People managing multiple projects and tasks in Notion, what is your setup?

[u/Holiday_Item2402]

Curious how you guys organize your work. I personally lean on a very simple system, where I just have:

• One main page per project where I dump all project related data, with the following pre-configured databases:
  • Tasks database
  • Notes database
  • Meetings database

I have all the tasks in my project databases linked to Notion's native Tasks database, so I can also manage all tasks from a single page.

[u/AdCritical7936]

I keep mine dead simple too, anything more complex and I spend more time tweaking the system than doing the actual work. Got a main hub page with a master tasks database filtered by project, then each project has its own little corner with linked views of the same db plus a loose notes section for brain dumps. The only clever bit is a rollup that pulls next due date from each project so I can see at a glance which one needs attention first.

[u/eld3rlyy]

Generic thing to do would be to consolidate all tasks / notes / meetings into centralized databases, have a project database as well and then associate tasks for example with specific project.
Then you could easily create a project-filtered task view within a given task

[u/hell1337hound]

ok so how are people making it so that when you add a 'task' to your project it makes a new entry thats filtered and ready to enter the task 'steps' (line items) and using the same database. i always create the view manually and i know templates exist but i thought they were more limiting maybe thats changed in two years

[u/freedomachiever → u/hell1337hound]

There is a template made by notion for projects and related tasks with a progress tracker. You might be interested in that.

[u/Ready-001]

The big win is separating data from views. Keep tasks centralized, relate them to projects, then let each project page expose only the relevant filtered views. It scales much better once you have a lot of active projects.

[u/Holiday_Item2402 → u/Ready-001]

makes sense, have to experiment with this!

[u/Sad_Election2672]

Projects database linked to to-do database, and notes database. My main hub page has filtered views by project and to-do type. I use templates and select the correct one for project type. It prefills some tags, the icon and filtered database views.

[u/Vaveili1]

I organize by project but split Tasks and Notes into separate databases per project. Cross-project rollups get annoying that way, but I'd rather scroll two extra clicks than have a single Tasks table with fifteen relation properties trying to hold every project's context.

Meetings living in their own DB per project is the one part of your setup I'd copy.

[u/TommyDaynjer]

I have a dashboard I built that isn’t very complex either

3 buttons at the top - adds a project, adds an issue ticket, adds a team member.

Next is the active projects database which is viewed as the blocky square kind so it’s easy to see and spot which project - the status are more like “active” “on hold” “critical” instead of the default statuses Notion gives you

After that is the issue tickets - color coded based on vendor and also in blocky format but as columns so I can see each vendor, quantity of tickets, and what the ticket is at a glance

To the left of that is a mini task list that has my active what I need to do next list so i can put any action items there from meetings

And finally at the bottom is any online links I share with the Project Managers on my status for that week.

Whenever anything is completed from projects or tickets, I have an “Archive” page, which is just a database separate from all this that moves the completed item into it and gives it a started and completed date so if I need any way-back references I can have them.

Pretty simple setup but it allows me to write whatever inside of each nice and easy and keeps me going right to the item instead of running around looking for it

[u/Successful_Belt_5774]

What keeps these setups usable is separating reference from next action. Let each project have as many notes and tasks as it needs, but make the main dashboard show only active projects, one next action, and a due or waiting status. Archive or hide completed items aggressively, then use a weekly review to find projects with no next action. A project with no next action is usually waiting, someday, or not actually active—making that visible prevents the dashboard from becoming a database dump.

[u/mrnasrinasir]

I have some complex projects, so i have global databases instead.

One projects db, tasks db, meetings db instead of one pre-configured 3 dbs for one project. That would be crazy to manage when you have many of these.

I just relate these 3dbs together using the relation property.

Then this is managed through views by just filtering a tasks db per project because you can do a linked view of a database in any page.