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How To Use The Notion Task Manager Template
The Notion Task Manager Template is designed to help you manage tasks efficiently by organizing them based on priority, progress, and deadlines. With built-in tools like task scoring, time tracking, and the Eisenhower Matrix, this template simplifies planning and execution.
This guide provides a full walkthrough of the template, covering everything from creating new tasks to tracking progress. Follow the steps below to set up and use the system effectively.
For a detailed visual guide, watch the video below. It walks you through the Task Manager Template, showing how to navigate the dashboard, use key features, and optimize your task management process.
Follow these steps to learn how to navigate the Task Manager Template, create new tasks, and manage your workflow efficiently.
1. Notion Task Manager Template
The Task Manager Template includes a dashboard, task calendar, time tracking, and various organizational tools to help streamline productivity.
2. Overview Of The Dashboard
The dashboard provides a high-level overview of your tasks, including:
Quick Actions – A button for creating new tasks.
Navigation – Quick access to the most commonly used features.
Resources – Links to the Task Manager Tutorial and other resources.
Task Overview – Displays the total number of tasks by status.
High-Priority Tasks – Highlights tasks that need immediate attention.
Upcoming Tasks – Includes tasks due today and this week.
Task Schedule – Displays tasks by due date for the entire month.
3. The Task Calendar
The Task Calendar allows you to view all tasks by due date. You can navigate between months and add new tasks directly within the calendar view.
Tasks are sorted by due date and then by the task score. The properties for the task shown are the task name, task score, status, area, type, and a notes section.
4. Task Progress
The Task Progress section uses a Kanban-style board to display tasks based on status:
To-Do – Tasks that haven’t started.
In Progress – Tasks currently being worked on.
Completed – Finished tasks.
Tasks can be dragged between columns to update their status.
Sorting is based on task score, prioritizing high-impact tasks first.
5. Time Tracking
The Time Tracking section helps analyze time spent on tasks by comparing:
Time Estimate – Expected duration.
Time Spent – Actual time logged.
Time Accuracy – Determines whether the task took longer than expected, was on target, or finished faster than expected.
Tasks are grouped by the time accuracy property so that you can quickly recognize which tasks are on target and which tasks are taking longer than expected.
This feature is useful for improving time management and identifying tasks that consistently take longer than planned.
6. Task Categories
Tasks are organized into different views:
All Tasks – Displays every task in the system.
To-Do, In Progress, and Completed – Filtered by status.
By Type – Categorizes tasks as one-time, recurring, or deadline-based.
One Time Tasks, Recurring Tasks, and Deadline Tasks – Filtered by type.
By Area – Groups tasks under work, personal, family, business, or other.
By Tags – Groups by custom tags like travel, projects, finances, etc.
Eisenhower Matrix – Groups tasks based on the Eisenhower Matrix.
All views are sorted by the due date first and then by the task score.
7. Eisenhower Matrix
The Eisenhower Matrix prioritizes tasks based on urgency and importance:
Do First – Urgent & Important tasks that require immediate action.
Schedule – Important but not urgent tasks that should be planned ahead.
Delegate – Urgent but not important tasks that can be assigned to someone else.
Delete – Tasks that are neither urgent nor important and can be removed.
Tasks automatically fall into the correct category based on their Priority and Importance settings. They are then sorted by the task score.
8. Task Manager Database
The Task Manager Database is the core system where all task details are stored. This section includes:
Score – A calculated value based on priority, urgency, effort, and energy required.
Task Name – The title of the task being tracked.
Status – Indicates the current progress of the task.
Due Date – The deadline assigned to the task.
Due Status – A text-based indicator of when the task is due or if it's overdue.
Days Left – The number of days remaining until the due date.
Priority – Determines how urgent the task is.
Importance – Identifies how critical the task is to overall goals.
Eisenhower Matrix – Categorizes tasks based on urgency and importance.
Effort Level – Represents how difficult or time-consuming the task is.
Energy Required – Estimates how much focus or effort the task will take.
Task Type – Defines whether the task is one-time, recurring, or deadline-based.
Area – Specifies the category or context the task belongs to.
Tags – Labels that help group and organize tasks.
Time Estimate (hrs) – The expected amount of time needed to complete the task.
Time Spent (hrs) – The actual recorded time spent on the task.
Time Accuracy – Compares estimated time versus actual time spent.
Completed Date – The date when the task was marked as completed.
Task Owner – The person responsible for completing the task.
Parent Task – The larger task or project this task is part of.
Subtasks – Smaller tasks that are part of the main task.
Notes – Additional information or details related to the task.
Tasks can be created and managed from this centralized database, but modifying certain formulas may affect template functionality. These tasks are only being sorted by the task name.
9. How To Create A New Task
To add a new task, click "Create New Task" in the dashboard.
Enter a task name and fill in relevant details.
Set status, priority, and importance (this determines the Eisenhower Matrix category).
Define effort level, energy required, and task type.
Add a due date and estimated time duration.
If necessary, assign a task owner and tags for easy organization.
Click Close, and the task will be added to the system.
10. How To Create Projects And Subtasks
For tasks that require multiple steps:
Create a new task as the main project.
Click the dropdown toggle next to the task name.
Select "New Sub-Item" and enter subtasks.
Using subtasks helps break down complex tasks and ensures everything stays on track.
Conclusion
The Notion Task Manager Template is a powerful system for organizing and prioritizing tasks. By leveraging features like task scoring, time tracking, the Eisenhower Matrix, and project organization, you can stay productive and manage tasks more effectively.
Take time to explore each section, experiment with customization, and make the template work for your unique workflow. Once you’re comfortable using it, you’ll have a fully optimized task management system at your fingertips.
