How to Effectively Use Notion for Project Management

In today's work-from-home era, project management tools have become essential for companies and startups to stay organized and productive. While there are many options available, Notion stands out as a unique and versatile tool for project management. With Notion, you can not only manage tasks and track habits but also create wikis and assign roles using customizable templates.

Create a Page in Notion

To get started with Notion, the first step is to create a blank page. Simply visit Notion on the web and open your default workspace. In the left sidebar, you'll see all your current pages. Click on “Add a page” at the bottom to create a new blank page on the right side.

Import a Project Management Template

Notion offers a wide range of project management templates that can save you time and effort. From the Notion page, click on “Templates” to access the default template gallery. Find the template that suits your needs, such as the “Roadmap” template under the “Engineering” menu. Select “Use this template” to import it to your Notion page.

Add Project Information to Notion

Once you have imported a template or created a blank page, you can start adding relevant sections and details to your project. Notion provides various functions to customize your project management experience. You can create cards within sections, similar to a kanban board, and add details like name, tags, comments, and more. You can also customize property types like Email, Phone number, Checkbox, URL, Date, and more to tailor the experience to your specific needs.

Share Notion Project

Collaboration is a crucial aspect of project management, and Notion makes it easy to share your projects with team members. After setting up a project, simply click on the Share button at the top and add the email addresses of the users you want to invite. Once they join, you can assign tasks, track progress, and notify them about new tasks. Notion's seamless sharing features work perfectly fine on both desktop and mobile apps.

Notion Limitations as a Project Management Tool

While Notion offers a range of powerful features, it does have some limitations compared to dedicated project management tools. The mobile apps can be clunky and difficult to navigate. Third-party integration options are not as extensive as tools like Trello or Asana. Notion lacks an offline mode and may experience performance issues with large pages. Additionally, the reminder function is currently missing.


Notion offers a free plan for personal use. For team sharing, you can invite up to 5 users for free. Paid plans start at $4 per member per month, offering additional features and benefits.

In conclusion, Notion provides a versatile and customizable platform for project management. Whether you're managing small or mid-level projects, Notion's templates and intuitive interface make it easy to stay organized and collaborate effectively. However, it's important to consider the limitations mentioned above before fully committing to Notion as your primary project management tool.