How to Create and Manage Subtasks, Along with Tags, Within Notion

​

Notion is a powerful tool for organizing 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 while categorizing 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 with improved flexibility and collaboration features. Here are two common approaches:

​

1. 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. You can also link related pages or databases for a richer overview.

​

1. Inline Checklists for Simplicity:

• For a quick overview, use the Todo block or a simple checklist within your task.
• Type /todo to insert a checkbox list right on your page.
• Add each subtask as a checklist item—ideal for projects that don’t require extensive documentation for each step.
• You can now also embed simple inline databases or toggle lists to further customize your checklist view.

​

Both methods are effective: opt for sub-pages when tasks require detailed elaboration, and choose inline checklists for quick, actionable items.

​

Managing Subtasks

​

Keeping subtasks organized is vital for smooth workflow management. Here are some updated best practices:

​

1. Prioritizing Subtasks:

• Drag and drop subtasks to reorder them. This rearrangement helps signal priority and urgency at a glance.
• Use headers, dividers, or color-coded tags (via database properties) to visually separate high-priority tasks from others.

​

1. Tracking Progress:

• Mark tasks as complete using checkboxes.
• For enhanced tracking, consider setting up a Database view. Add a status property (such as “Not Started,” “In Progress,” or “Completed”) to monitor progress.
• Leverage Notion’s powerful filtering and sorting capabilities in databases to view tasks by deadline, priority, or assigned team members.

​

1. 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.
• New collaborative features, such as synced blocks and real-time editing improvements, can further help streamline team communication.

​

Adding Tags

​

Tagging tasks and subtasks helps filter and categorize your work efficiently. Here’s how to add and manage tags in Notion based on current best practices:

​

1. Open Notion and navigate to the task or subtask you want to tag.
2. Click on the task to enter edit mode.
3. In a database view, add a new tag using a Multi-select property (previously known as a Tags property). You can choose from your pre-defined options or create new ones on the fly.
4. Simply type the tag name and press Enter. You can assign multiple tags to each task.
5. Consider integrating tags with other properties such as priority or project phase to further enhance filtering.

​

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. Follow these steps to get the most out of tagging:

​

1. Click the Filter button at the top right of your task or Database view.
2. Set up filter criteria by selecting the Tags or Multi-select property.
3. Choose the desired tag to filter your tasks.
4. 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.

​

This streamlined filtering system allows you to quickly zero in on high-priority tasks or specific project components based on tag criteria.

​

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 features and streamline your workflow. Embrace these strategies to stay organized, save time, and achieve your project goals more effectively.