez6925]

porfavor podrias imaginar como seria uno para un arquitecto independiente, muchas gracias, se puede modificar todo a gusto propio solo falta entender el sistema y los procesos , porfavor

[@SalmonRacer]

Cool video

[@SalmonRacer]

Also I check and I’m the first so cool

[@JeffSu]

Congrats 😁

[@nandaryanidamastutik0586]

What's the difference between the Done formula and the undone rollup, the function is definitely the same isnt it????

[@its_sp4rk]

Jeff, can I ask you something? Do you use any password manager? If yes which one do you use?

[@JeffSu]

I don't. I have very very very difficult to crack passwords. Definitely not password123456

[@its_sp4rk]

@@JeffSu do you save any password on google Chrome?

[@JeffSu]

@@its_sp4rk Nope

[@shafaykhan10w42]

how do you link all the tasks together so you can see a summary of all your projects' tasks on level 1

[@JeffSu]

Connect/link 1 Task DB and with different projects

[@tskali9686]

With new templates of Notion I think you need to make a new video about this topic Jeff! Thanks!

[@JeffSu]

Which new features are you talking about?

[@tskali9686]

​@@JeffSu so when you go to templates in Notion and choose "Project" for example it has view "timeline" where you can kind of connect different pages with arrow according to their timelines. Or showing percentage of how much of a project is already done based on a number of tasks completed. Notion in itself has some basic explanations of how these features work but with your words I think it'd be more convenient for people to understand and organise their templates for projects. I own a design&motion graphics agency and wanted to understand "projects" inside Notion, best video so far what I found is yours ofc but I think if you let's say make a video for small businesses how to organise their projects, how to show/present them using those arrow/task complete percentages features in Notion that would be amazing!

[@JeffSu]

@@tskali9686 Gotcha!

[@juliabritto2177]

hey! it's that way that you manage your tasks actualy? or you use the areas, projects, resources too?

[@JeffSu]

I just follow Thomas Frank's workflow now

[@juliabritto2177]

@@JeffSu thank you, friend! i will try to understand how it works! in it meanwhile in using your basic notion explanation!

[@meetmeonthe50]

Jeff, thank u for this! Question, how do I edit the milestone and task templates? I click “open” on a project in Level 1, and it takes me to Level 2 which defaults to the milestone and tasks templates you provided. I want to tweak these but how do I save them once I’m done as a template for future project milestones and tasks?

[@JeffSu]

On the right hand side next to "New" click the drop-down menu and edit the template to suit your purposes!

[@meetmeonthe50]

@@JeffSu got it!!! 🙌. Disregard my message on IG, I sent a message there also. Last question, when I drill down into that same template, I see the milestone and tasks databases on the left as well as the view of each database on the right. When I toggle the main menu (far left menu) I do not see these two databases. Is this because they are no full databases and are inline?

[@JeffSu]

@@meetmeonthe50 Yup

[@meetmeonthe50]

@@JeffSu thanks bruh! First round on me if you’re ever in Maryland 🍻

[@meetmeonthe50]

@@JeffSu Jeff is there no way to create a view of the milestone and tasks DB? I have a dashboard with an overview page showing a snapshot everything I have going. Would these DBs then need to be Full page DBs instead of Inline or is there a workaround?

[@iansmiley4081]

So could your “level 1 view” be an Area, “level 2 view” be a project, and “level 3 view” be todo items with subtask? I’m trying to figure out if I can implement this into my databases, or if I just need to add a milestones database for it to fully make sense. I’ve been reworking my entire productivity system with Notion and using yours and Thomas Franks content for it. 🎉

[@JeffSu]

Yes that works!

[@iansmiley4081]

@@JeffSu Awesome, thank you!

[@Emekaelo]

Can one see all tasks from all level 1 projects in a single view?

[@catherinereid9356]

Hold up... at 8:50 are you saying you're creating a new milestone and task DB for every project? How many DBs do you have in your Notion setup? If you have a separate DB for each project, how are you pulling tasks across all DBs? I'm currently working from two DBs -- People (companies and contacts) and Tasks (includes projects and individual tasks) everything else is a DB view pulling and sorting from those two. This allows me to pull across all projects and tasks for various reasons. I have various Task Types and Task Tags, as well as associated Client, etc that helps with this. Edited to add: This was a great video though! I love seeing how different people utilize the tool.

[@JeffSu]

Hi Catherine, THANK YOU for the questions. 2 weeks after I made this video I realized Thomas Frank had a much easier setup: 1 master task DB, and 1 master project DB. So I'm basically using his setup now.... 😅

[@catherinereid9356]

@@JeffSu I need to check his out! I’ve heard a lot of people recommending it. My only irritation there is I can’t create a database view, lock the view, then add it to a page, and share the page with a client/contractor. Seems like a huge limitation, since if everything is in one master database you’re sharing everything with the whole team. :/ Once Notion gets granular database sharing, I feel like it can really replace other task/pm tools.

[@omardayya8001]

Hey Jeff ! I have a really important question. So basically that we have the following --> Level 1 (Main DB) < Level 2 (Milestone) < Level 3 (Tasks). Applying relations & rollups to Level 2 (Milestone) from & to Level 3 (Tasks) levels had no problems both where working fine. I have encountered into a problem and it's driving me crazy ! The problem is that I tried applying a relation & roll up property in **Level 1 (Main DB)** that calculates the percentage of the **TOTAL TASKS** from **Level 3 (Tasks)** completed. I also tried applying a the same thing to Level 2 (Milestone) but that didn't work either. When I'm editing the default template in Level 1 (Main DB) it works fine inside the template but once I'm done editing the template and add a new project in Level 1, the roll up that calculates the percentage does not update at all... What could be the fault ??? Thank you @JeffSu

[@gulrukhsorvahobzoda1609]

basically I don't understand anything but thanks for ur positivity

[@JeffSu]

Hahaha thank you?! Glad you still found my personality helpful 😂

[@flaviapupio]

Hey Jeff, in the rollup part, my tasks lists isn´t showing in the Relation step. Would you know why?

[@JeffSu]

what do you mean "task list isn't show up in the relation step"?

[@flaviapupio]

@@JeffSu Just figured I Was doing the rollup part in the wrong database! 🫣 Thank you so much.. I was able to adapt to my work with Digital Marketing launches. Just perfect!!

[@JeffSu]

@@flaviapupio Awesome!