How to Use Notion for Project Management: All You Need to Know
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How to Use Notion for Project Management: All You Need to Know

If you’re looking for an all-in-one project management solution, Notion is a good candidate.

Notion is an all-in-one workspace for your notes, tasks, wikis, and databases. It’s simple to use, yet powerful enough to help you organize everything from small projects to large teams. From creating tasks and milestones to tracking progress and sharing files, we’ll show you how to make the most of Notion for your team.

First, let’s cover the basics of Notion.

How to use Notion: The basics

Notion is an amazing tool that can help you organize your thoughts, keep track of projects, and even collaborate with others. And while it may seem complicated at first, it’s actually quite simple to use. Here are the basics: 

To start with a blank page in Notion, click the + icon in the left sidebar and select “Add a page.”

leftbar menu to add a notion page

To add content to a page, simply click anywhere on the page and start typing. You can format your text using the toolbar at the top of the page.

To insert other types of content, such as images or files, click the + button next to your block and select the content you want to insert.

dropdown menu to add content blocks in notion

To create a link to another page, highlight some text and click the Link button in the toolbar. This will open the Link dialog, where you can search for and select the page you want to link to.

To create a subpage, hover over a page in the left sidebar and click the downward arrow that appears. This will open the Subpage dialog, where you can enter a name for your subpage and choose its parent page.

add subpage from sidebar notion menu

To create a database in Notion, create a new page and select from 6 types of databases.

add datebase in notion app

These include:

  • Tables
  • Boards
  • Lists
  • Timelines
  • Calendars
  • Galleries

Now that you’re familiar with the basics of Notion, let’s dive into its project management features, and how to use them.

Key features: Notion Project management

Notion is a versatile project management tool that can be used for a variety of purposes. Let’s look at its most important features:

Create Roadmaps

Roadmaps help you to track progress, identify potential problems, and keep everyone on the same page. But creating a roadmap can be a time-consuming process, and it can be difficult to know where to start. That’s where Notion comes in.

With its flexible templates and easy-to-use interface, Notion makes it easy to build a comprehensive roadmap for your next project. Simply add your project milestones, timelines, and tasks, and Notion will help you keep track of everything in one place.

roadmap template in notion

Best of all, you can share your roadmap with others so they can see your progress and give input on upcoming tasks. Whether you’re managing a small project or a large team, Notion is the perfect tool for building roadmaps that will help you achieve your goals.

Take meeting notes

Notion is a great tool for tracking meeting notes. You can tag each note by meeting type, which makes it easy to find the information you need. You can also see when each meeting took place and who was there. This is helpful if you need to follow up with someone or if you want to review the information that was discussed.

meeting notes template in notion app

Customize your views

In Notion, select how you want to view data. Switch between calendar, table, kanban, and more for the same data. Notion creates a true database of the information you provide and upload, not simply a surface-level representation of it. It’s possible to mold and modify your data at any time as desired.

view options in a column in notion app

For example, if you need a quick overview of your progress on a project, you can switch to the kanban view. On the other hand, if you need to see all the details of your project in one place, you can switch to the table view.

Track tasks

Notion allows you to create to-do lists and Kanbans nested inside anything, including each other. This nesting feature makes it easy to track tasks as granularly as you need.

You could create a Kanban board for a project, with each task nested inside the corresponding stage of the project. Notion’s nesting feature makes it easy to keep track of all your tasks in one place, so you can get things done more efficiently.

Notion is useful for tracking tasks and managing time. Check out our full guide on how to become a pro at time management.

Manage access and permissions

Notion gives you control over who can access your own page and what they can do with it. To manage access and permissions, open the settings for the relevant card, page, event, or to-do list. Then, use the “Sharing” options to specify who should have access and what level of access they should have.

For example, you can give someone read-only access to a page, or allow them to edit and comment on an event. You can also revoke access at any time. All this makes project tracking and team management simpler.

Collaborate on projects

You can create a project, invite team members, and assign tasks. You can also comment on a block by choosing Comment from the actions menu.

comment block in notion app

This is useful for note-taking or asking questions. You can also schedule when the comment is sent. Any number of people can work together in real-time on the same document, which is handy for collaborating on projects.

Add rich media to Notion pages

Adding rich media files to your Notion workspace is a great way to bring your work to life and make it more engaging for your team or clients. Notion pages support a wide range of file types, so you can easily add images, videos, code snippets, and more.

rich media upload options

Best of all, Notion makes it easy to link or upload files from a variety of sources, so you can always find the right file for your project. With a few clicks, you can add rich media files to your Notion project pages and make your work more engaging and dynamic.

Choose templates for a range of tasks

Notion is a productivity tool that can be used for a wide range of tasks. One of the great things about Notion is that it offers a range of templates to choose from, so you can get started with your project quickly and easily.

For straightforward tasks, there are basic templates for blogs, calendars, and calculators. For more complex projects, there are templates for roadmaps, company goals, and sprints. Whatever task you need to accomplish, there is likely a template that will suit your needs.

When you select ‘templates’ from the left bar of the app, it also lets you filter from a range of industries.

templates for different industries

And if you can’t find a template that exactly meets your requirements, you can always create your own custom template.

Is Notion a powerful project management tool?

Let’s go over some of the advantages and disadvantages of using Notion for project management.


  • flexible control and access for each user
  • cost-efficient
  • user friendly
  • packed with features
  • multiple device support. Has web app and desktop app


  • initial setup can take time
  • formatting can change when importing data from other tools
  • integration with other tools isn’t straightforward

Notion’s free tier only offers basic features. If users want to unlock more advanced features, they must upgrade to a paid subscription. The paid version is worth the price, manage complex projects like website development, product launches, and more.

Wrap-up: Should you use Notion for project management?

Notion is great for managing tasks and large projects. It has many features that makes it perfect for managing projects, such as the ability to create to-do lists, set deadlines, and assign tasks to team members.

Notion can be used for a variety of purposes, such as taking notes, creating a wiki, and even tracking your exercise routine. Overall, Notion is a tool that can help you manage your projects more efficiently.

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