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

Notion is a powerful tool that allows you to create and manage tasks, projects, and notes in an intuitive and organized way. One of Notion’s key features is its ability to create subtasks and assign tags to them. This Functionality enables you to break down larger projects into smaller, more manageable steps while categorizing them using tags for enhanced organization and filtering. In this article, we’ll explore updated methods and best practices for creating and effectively managing subtasks and tags within Notion.

Creating Subtasks

Notion has evolved to support multiple ways of managing subtasks. 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 your cursor over the task and click the ••• button that appears to the right.
• From the dropdown menu, select Sub-page to create a new subtask.
• Use the sub-page to include detailed notes, attachments, or additional sub-lists if needed.

1. Inline Checklists for Simplicity:

• For a quick overview, consider using the Todo block or a checklist within your task.
• Simply type /todo to insert a checkbox list.
• Add each subtask as an item in the checklist; this method works well for simpler projects where detailed notes are not required.

Both approaches are valid. Use sub-pages when you need to expand on a task, and checklists when you’re keeping track of quick action items.

Managing Subtasks

Effectively organizing subtasks is essential for seamless project management. Here are some updated best practices:

1. Prioritizing Subtasks:
   Drag and drop your subtasks within the list to change their order. Adjusting the order helps indicate the priority on tasks at a glance.

2. Tracking Progress:

• Mark subtasks as complete using checkboxes. This helps you visually track progress as you work through your list.
• For a more advanced overview, consider setting up a Database with a status property (e.g., “Not Started,” “In Progress,” “Completed”). This approach is useful for projects that require multiple layers of tracking and offers powerful filtering and sorting capabilities.

1. Collaborating with Others:

• When working in teams, assign subtasks to different members directly within Notion.
• Click on the ••• button next to the subtask and select Assign to choose a team member.
• You can also use comments or inline discussions to keep everyone updated on the task’s status.

Adding Tags

Tagging your tasks and subtasks lets you categorize and filter your work efficiently. Updated to align with current Notion practices, here’s how to add tags:

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, you can add or create a new tag in the Tags property field. In a non-database page, you might use inline mentions or custom properties that mimic tags.
4. Type the tag name you want to assign and press Enter. You can add multiple tags to each task.

With tags in place, you can easily filter and sort tasks by specific criteria, making your project management more targeted and streamlined.

Filtering and Searching with Tags

Notion’s filtering and search features allow you to quickly locate tasks based on tags:

1. Click the Filter button at the top right of your task or Database view.
2. In the filter panel, set up the filter criteria by selecting the Tags property.
3. Choose the desired tag to filter your tasks accordingly.

Additionally, you can search for tagged tasks using the search bar at the top of the page. Simply type the tag name prefixed with a hashtag (for example, #priority) to see all related tasks and subtasks.

Conclusion

Creating and managing subtasks, along with tags in Notion, is an excellent way to organize your work and enhance productivity. By breaking down larger projects into detailed subtasks and using tags for categorization, you gain a clear overview of your progress and can easily collaborate with team members. Whether you opt for detailed sub-pages or simple inline checklists, incorporating these strategies will help you maximize Notion’s powerful capabilities. Embrace these updated best practices to streamline your workflow and manage your projects more effectively.