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
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 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:)
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.
@@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.
Jeff... I must confess that this video on Notion let me a little dizzy... I might watch it again to understand it better... Maybe if there was a step-by-step video showing the creation of a project using Notion would be more useful, I don't know...
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?
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.
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
just wonder how you can pull tasks from different db to a 'today' view? context: i have a habit to know what is waiting for me (backlog) and what should I get done today (in-progress -> done). Can you share how to do that with this setup?
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.
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?
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.
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.
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?
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.
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?
Thanks for sharing Allwin! I find the organization features on Notion to be more relevant for my workflow (creating different properties for example) but it's great to hear you enjoy using Todoist/Tick tick for workflows like these! 😁
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!
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 😁
Notion is good in theory and maybe for more personal projects, but for serious PM and PD work it’s far too complicated and find that unless it’s being micro managed then a lot of tasks fall off the radar or are buried somewhere and never seen…
I don't disagree with you there Kyle! I have since made some adjustments to my workflow and have to say Thomas Frank's way is still the best to go about it 😂
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".
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
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!
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?
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.
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.
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?
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...
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!!
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 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 RUclips 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.
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?
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.
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.... 😅
@@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.
Uuuuuusually, I can hang with your videos and directions, but this is just way to complicated. It might be because I dont use Notion (its all to confusing), but I dont know. What you showed here, I'll get done in Google Drive..
I really really appreciate this candid feedback Kristian! To be honest as I was making the video I thought it might be a bit complicated...but I couldn't find a way to simplify it 🥲. I'll keep this in mind moving forward. I LOVE this type of feedback, please please let me know if something doesn't make sense!!
@@JeffSu Not sure if there is anything you could do to simplify it tho. I think its just a case of how complexed Notion is. If you've used Notion for x amount of time, this should be understandable. But for me, this makes me not want to "dive into" Notion. I get the power of it, but.... so much hassel??..!!
Hey Jeff, it's been a while but I've just seen you hit 307k subscribers on RUclips! A remarkable achievement so far. It's been cool watching your channel grow from 1k subscribers to now this!!
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 agree. Hey BTW have you thought of creating a course on career/interview success. I know you now focus more on productivity content but I subscribed you watching your resume video so I loved your content.
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?
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
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!
@@JeffSu sorry to be a bother but how would i go about changing the relations and adding/changing self-referential filters to have that overall task view on level 1
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 I think some parts are easier and some parts are harder but overall it's more powerful and is structured better. Check out this video comparing Notion and Obsidian: ruclips.net/video/AhhFLXfldJQ/видео.html
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?
Well. It would be better to combine all task databases together ... this way , you can insert all your tasks in one single table and you dont need to go through all your projects ... This is my recommendation
@@JeffSu well the most important part in combining all projects and tasks together is to compare and analyze your work over time ... so after a while you can see what you enjoy or love working and whats not , whats your life area you consider as priorities whats not ... and so on My recommendation, make one huge task with all properties you want and make a formula (done) column... this way you can multiple type of task with one done checkbox ...
Do you think "milestones" is no longer required, as we can now have subtasks? What's your view on this? It now seems much simpler to just use subtasks, but I'd love to hear what you think.
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?
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
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
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.
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!
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
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.
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 😅
The trouble I've run into with using Milestones in a Project and linking tasks to them is that the task is not associated to the project. I'm curious how you or other Notion users manage projects with tasks and milestones.
@@iamrobreynolds Ah that makes more sense. I actually ran into that issue so I decided not to have a master task database haha. So I have different database for each project and it works for me
@@JeffSu In a team/company environment, having all tasks in a single database is essential. For personal projects, I could see your setup working just fine. Eihter way, I appreciate the content you create and the thoughtfulness you put into it.
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.
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
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.
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.
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)
Thanks for the feedback, you make a fair point. I did realize it's a bit complex after uploading. I'm trying out a new system now that's wayyyy simpler
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!
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
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.
No problem, sorry for rushing a bit fast. I'll bear that in mind next time!
@@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:)
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.
The best tool/platform is the one you're most comfortable with! So I totally get it David 😁
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.
@@artemisa81 what makes it slow things down for you?
@@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.
When Jeff Su is more helpful than school…
Guess it's time to start charging tuition 😉
@@JeffSu Yeah ;)
@@JeffSu Haha, right
So true😂
To be frank, that is not a very clear video.
Sorry about that, thanks for the feedback! I actually feel like I wasn't clear in the video either...
Jeff... I must confess that this video on Notion let me a little dizzy... I might watch it again to understand it better...
Maybe if there was a step-by-step video showing the creation of a project using Notion would be more useful, I don't know...
Thanks for the feedback Cassio, you're not the only one so I feel like I didn't explain this one properly...I'll try again in the future!
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?
Yea....I'm trying to fix it right now. Sorry Son! Could you please give me 24 hours?
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.
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
Great tutorial and I don’t even use Notion. But if I did, I’d be right here learning from you. Well done!
Hahaha thanks for such a nice compliment Veronica 😁
just wonder how you can pull tasks from different db to a 'today' view?
context: i have a habit to know what is waiting for me (backlog) and what should I get done today (in-progress -> done). Can you share how to do that with this setup?
Filter > Due date > Today
I always appreciate it when youtubers link to other youtubers helpful videos on a topic
Of course! Gotta give credit where it's due 😁
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.
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?
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.
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.
Ali is my role model 😁
@@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 🇮🇶.
OMG. Seems too complicated, but Notion provieds a great flexibility for these fanncy funtions. Nice sharing!
Haha sorry it was so complex...I feel like I didn't explain it very well. I'll try harder next time!
Have you done anything on printer management or am I just brain dead
wait what is printer management 😂
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?
I might make a more comprehensive course/video later this year!
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.
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?
@@JeffSu If my memory serves, yes. All my notes are public so you can have a look through them if you want.
How’s the Mac life treating you this far, I’m new to Mac and loving it…..Great video as always 💯👍🏿
It's treating me well my friend 😁, and thank you 😁
Todoist or tick tick does that out of box. It's like forcing Notion to to something it is not
Thanks for sharing Allwin! I find the organization features on Notion to be more relevant for my workflow (creating different properties for example) but it's great to hear you enjoy using Todoist/Tick tick for workflows like these! 😁
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!
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 😁
I'm glad I watched your video to the end to learn about breadcrumbs in notion! So useful :)
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 😂
WTF…I don’t understand a thing
Sorry it was a bit confusing...
But I rewatched like 4 5 times it did help though...so thank you!
Jeff, can I ask you something? Do you use any password manager? If yes which one do you use?
I don't. I have very very very difficult to crack passwords. Definitely not password123456
@@JeffSu do you save any password on google Chrome?
@@its_sp4rk Nope
Notion is good in theory and maybe for more personal projects, but for serious PM and PD work it’s far too complicated and find that unless it’s being micro managed then a lot of tasks fall off the radar or are buried somewhere and never seen…
I don't disagree with you there Kyle! I have since made some adjustments to my workflow and have to say Thomas Frank's way is still the best to go about it 😂
Somebody should make a 2 sec video of first showing Jeff’s image and then Ronaldo celebrating a goal “suuuuuu”
Wait now I'm curious. Is there a video of Ronaldo screaming my last name? 😂
You decide 😂
ruclips.net/user/shortsQwSnhQaw0qk?feature=share
You always manage to make complex things easy to follow!
That's what I'm here for!
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".
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
I need to take notes to on how to use a notes app
Hahahaha "notes-inception"
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!
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
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?
I saw your latest comment, this is fixed right?
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.
Nice! Let me know if you run into any issues 😁
when we click on the link to download it's a broken link :(
Trying to fix it, please give me 24 hours 😭
@@JeffSu no worries!! It happens - still in awe you give us these dope resources for free!
@@awildflowerspirit it works now!
Wit and humor is what I look forward when I watch your videos. The ex tho. . . LOL
I may...or may not be joking :)
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.
Use the rollup function
This isn’t really a project management video. It’s your personal trip database.
Fair point Michael! I tried to use my trip as an example since my work projects might have been too complicated for the average viewer 😅
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?
Hm...not sure what you mean by this 😅
this would be much better if there was a more overall view on tasks completion for projects on level 1
Good point!
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...
No worries, that's what I'm here for and I'm still learning from others as well 😁
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!!
I literally just filter "completed" tasks out
@@JeffSu perf, thank you!
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.
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? 🥲
@@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 RUclips 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.
@@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 😁
Amigo, link seems broken! How can i get this template?
I just checked, it should be working 😁
@@JeffSu thank you my friend, but it say "404
Page not found
Go to the front page →
😭😭😭
@@spherical963 you mean my website? Which browser are you using. Didn’t you click the link in the description
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?
Is that template created within the template feature within a database?
Cool video
Also I check and I’m the first so cool
Congrats 😁
This was too fast. I wish it was from the scratch
The project template looks different when you download it now.
How?
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.
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.... 😅
@@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.
Uuuuuusually, I can hang with your videos and directions, but this is just way to complicated. It might be because I dont use Notion (its all to confusing), but I dont know. What you showed here, I'll get done in Google Drive..
I really really appreciate this candid feedback Kristian! To be honest as I was making the video I thought it might be a bit complicated...but I couldn't find a way to simplify it 🥲. I'll keep this in mind moving forward. I LOVE this type of feedback, please please let me know if something doesn't make sense!!
@@JeffSu Not sure if there is anything you could do to simplify it tho. I think its just a case of how complexed Notion is. If you've used Notion for x amount of time, this should be understandable. But for me, this makes me not want to "dive into" Notion. I get the power of it, but.... so much hassel??..!!
Awesome as always Jeff! 🔥
Thank you (as always) Darshan!! 😁
Travelling to HK is down to 3 days quarantine in hotel now! :)
I know! It's awesome! 😁
Mine is complicated 🥴 need to shorten it
Oh interesting. How does your workflow look like?
Hey Jeff, it's been a while but I've just seen you hit 307k subscribers on RUclips! A remarkable achievement so far. It's been cool watching your channel grow from 1k subscribers to now this!!
Wow Raihan! How have you been my friend?? Thank you so much for sticking around since 1k 😁
@@JeffSu Been good! Your videos continue to be top-notch, keep it up :)
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.
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!
@@JeffSu Thanks for your reply, can't wait to find out how you did it 🙂
😵💫😵💫😵💫 I will just create checklist in my notes app for my trip.
I used to do that for shorter trips! Then I realized I had wayyyy too much to keep track of 😂
@@JeffSu agree. Hey BTW have you thought of creating a course on career/interview success. I know you now focus more on productivity content but I subscribed you watching your resume video so I loved your content.
@@vickygor4406 Not yet, but I might in the future 😁
Haha as I mentioned before, thank you. Minimalist, simple, you rock.
And I will never get tired of hearing it from you Fernando, thank you 😁
@JeffSu thank you for the video. I love this setup. How can I see all my tasks in all projects in the level 1 view?
Create 1 master Task DB and relate that DB to your project databases
@@JeffSu Thanks Jeff! Appreciate the prompt response
@@JeffSu sorry but could you ELI5 for me please?
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?
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
Sounds great, thanks for the tip!
Can you make tutorial of this template from the scratch
Yea I'll probably make a course on this soon!
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 !
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!
how do you link all the tasks together so you can see a summary of all your projects' tasks on level 1
Connect/link 1 Task DB and with different projects
@@JeffSu sorry to be a bother but how would i go about changing the relations and adding/changing self-referential filters to have that overall task view on level 1
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
Love to hear this Marie! Hope your daughter enjoys the content too 😁
I used to use Notion but I left it for Obsidian because it's way too complicated. I spent more time building systems than actually getting work done.
Interesting. Is Obsidian easier to use? A lot of people have mentioned the same thing
@@JeffSu I think some parts are easier and some parts are harder but overall it's more powerful and is structured better.
Check out this video comparing Notion and Obsidian: ruclips.net/video/AhhFLXfldJQ/видео.html
Loving this, thanks for sharing!
You're welcome lovely team at Taskade!
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?
I honestly just delete them haha, or move them to a "keep and delete" folder for later reference
hey! it's that way that you manage your tasks actualy? or you use the areas, projects, resources too?
I just follow Thomas Frank's workflow now
@@JeffSu thank you, friend! i will try to understand how it works! in it meanwhile in using your basic notion explanation!
Thank you for another great productivity video! I am more productive because of you!!!!
Love to see your comments Kathie!! Doesn't it feel great to get things done well AND faster??
Well. It would be better to combine all task databases together ... this way , you can insert all your tasks in one single table and you dont need to go through all your projects ...
This is my recommendation
Thanks for the recommendation Salim! I tried that but I realized I wanted different properties for different projects 😅
@@JeffSu well the most important part in combining all projects and tasks together is to compare and analyze your work over time ... so after a while you can see what you enjoy or love working and whats not , whats your life area you consider as priorities whats not ... and so on
My recommendation, make one huge task with all properties you want and make a formula (done) column... this way you can multiple type of task with one done checkbox ...
What is Notion? Is it an Apple product?
Nope, it's a standalone company! Pretty awesome tool but there's a steep learning curve
Do you think "milestones" is no longer required, as we can now have subtasks? What's your view on this?
It now seems much simpler to just use subtasks, but I'd love to hear what you think.
Agreed, subtasks are more efficient!
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?
What do you mean by "average time on tasks" deborah?
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
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
Literally trying to find one tamales for me and here you are!! Thx!
wait what's tamales? 😂
Lmao I’m sorry I meant template😂 … I do enjoy tamale the Mexican food tho
@@Hitchhiking252 hahahahahaha no worries!
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.
You're very welcome José! I'll try my best to explain better next time!
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
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!
Yup! Just a bit of a learning curve
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
WOW! I LOVE UR VIDEOOSSSSS!!!! I enjoy and practice English.
Your English seems great!!
I love how you were able to take the complicity of project management in Notion and make it simple, practical, and enjoyable. Great lesson!
Thank you so much Mike!
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
Great tip for other viewers!
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.
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 😅
You got a new subscriber today
Wooohooo welcome Mohammed 😁
Great video Jeff, thanks and I'll be inspired by you when I start to use Notion.
Let me know if/when you do! 😁
Not seeing the templates he mentioned?
Linked in the description Carey 😁
The trouble I've run into with using Milestones in a Project and linking tasks to them is that the task is not associated to the project. I'm curious how you or other Notion users manage projects with tasks and milestones.
Interesting. I see what you mean. But why do you need the tasks to be associated with the project? Unless you have a master task list?
@@JeffSu Yes, it's a Master Task Database.
@@iamrobreynolds Ah that makes more sense. I actually ran into that issue so I decided not to have a master task database haha. So I have different database for each project and it works for me
@@JeffSu In a team/company environment, having all tasks in a single database is essential. For personal projects, I could see your setup working just fine. Eihter way, I appreciate the content you create and the thoughtfulness you put into it.
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.
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
What's the difference between the Done formula and the undone rollup, the function is definitely the same isnt it????
Nice video. Not sure I got it all but Tasks and Milestones seem the basics if it Thank you. 👏🏻
Yup you got it!
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.
Ah I see what you mean. Yea hopefully we get that in the future 😁
i really like this setup
Let me know if you end up using it Eric 😁
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.
Yea that's definitely one of the limitations of Notion!
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)
I like the video, thank you!
No problem Jesse! 😁
I love you dude, my client even complimented me!!! 😂😂😂
Nice! What services do you provide?
@@JeffSu video editing!
Does not help too complicated
Thanks for the feedback, you make a fair point. I did realize it's a bit complex after uploading. I'm trying out a new system now that's wayyyy simpler
Hey man, This is what I am looking for!!!! Thanks a lot!!!!!!! You just made my DAY!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
Glad to hear it!!! 😁
Very useful video!!! Thank you very much for sharing this video
Not a problem Louis! Hope you found it helpful 😁
Another Notion Videos! awesome video Jeff!
Thank you!! Let me know if you end up using this 😁
This video made me realize my life is not and should not be so complicated, so… good vid
Agreed my friend 😁
Thanks ! The self calling template was the solution I was looking for !
No problem, anytime 😁
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!
Hahaha thank you Cassio, but I'm sure you will exceed me in all those dimensions 😁
FINALLY GOT IT!!! lol
Nice!!! Sorry I wasn't clear in the video :(