The best way to Use Notion for Challenge Administration

The best way to Use Notion for Challenge Administration

The best way to Use Notion for Challenge Administration
Picture: Postmodern Studio/Adobe Inventory

At first blush, Notion would possibly look like nothing greater than a super-charged note-taking app, but it surely’s truly a instrument that can be utilized for undertaking administration, particularly for smaller, less-complex tasks. With only a bit of labor, you possibly can arrange your Notion account such that it might operate that will help you handle these tasks.

SEE: Hiring package: Challenge supervisor (TechRepublic Premium)

How a lot work is concerned to get this service on par with an actual undertaking administration platform? You would possibly by no means have the ability to get Notion to operate like Asana, Trello or Jira. In case you don’t want the entire bells and whistles discovered inside these platforms, Notion is a superb choice.

Suggestions to make use of Notion for undertaking administration

Make the most of blocks

Notion’s main focus is on blocks, which is a group of content material. Each block can simply be become one other type of block or have new blocks added to it.

Once you first begin utilizing Notion, blocks ought to be your key focus. Blocks will be pages, to-do lists, formatting, a picture, a desk, embedded movies, boards, maps… you identify it, and it’s a block in Notion.

With Notion, blocks will be reworked. For instance, you create a notice after which change that to a toggle listing, block equation, 2-column web page, quote or another sort of block. You may even transfer a block right into a beforehand created web page. To take advantage of out of Notion, you have to take advantage of out of blocks.

It’s all concerning the database

Past blocks, one of the vital essential features of Notion is the database. Notion makes use of actual databases to retailer content material, so it does greater than only a spreadsheet or a tag may. There are 5 various kinds of databases you possibly can create with Notion:

  • Lists
  • Galleries
  • Tables
  • Boards
  • Calendars

It’s these 5 forms of databases that may make it easier to significantly with undertaking administration.

Don’t fear although: Notion makes coping with these databases a lot simpler than you would possibly suppose. You’re not going to need to be a DB admin to make use of them. With the power to simply create boards, tables and calendars, you’ll discover Notion is extra able to undertaking administration than you thought. As a result of Notion creates these options as precise databases, the identical knowledge can be utilized for various views.

Make use of the intensive templates

Notion has a fairly intensive assortment of templates, a lot of that are well-suited for undertaking administration. You’ll discover templates for each planning and undertaking administration that may add options like Challenge Trackers, S.M.A.R.T objectives, job managers, shopper duties and communications, enterprise expense trackers, roadmaps, analysis, agile sprints, autopsy conferences, undertaking scope and way more.

Customise your views

One of many handiest features of Notion is that you could choose which view is finest suited on your wants. Due to the way in which Notion handles knowledge, you possibly can simply add new views all of which can work with the identical data. Have already got a Kanban view? Why not add an inventory view? Want a extra structured approach of viewing your knowledge? Add a desk or calendar.

There are six totally different views to select from: Desk, Board, Timeline, Calendar, Record and Gallery. Every view is exclusive and means that you can simply alter properties corresponding to assignee, attachments, date created, due date, precedence, undertaking and standing. Once you create the suitable view on your wants, you can too copy a hyperlink for any view to share along with your teammates.

Handle entry to every part

With almost every part you create on Notion, you possibly can handle entry to it. When you’ve added teammates to your account, nearly each block can embody a Individual property, the place you assign a number of teammates. For some blocks, that property is already built-in, however for others, you first have so as to add the Individual property after which assign a staff member to the block. As a result of you will get very granular with the sharing, you possibly can resolve what staff member has entry to which block.

Use the teamspaces function

With the assistance of the teamspaces function, you possibly can create an area inside a main workspace for every staff. Say, for example, you could have Challenge X to which a number of organizations want partial entry. Below the Challenge X workspace, you possibly can create a teamspace for builders, admins, testers, PR, HR and extra. This can turn out to be more and more essential as your tasks develop in scope and complexity.


In Notion, you possibly can add collaborators to a number of teamspaces and provides them both proprietor or member entry. An proprietor can change the workspace settings and invite new members, whereas a member can not. Each sorts enable for working with content material, and there’s no read-only choice when including members. Due to this, it would be best to be even handed when sharing blocks with collaborators.

When you get the hold of how Notion works, you shouldn’t have any bother utilizing it for undertaking administration. It could take you a bit extra time to get this answer prepared for the duty, however as soon as it’s working correctly, it might serve you properly.

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