Tag Archives: Notion

Coaching

Hack for adding tasks to Notion

If you’re using Notion as a task manager, here’s a quick tip for entering new tasks. First, create views in your task list database that filters for things such as today’s date, tomorrow’s date, and specific categories. Next make sure you apply the relevant filter BEFORE you create the new task. This way, when you add the new task to the list, Notion will automatically apply the filtered properties to the new task.

For example, if I’m adding a task for today, I go to my Today’s Tasks view first. This is filtered for any task that has a due date of today. Now when I click on the new button from this view, any new tasks created will get today’s date assigned to them. I have a similar view for Tomorrow’s Tasks that makes short work of adding new tasks for tomorrow.

The added benefit of handing task creation this way? If I’m adding tasks to tomorrow, I can already see everything that is on my list for tomorrow to know if I’m overwhelming myself with work and should move something to another day.

60 Second Productivity, Todoist, Workflowy

Create a mobile friendly task list in Notion

If you’re managing tasks or checklists in Notion and want a mobile friendly interface I recommend creating a Gallery view for your list. Not only does it work on the desktop as well as on mobile, but it scales to work well in the vertical layout of a phone.

In Notion, go to your listing, select Add a View and choose Gallery. You can then choose what properties are displayed as well as any filters and sorts that need to be applied.

Bonus TIP – On mobile if you press and hold on any of the gallery boxes you can drag them to change their order in the list. I use this frequently when re-prioritizing my work.

Techniques

Creating Progress Bars in Notion

Video

I’ve become a big fan of what Notion has to offer from both a productivity and process tool standpoint. One of the things I wanted to have available were progress bars: graphical indicators of the status of work on the page. After a little tinkering starting with some suggestions I found on Notion VIP, this is what I came up with.

As you can see it’s not exceptionally complex but it’s also not just something you click a box and it happens. Progress bars work best when they’re sharing information that helps you move your work in the right directions. When they’re just status indicators, why visually appealing, they aren’t going to make an impact in the long run.

Coaching

Notion Tip of the Week – Roadmap Template

Notion is known for the number of templates out there not only from Notion but from the Notion user community as well. This week I want to highlight one from Notion called the Roadmap Template.

If you’re familiar with Agile methodologies of software development the Roadmap template is a great way to kick start using Notion for planning and sprint management. Providing cards, epics, sprints, and structures for capturing user stories and requirements you can use it as is or customize it to your heart’s content. Just add a new page, select Templates, and look under Product Management.

If you found this useful and would like more recommendations for Notion Templates, please click the Like button below and we’ll get right on it!

60 Second Productivity

Notion tip of the week – toggle list

Aside

If you are using Notion to create lists of content, toggle lists are a great way to focus on certain areas at a time while also keeping everything at your fingertips. You can either create a toggle list from scratch or convert a list of items into a toggle list. In either case, the toggle arrows make quick work of showing and hiding content on a page.

Sample of a toggle list in Notion
Tools

The biggest knocks on Notion

If you do any research into the tool Notion online you’ll find some common complaints coming from users. These include: slow loading times on mobile, no real offline mode, and no native application for mobile use. Now I’m a fan of the tool, don’t get me wrong. It’s the closest thing to a Swiss army knife I’ve found when it comes to taking notes, organizing data, and handling images all in one place.

This could just be a case of feature frenzy but I think there is something more here. Notion is a small shop of dedicated people, but it is just that, a small shop. Making the changes needed to maintain their momentum in the marketplace is key if they want to continue growing and succeeding. Rumors have it they are working hard on coming updates to address issues such as performance and offline modes. If that’s the case, great. However perhaps dedicating a little more time to the community side of the platform, for example the “Notion Pros” program they had talked about starting, could be the best thing to buy them additional time and good will as they continue their development efforts.

I want to see Notion succeed, really I do. I just hope they remember that this type of tool is as much about the people using it as the features of the tool itself.

Techniques, Tools

Making my task list part of my notes in Notion

I’ve been focused on using Notion for the past couple of weeks and have found a specific feature has crept into my daily workflow without me even thinking about it. This feature has turned what was an organizational challenge into the proverbial “piece of cake.”

Linked Databases

Notion supports the idea of taking a database (or in their case, a list) and linking it (embedding) to another page in Notion. By doing this you can create custom views for each page while maintaining the integrity of the main database.

I’ve put this to use by creating a master task list (something you can find a number of excellent YouTube videos about) and then linking to that list on other related pages with filters that focus on the page topic. For example, I’m planning a trip in a couple of weeks and have added a tag to my Master Task list for the trip. As I think of things I need to do for the trip I add them to the task list, but at the same time I can add things that aren’t related to the trip such as household chores.

Everything on one page

Where the power comes in is on the page I created for the trip that includes destination maps, travel itinerary, and general notes for traveling. On that page I link to the Master Task database and then create a view that filters to only those tasks tagged with the travel tag. Now when I’m focused on my travel planning I know everything I need is in one place and I don’t have to do double work to keep lists up to date.

One of many features

This is just one of many, many features on this platform and combined with the smooth user experience and multiplatform support I’d have to say it’s something that will be part of my productivity arsenal for a long time coming.

Tools

Free Notion for students and educators

One of my new favorite tools, Notion, has made it a point to help both students and educators put their crazy powerful platform to use in the classroom.

In an email from Ben Lang at Notion:

As of right now, Notion’s Personal Plan is officially free for students and educators – all they have to do is sign up with their school email and the premium features will be there waiting for them. We also added a bunch of new templates designed just for them to our Template Gallery – class notes, course syllabi, even a homepage for roommates!

To make it as easy as possible, I’ve included a few resources: You can find more information at notion.so/students and notion.so/educators

There’s no question in my mind that Notion could be a powerful addition in any classroom, whether it’s for organization, reference, planning, or other things at this price it’s absolutely worth a look.