How to Maximize Your Task Management with Notion To-Do List

Notion, a San Francisco-based startup, aims to simplify your life by replacing numerous apps and services. With its impressive features, Notion can replace note-taking apps, project management tools, finance apps, and even task management software. In this article, we will explore how you can leverage Notion’s task management capabilities to streamline your workflow and boost productivity.

Managing Tasks in Notion

There are two ways to manage tasks in Notion. You can either start from scratch or utilize one of the built-in task management templates. Let’s focus on using a template to create a task management system. Here’s how you can do it:

  1. Open Notion and sign in to your account.
  2. Create a new workspace by adding a relevant cover image, emoji, and a descriptive name.
  3. Navigate to the Templates section and search for the Weekly Agenda template under the Personal menu. This template is highly recommended for managing tasks during a busy week.
  4. Once you import the template, you’ll see each weekday and an archive option.

Now that you have the template set up, it’s time to add tasks and explore the various features and functionalities of Notion’s task management system.

Adding Tasks in Notion

In Notion, you can add tasks anywhere within the platform. However, for the purpose of this article, we will focus on adding tasks within the imported template.

Under each weekday, you’ll find a “+” icon. Click on it to see the available options for adding items. Select “To-Do” from the pop-up menu to add tasks for the day. Repeat this process for each task you want to add.

Managing Tasks with Reminders

Notion allows you to set reminders for your tasks, ensuring that you never miss a deadline. Here’s how you can use the reminder function in Notion:

  1. Go to the task that you want to set a reminder for.
  2. Use the “/” command and type “remind”. Notion will display the “Date or reminder” option. Click on it.
  3. Choose either “Today” or “Tomorrow” as the reminder date. You can also customize the due date and time by clicking on the current date option.
  4. To create a more comprehensive task management system, repeat this process for all your tasks.

Task Cards for Enhanced Task Management

Notion’s flexibility allows you to manage your to-do list in a kanban-style using task cards. Simply create a Trello-like board on a Notion page and start creating cards under activities. Task cards offer several advantages over a simple to-do list. You can add additional details such as comments, emails, phone numbers, and notes to each card, making it easier to manage and organize your tasks.

Limitations of Notion Task Management

While Notion offers a robust task management system, it does have some limitations that may affect power users. These limitations include:

  • Inability to create sub-tasks under primary tasks
  • Lack of detailed statistics for completed tasks
  • Absence of auto-suggestions found in rival apps like Todoist and TickTick
  • No option to add recurring tasks
  • Mobile apps that are not as polished as other native solutions
  • Templates that may look basic compared to other task management apps


Notion’s task management capabilities provide a comprehensive solution for organizing and managing your tasks. While it may have some limitations, it can still be a powerful tool for optimizing your workflow. If you can work around its limitations, Notion’s task management system can greatly enhance your productivity and help you stay on top of your tasks. Give it a try and experience the benefits for yourself.

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