Master Notion's Subtask and Tag Management for Effective Task Organization
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How to Create and Manage Subtasks, Along with Tags, Within Notion
Notion is a powerful tool that organizes tasks, projects, and notes in a visually compelling and highly flexible way. One of Notion’s standout features is its ability to break down larger projects into smaller, manageable subtasks and categorize them using tags. This Functionality lets you work smarter by organizing priorities and streamlining workflows. In this article, we explore updated methods and best practices for creating and managing subtasks and tags within Notion.
Creating Subtasks
Notion now offers multiple methods for managing subtasks. Here are two common approaches:
- Sub-Pages for Detailed Tasks:
- Open Notion and navigate to the page or project where you want to add subtasks.
- Create a new task or select an existing one.
- Hover over the task and click the ••• button that appears.
- From the dropdown menu, choose Sub-page to create a dedicated subtask page.
- Use this sub-page to add detailed notes, attachments, or even additional task lists as needed.
- Inline Checklists for Simplicity:
- For a quick overview, use the Todo block or a simple checklist within your task.
- Type
/todoto insert a checkbox list right in your page. - Add each subtask as a checklist item—ideal for projects that don’t require extensive documentation for each step.
Both methods are effective: opt for sub-pages when tasks require detailed elaboration, and choose inline checklists for simple, actionable items.
Managing Subtasks
Keeping subtasks organized is vital for smooth workflow management. Here are some updated best practices:
- Prioritizing Subtasks:
- Drag and drop subtasks to reorder them. This rearrangement helps signal priority and urgency at a glance.
- Tracking Progress:
- Mark tasks as complete using checkboxes.
- For enhanced tracking, consider setting up a Database. Add a status property (such as “Not Started,” “In Progress,” or “Completed”) to monitor progress. This setup allows you to leverage Notion’s powerful filtering and sorting capabilities.
- Collaborating with Others:
- When working with teams, assign subtasks to different members.
- Click the ••• button next to the subtask and select Assign to choose a team member.
- Use comments or inline discussions on the task to keep everyone updated in real time.
Adding Tags
Tagging tasks and subtasks helps you filter and categorize your work efficiently. Here’s how to add and manage tags in Notion based on current best practices:
- Open Notion and navigate to the task or subtask you want to tag.
- Click on the task to enter edit mode.
- In a database view, add a new tag using a Multi-select property (formerly used as a Tags property) to choose from your pre-defined options or create new ones.
- Simply type the tag name and press Enter. You can assign multiple tags to each task.
Using tags makes it easier to filter and sort tasks by specific criteria, leading to a more organized project management experience.
Filtering and Searching with Tags
Notion’s search and filtering features let you quickly locate tasks based on their tags:
- Click the Filter button at the top right of your task or Database view.
- Set up filter criteria by selecting the Tags or Multi-select property.
- Choose the desired tag to filter your tasks.
You can also use the search bar to type a tag directly. For instance, typing a hashtag (e.g., #priority) will display all tasks and subtasks associated with that tag.
Conclusion
Creating and managing subtasks along with tags in Notion is an excellent strategy to enhance productivity and maintain clarity in your projects. By breaking down larger projects into detailed subtasks and categorizing them with tags, you can easily track progress and collaborate with team members. Whether you prefer detailed sub-pages or simple inline checklists, these updated best practices will help you maximize Notion’s robust feature set and streamline your workflow. Embrace these strategies to stay organized, save time, and achieve your project goals more effectively.