Notion

Open Notion in your browser, then in the left sidebar click the workspace you will use for all tasks.

Click New Page in the left sidebar, select Database — Full Page, and name it Projects & Tasks.

Add properties: Status (Select: Todo, In Progress, Blocked, Done), Priority (Select: Low, Medium, High), Assignee (People), Due Date (Date), and a Relation to Projects.

In the database header, click Add a View, choose Kanban named Kanban By Status; add a Timeline view and a List view as needed.

Set up property types and default values to ensure consistent data entry across tasks.

Create a Task Template that includes a Checklist, Subtasks, and Acceptance Criteria.

Click Share in the top-right corner; enable sharing with your team and set permissions to Can Edit or Can View as appropriate.

Add a Relation property named Linked Project and connect tasks to the corresponding project; add a Rollup to show progress at the project level.

Create a new page and insert Linked Database blocks for each view; apply filters to show tasks by assignee and due date.

Use Reminders on due dates; configure Notion Automations or external tools to notify stakeholders.

Publish the dashboard, share guidelines, and run a quick onboarding session to align everyone.

Regularly audit properties, views, and templates; adjust as your team and processes evolve.

In Notion, open your workspace and select the Projects & Tasks database from the left sidebar. If you don’t have one, create a new database and name it Projects & Tasks.

Click + Add a Property in the database header. Choose 'Select' as the type, and name it Priority. Add options: High, Medium, Low.

Add another property named Due Date and set its type to Date. This enables timeline visualization.

Click + View, choose Kanban. In View Options, set Group by 'Priority'.

Click + View, select Timeline. Include the Due Date property and adjust timeline range as needed.

In the Kanban or Timeline view, add a Filter: Priority is High OR Priority is Medium.

In the same view, set Sort by Priority (High to Low) and then By Due Date (earliest first).

Add a View named 'Today' or 'This Week' and apply a Filter for tasks Due Date today or within the current week.

Schedule a recurring weekly review in Notion (e.g., on Mondays). During the review, adjust Priority and Due Date as needed and move items between lanes.

Add a quick note field or page to capture decision rationales and share the prioritized plan with the team.

In Notion, in the left sidebar, click + to add a new page. Name it 'Projects Hub' and choose Table to store all project records.

Open the Projects Hub table. Click Add a property and create: Status (Select) with options Not Started, In Progress, On Hold, Completed; Priority (Select) with High/Medium/Low; Team (Multi-select); Due Date (Date).

Create a Knowledge Base page. In Projects Hub, add a Relation property named Knowledge to connect each project to its context.

In Projects Hub, click Add a view > Timeline. Name Master Roadmap. Use Start Date and Due Date to place items on the timeline.

Create a User Stories database. In Projects Hub, add a Relation property named User Stories to connect each project to its stories.

After kickoff, open kickoff notes. Click Notion AI and select Extract Action Items to create tasks in Projects Hub with assignees and due dates.

Open Weekly Summary page. Use Notion AI to Summarize updates from the week and paste into the page. Optional: set a reminder to share with stakeholders.

In Notion, go to Settings & Members > Automations > New automation. Create rule: When Status changes to In Progress or Completed, notify the assignee via Notion or a connected channel.

Add a View for each team. For Engineering, create a view named Engineering with a filter Team contains Engineering.

In Projects Hub, create a Template for new projects with pre-filled properties, linked relations, and default views. Use it for new projects to ensure consistency.

Add an Onboarding page in Knowledge Base. Include a guide to updating project status and finding context. Share with new members and grant access.

Schedule a 2-week review. Open Master Roadmap, verify goals alignment, update links, adjust properties, and refine views.