My Complete Notion Task Management System | FREE Master Task List Template

Manage, organize, and add important context to ALL your tasks using a Notion database! This unique task management system gives you the best mix of structure and freedom so you can view your tasks by priority, category, energy level, project, status, and more!
➕➕➕ LINKS ➕➕➕
Grab the FREE TEMPLATE: kalynbrooke.com/master-task-l...
Six-Week Sprint Goal-Setting System: practicaldreamerbook.com/
Companion Blog Post: kalynbrooke.com/organizing/ma...
Notion Anatomy Class: kbcreativeshop.com/products/n...
Get a 20-Minute Notion Audit: kbcreativeshop.com/products/2...
➕➕➕ TIMESTAMPS ➕➕➕
00:00 Intro
01:05 Paper vs. Digital
02:07 Master Task List Database
04:00 The Anatomy of a Task
10:21 Database Views
12:23 How to Add a New Task
13:39 How to Add a Task Template
14:43 Weekly + Daily Tasks on My Personal Dashboard
18:20 Tasks Embedded in a Project Page
20:41 Capturing Tasks On-the-Go
22:24 Template + Conclusion
➕➕➕ FAVORITE THINGS ➕➕➕
❤︎ Notion: kalynbrooke.com/refer/notion
❤︎ Kindle Unlimited: kalynbrooke.com/refer/ku
❤︎ Vegan Supplements: kalynbrooke.com/refer/futurekind
❤︎ Planning Inserts: BrainbookLibrary.com
➕➕➕ ABOUT ME ➕➕➕
Hi! I’m Kalyn. My mission here (and in life!) is to help you create gentle structure through mindful planning and productivity systems. I'm a digital/analog hybrid planner who spends her free time hiking, reading, and reorganizing my Notion dashboards. I also live and travel full-time in an RV!
Learn how to integrate wellness with your to-do’s and create gentle rhythms that support your daily life via the links below.
❤︎ Instagram: / kalynbrookeco
❤︎ Website: kalynbrooke.com

[@joyfullythriving]

Wow! Notion makes a lot more sense after seeing how you set it up. What a great way to keep on task, and organized! ❤

[@KalynBrookeCo]

Thanks so much for watching, Kristen! It definitely gives me peace of mind to know all my tasks are captured inside this tool.

[@FancyPantsPatches-Charissa]

Thank you SO much!!

[@nicolecharnel]

OMG! You showed me so many things that I can add tomy task list! I love it! Thank you for sharing your template for FREE! I can use it to make my task list better. So amazing!

[@KalynBrookeCo]

You are so welcome! Glad it was helpful!

[@estebanjara886]

I started using Notion recently and due to my training it was relatively easy for me to master it. But another thing is to configure it in a way that is really useful to you, and in that sense your channel has been the most useful thing I have found on KZbin. Thank you very much, greetings from Chile

[@KalynBrookeCo]

Glad to hear it has been helpful to you!

[@WildNorthTravel]

Found you through Open Roading (hey fellow RVer!), and have been wanting to use Notion to organize our life, brand, and travels and so glad to have heard about your other channel! Grabbed your free template and the SWS too! Excited to learn from you on here.

[@KalynBrookeCo]

AWESOME! Glad to see you here and I hope you enjoy learning Notion!

[@byamberkri]

Such a great setup! I would love to see your personal dashboard more in depth :)

[@KalynBrookeCo]

Noted!

[@marthamcgiver]

Can I make a request? I would love to see how you set up a budget/debt tracking system in Notion. I've watched so many videos, but I love your teaching style best and think it would be so helpful to have a tutorial on something like that. I know I could use it for sure! My brain is hurting from trying to figure it out on my own. Oy! Please make one or show me a link if you already have. I would be eternally grateful.

[@KalynBrookeCo]

Absolutely! I don't currently have anything up on KZbin about my finance and debt tracking, but I've added it into my queue to create a future video about when I'm able. Thank you for the idea and your interest. :)

[@genakovach6008]

I'm really interested in this also!❤

[@KalynBrookeCo]

@@genakovach6008 I recently published my 15-minute Finance routine and it gives a little glimpse into how I use Notion in my weekly financial check-ins, but I do plan on a more in-depth video in the future as well. :)

[@patleonard2318]

Rewatching this now. I would love to see a video on your personal dashboard! It reminds me of a similar set up to your phone home screen. The Master Task List is still over my head, so I am going to download your template and watch the tutorial. Thanks!

[@KalynBrookeCo]

You're in luck because I worked on a video about my Personal Dashboard today! So you should see that coming up in the next few weeks. :)

[@patleonard2318]

@@KalynBrookeCo Oh, that is very exciting! I am continuing to move notes off my phone and into Notion. I downloaded your template and started to watch the video, but it's too hot (no A/C) to concentrate. I will get back to that another day! Thanks for sharing your knowledge!

[@amyrossetti5256]

I have been wanting to use Notion more and I am glad you are starting to share how you use Notion. I would also love to know haw you set your phone up so nicely.

[@KalynBrookeCo]

Thanks so much for watching! I'll definitely tackle that in another video.

[@goingbacktoourroots]

Love this downloading now! Thank you. Ps I'd love to see how you plan out your content creation, do you have a notion template for this process?

[@KalynBrookeCo]

That’s something I haven’t yet done, but may be a future project that will come out. I’ll keep everyone updated! I hope you enjoy the master task list template!

[@jeanninemccloskey7213]

First let me just say that your videos are great. I am not sure if it is your voice, or your "get to the point" structure, but great job! It is fun to watch your videos, and very educational. You make it so easy to imagine what my setup needs. Thank you. I do however have a few questions.....1) What do you do with contacts? Names, addresses, birthdays? Do you keep them all in Google, or are you using the new Notion calendar? I would love to integrate that into my Notion. 2.). I would love to see your meal planning, any chance we can get a video on that? Thanks again for your videos.

[@KalynBrookeCo]

Wow, I'm so grateful! Thank you for saying that! All my contacts are currently in Google, but I have started a Contact Database and I'm slowly transferring over the ones I interact with most (sending gifts, needing addresses and such). The only place I've shared my Notion meal planning system is in my Notion Anatomy class (I actually take you through how to build it step-by-step as "homework"!). So if you were interested in learning Notion from the ground up, that's the best resource to teach you the basics. But I do want to add some more elements to my meal planning page and after I do that, I'll try to film a video about it for KZbin. :) Appreciate you being here! kbcreativeshop.com/products/notion-anatomy-beginner-building-blocks

[@michellesmyth1928]

Thanks for the template, it's super helpful! Just out of interest, how do you use the Status of Now, Next and Later? Are "Now" tasks for today, "Next" tomorrow and "Later" anything after that? I guess I'll figure out my own logic, but I'm interested to hear of yours. Thank you

[@KalynBrookeCo]

Yes! That is the mindset I have towards those. "Now" might not be just for today, but it's the things I need to do in the immediate future. Usually within the week or at least before advancing to the next task in that project. :) I can move or shift these as my schedule demands, but it helps me to know what my priorities should be as I create my weekly schedule!

[@reganclark6873]

Hey, this is a awesome and thoughtful template. I downloaded it and working on it now. I am wondering, though, how do you add subtasks. I noticed a template in the video but not in the template that I have.

[@KalynBrookeCo]

I'm glad it's useful to you! Subtasks aren't too difficult. This is the official "how to" from Notion. 1. Click on the … menu in the top right of the database, and select Sub-items. 2. In the Sub-items window, you’ll create a self-relating property. You can rename the properties to “Sub-tasks” and “Parent tasks”. 3. Select Create. It's a bit wordy, but this talks about how it's done and how to implement them as well: www.notion.so/help/guides/tasks-manageable-steps-sub-tasks-dependencies

[@KalynBrookeCo]

P.S I do have a "Notion Crash Course" that covers some of these things and connected group for extra help and discussion available if you are interested as well. kbcreativeshop.com/products/notion-anatomy-beginner-building-blocks

[@tori4787]

Can you have multiple todo lists from different databases merge into one? For example, I have a few businesses, but I want my dashboard to show my personal tasks from each business in one list.

[@KalynBrookeCo]

Unfortunately, you can't combine lists from two SEPARATE databases. There are three things you could do though. 1. Add another tab to the top of the current database and pull in tasks from the new database-then you would just need to toggle to a different tab when accessing those tasks. 2. Keep one All Tasks database and create a Select property with tags for each business. Then you can GROUP your database by business tasks. 3. Add all databases to your page under one another (you may have to bring them in via Linked Databases), then filter to see your tasks so you don't have to click around to find them. I hope that helps give you some ideas!

[@gaymo69]

What do you do with the Repeat tasks? Do you just change the due date manually to next occurrence once complete rather than move to Completed?

[@KalynBrookeCo]

Yes, exactly! That's the best way I've found to handle recurring tasks right now. I may mess with formulas in the future to see if I can automate a bit more.

[@NellysNerdyAdventures]

I tried to download the template but when I entered my info it said that the offer had expired. I did manage to download the Weekly Reset template though, it's awesome. Is the task list in that template the same?

[@KalynBrookeCo]

Oh, no! The offer should still be available. Try again? If it doesn't work, shoot me an email and we'll get it sent to you directly.

[@robertparham5477]

Great video tutorial. I am very interested in using your master task list system. For some reason when I enter my email address in the link, it says “successful - go to your inbox to find the template” but every time I do this it is never there. Is there another way of getting the template? Thanks so much.

[@KalynBrookeCo]

Oh no! Can you confirm that you've checked your spam folder? Otherwise, you can email [e-mail] to share your email address with me and I will see what my email system says. Let me know so I can help you figure it out!

[@patleonard2318]

Wow...my head is swimming! Thanks for sharing how you set yours up. I don't run a business or have much going on so I am not sure Notion is for me, but if I just keep it simple, it might work. Something to think about for sure!

[@KalynBrookeCo]

The great thing about Notion is it can be as simple or as involved as you like! Thanks for watching and leaving a comment!

[@patleonard2318]

@@KalynBrookeCo Okay, so I signed up for a free account and started playing with it. I am starting off very simply. I copied and pasted two packing lists from Evernote into Notion and played with cover images and icons. It seems like it is way more customizable, and I would like to eventually use it for all home related tasks and list. Thanks again!

[@KalynBrookeCo]

@@patleonard2318 Oh I'm so glad you're trying Notion! I think packing lists are the perfect way to start. 🙌

[@patleonard2318]

@@KalynBrookeCo I started to get overwhelmed after watching a few other videos, but took a deep breath, and started will just some lists. I am excited for the possibilities of making it a place for all of our home tasks, lists, and projects.

[@goingbacktoourroots]

Also notion tour 🙏🙏🙏

[@sharonmctaggart3583]

Hi, I just finished your notion class and thought I'd tackle a to-do list! I am not able to download your master task list. Is it still available?

[@KalynBrookeCo]

Hi Sharon, I’m excited that you’re jumping right in! You can find the master task list here: kalynbrooke.com/master-task-list-opt-in/

[@alexromano9691]

I got your template, however, when i check tasks off they do not appear in the done section. How do i fix this?

[@KalynBrookeCo]

Just sent you an email!

[@bhaktaboy]

Is your site down? I can't get it to load the template link in any browser, incognito or otherwise.

[@KalynBrookeCo]

Are you still having issues accessing the template? Just checked and it seems to be working okay for myself and for our moderator. Are you getting a specific error? Please email if you are still struggling to get this to work!

[@bhaktaboy]

@@KalynBrookeCothanks! It loaded just now. Last night I was getting a Cloudflare time out error message.