How To Use Notion As A Task Manager: Sub-tasks & Dependencies Tutorial!

In this Notion tutorial I’ll take you through how to super-charge Your Notion Task Manager with this sub-task & dependent tasks tutorial. Including; Notion database filters & views & a task waiting report view. This is the 4th part of my larger task manager build. 🔔 Find the full Notion From Scratch series & join the email list HERE ➜ www.bettercreating.com/notion... for more: build-along & learn Notion fundamentals as you go!
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🎥 VIDEO CHAPTERS:
00:00 Build A Task Manager: Notion Tutorial On Sub-tasks & Dependencies
00:49 Notion From Scratch Series: Learn Notion Fundamentals As You Build
01:16 Notion Task Manager Build Recap
02:09 Setting Up Sub-Tasks & Parent Tasks In Notion: Step by Step Tutorial
07:27 Setting Up Dependent Tasks in Notion: Step by Step Tutorial
10:45 Creating A Notion Timeline View For Dependent Tasks
15:21 Creating A Task Waiting / Task Actionable Report View In Notion
19:08 Adding Dashboard Filters & Views: Optimise Notion for Sub-items with Filters.
👋 BETTER CREATING
Hi, I'm Simon and I'm collecting great ideas, tools and tech to help you live your best productive and creative life: On this channel you'll find all things Notion, well designed productive tech, & great ideas on business & self development. Other than doing this, I work as a freelance creative in theatre and film and love motorcycles, coffee and minimalist design.
#Notion #taskmanagement #BetterCreating
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[@BetterCreating]

It's here Notion From Scratch Crew - time to Master Sub-tasks & Dependencies! & What should we do next on the series? 👇+ 🔔 Find the full Notion From Scratch series & join the email list HERE ➜ www.bettercreating.com/notion-from-scratch for more: build-along & learn Notion fundamentals as you go!

[@liesbethcluckers4888]

Amazing series - I've binged all of them on this Sunday afternoon and can't wait to start implementing this

[@faithblogger1050]

Hi Simon! Just wanted to thank you for making these Notion tutorials so comprehensive AND easy to follow. I've learned so much from you over the past year, from "Atomic Habits," to simply having a pitcher of water at my work station! You're amazing. :D

[@BetterCreating]

Wonderful to read!

[@StellaThyme]

I find your Notion from Scratch series so great! - you explain even the more complex things in easy to follow steps. 😊

[@BetterCreating]

Ah thanks JP! Hope you are super well! :)

[@valivixia]

That actionable dependency filter saved me! Thank you for all your work making these videos

[@RobertRodriguezMusic]

I JUST went through your series and figured I’d have to wait! Such great timing! Thank you for your Notion tips 😄

[@BetterCreating]

Woo hoo! Enjoy :)

[@miaobergs]

Thanks, Simon, for the fantastic series! I've watched all four videos and built my own system alongside you. I'm really excited to customize it to even better suit my needs. I'm also eagerly looking forward to what you'll show us in the future. You're a true star in my Notion sky 🌟 I would greatly appreciate it if you could consider creating videos on how to integrate a notebook into the system. This would be incredibly helpful for storing research-related information connected to the tasks in my Life OS System. All the best ❤

[@NicholasAung87]

have been waiting for thisssss!!!

[@BetterCreating]

I think it was worth waiting for all the feature releases… I hope! Haha cheers

[@acezachary]

This is amazing! I finally found what I was missing to make mine works - rollup! Great content dude!

[@BetterCreating]

Yaaaas! Hazaar.

[@samsongomah1318]

Some very helpful tidbits for my Notion project management system. Thanks! I would really like to see a full video devoted to your system for recurring tasks.

[@louisemcjagger]

Excited for the next part!

[@BetterCreating]

Thanks for watching :)

[@juanmc1603]

Hi Simon! I discovered a week ago your channel and I’ve just finished your Notion From Scratch Building Series. I just love it!! :)) I’ve learned so much during this Notion course. Can’t wait for the next video to drop soon! Just one question, in your Complete Life OS, where do you keep your og databases? for eg. the full task database, habits, etc 😅

[@whatchannel3679]

What a great video, super clear accent and very well presented. Very polished

[@BetterCreating]

Thank you kindly!

[@Willow-re5cq]

Hi. I'm loving the series so far. I've built my system, but am wondering how to automagically set the "Related Project" property in the sub-task? Thanks!

[@sdailey123]

Thank you for your video! Quite impressive and informative! Might you be able to recommend a way to allow for tam members to have their own task list, but pick and choose which tasks get rolled up to a different page for a manager to see?

[@madelinem6862]

Thank you so much for these very helpful videos! Ideas for ADHD folks or other neurodivergent brains: I get lost trying to create a great way to estimate time for tasks, track actual time, and represent it visually or in a report. It could be useful for freelancers to track how long creative tasks and projects should take versus actual time spent (rolled up like task dependencies). Helpful to know if time is spent wisely or if we are pricing our time well. I always think tasks take longer than they really do, or the opposite, this would help me be less intimidated or budget my time better. The buttons seem to be a potential avenue , previously I had a hard time figuring out how to make certain databases or tasks communicate without messing up or repeating relations. And another idea: details I spy on your OS about the "decision maker" (unless that's something you'd like us to buy your template for, that's completely fair, lol). And another idea: troubleshooting tips for general database management, finding and fixing redundant relations, broken roll-ups, etc, and (the main reason those problems occur for me) how to adapt or adjust or properly copy older databases into new templates, or whenever Notion comes up with new features that can potentially create a mess of existing boards. 😂 notion always gets the ideas working for me.. I'm not sure if there's a way to currently check on certain things without direct knowledge of coding, but notion has been the best at making certain practices more accessible to non-coders, which I really appreciate.

[@user-lf8bm3mv7x]

Thank you so much for this series. I have followed all of them and I am intrigued by it! Now I am going to fill it up with all my projects. Love it! I have one question about it, somehow my concat formulas are not working, also the one in the 3rd video. Where can I figure out what I am doing wrong. I cannot figure it out and it's breaking my head :D.

[@christianmagill3829]

What would you recommend for larger projects, where you might have 5-7 phases with 50 tasks each? Trying to decide if it's worth trying to roll up multiple levels of nesting. Like a design phase might have several designs, each would have a multitude of tasks like wireframing, design, revisions, feedback requests, etc.

[@meroveheifetz7597]

Thanks for your videos! Notion just updated their formula language - what is the revised formula to create the Task Waiting / Task Actionable Rollup? I can't figure out how to adjust from the old language in your video to the new language. Thx

[@heidilootsma8949]

@meroveheifetz7597 this should help you: if(prop("Blocked By Report") < 1, "🔴 Waiting", "🟢 Action")

[@user-hz2qr1en2l]

since we can now create tasks and subtasks directly in the projects database do we still need a separate task database to link to?

[@Chi9ja]

i've tried everything you have suggested i still can't get the drop down for my sub-tasks

[@user-hz2qr1en2l]

if im creating subtasks in a project template with notion built in feature how can I get those tasks to also show up on my task database?

[@generationsarising]

In my template I have a time spent column. Is there a way to get the sub tasks time to sum in the main task time? I notice that even if it's the save column, it doesn't total at the bottom neither does it total in the main task. Any help appreciated.

Hello!!! Thanks for all your content as it is helping me a lot to make my own build for CRM & Project Planning in my work. I have a very specific question... I have created a recurring template for Weekly reports, filling information about status of leads, opportunities and projects within the week. I send it out each week, but after I do, if I update any progress in any lead or project, the report updates it as well. I don't want it to keep updating. The intention of the report is to be a screenshot of that moment in time without changing later on. I have tried locking the databases within the report template, but still I haven't found a way to block all the content and avoid any futher change. Please let me know if you have any idea that might help. Thank you very much!!

[@Rinleigh_]

Can you pls tell me what keyboard you‘re using? The one with the knob. Also which keycaps and switches? It looks awesome!

[@BetterCreating]

Ah thanks pal! It's the Keychron Q2 with some of their wheat Grey custom caps and a tape mod.. :)

[@rubenlederle1517]

Hi, is it possible that subgroups do not disappear when you mark them as done? Only when the parentgroup is also marked as done should the group disappear. How do I do that? Thank you:)

[@caseyburgess8138]

I still get so confused about Projects + Tasks vs Projects / sub item. Ideally I wanna have a project data base but then be able to see the tasks on timeline view... is there a way?

[@ConfidentFitness]

How do you get subtasks to populate when doing a recurring task. I only have the Parent task populate and the sub-tasks aren't created with it. I am lost on how to do this

[@CarinaKamara]

I would really love to see a video a notebook build!

[@ChristianZenker]

Fantastic Video (I just ping watched the "Notion from Scratch Build Series" in a few days and build the Page for myself). I have a suggestion about how to do the linked Projects. I Did what you did, so the subtask have the same project related as the main task. But then I added a second formula so I have one columne where every task shows the related project. Formula I used is "if(empty(prop("Project of Parent Task")), prop("📂 Related Projects Source"), prop("Project of Parent Task"))" May some find this helpful as well.

[@sadhbheire]

Hi, I wanted to understand a bit better the difference (or how you yourself use them differently perhaps) between projects and sub-tasks. would you say the sub-tasks are both part of projects and little projects themselves? eg.: you have to initiate a refund process and keep track of it (something as every day life as this, but that you want to put all the things you need to do down so that you dont forget anything). would you do a project or do you just add it to your tasks list and add the subtasks. Or something like a work task that has several steps but that you do every week. would you treat it in a project perspective or use the subtasks? Wondering what is the main difference for everyday stuff that is not an actual project in itself. Thank you!! :)

[@tomasrampas318]

Hello, I recently found a new feature in Notion Relation property. It is a toggle called "Automatically relate". Please do you have a tutorial on what it does? With ideally some examples? Love your videos and thank you!

[@BetterCreating]

Ah cool - I’ve been busy with other work recently - so will jump on this in Notion soon as I get back to things! :)

[@oksanatoofor4470]

Thanks for this video and your very clear explanations. Do you still see projects as necessary? My Notion set-up follows a GTD approach where a task is a “single actionable item”, and a project is a “collection of tasks”. I could restructure the whole thing using tasks & sub-tasks, as the dependencies feature is valuable. That might be simpler & clearer in the long run… I’m just not sure if its worth the effort to change all my dashboards etc. As much as I’m pleased Notion constantly releases new features, it means I’m constantly tweaking my set-up, which, while fun, is a real time-suck…. for a productivity tool 😂

[@sitiranisa5581]

Wow, Simon! I just want to ask, if you ever got an overwhelm when you study or build your notion?

[@BetterCreating]

Absolutely! Overwhelm is a challenge for all of us I think! Notion - I actually find relaxing to work on, but definitely with life, admin and all the rest! The Notion system is great for me thou to stay clear and on top of things :)

[@caseyburgess8138]

this is great - honestly the dependencies are useless without this formula filter thing!

[@caseyburgess8138]

This is basically what I was trying to do with the Now, Next under "to do" - but didnt work without the dependency

[@caseyburgess8138]

Which the status property could automatically take this into conideration

[@dailydale2100]

Hi would love to know if possible to create a template task with sub tasks. Each time a create one the sub tasks disappear after the first use of the template? Thanks

[@BetterCreating]

I don’t believe this is currently possible I’m afraid. The best option would be to use a button automation to great them as a set.

[@meroveheifetz7597]

@@BetterCreating Thank you for this Q&A, I've been trying this repeatedly and received the same results as you @dailydale2100 - I thought I was doing something wrong! Strange that Notion wouldn't enable sub-tasks as a standard part of a template.

[@watchlearn1167]

31:30 If the formula is not working for you then use: {if(prop("# of sub tasks") > 0, prop("Sub Task Formula"), " " )}

[@mmzlearning]

2:10 subtask

[@Trazynn]

Your channel would benefit from having your videos organised into playlists.

[@BetterCreating]

Woops! It is - I just forgot to add this to them! Now fixed - check now :)

[@VANDEPOLAlexandre]

Chaotic

[@BetterCreating]

I’m finding I’m not using sub-tasks much. Yeah - and maybe this was filmed on a weird week!