Here Are the Five Task Database Views to Maximize Focus
Databases can be daunting. Don't overthink it.
Hello, fellow productivity people!
Databases play a crucial part of any high-performance Notion workspace, but they come with big caveats.
First off, you need to decide what metadata (properties in Notion-speak) is going to managed. For teams, this could become a bigger (and more time-intensive) conversation, as there’s likely to be disagreement on what to track.
The one place that’s been the most challenging? The Tasks Database.
To Notion’s credit, there focus on releasing well thought-through templates, with pre-packaged relations and formulas (See What is Notion Projects?), teams still want to customize what and how they’re tracking data.
The goal with any productivity tool, is to minimize ‘work about work.’
Task management in Notion can be as simple or as complex as you want it to be. But let's face it, we often fall into the rabbit hole of tweaking every minute detail. So, how do we focus on actually doing the work, rather than doing 'work about work'? Let's dive in.
Unsure how to create database views in Notion?
Creating a database view in Notion is a straightforward process. Here's a simple step-by-step guide:
Create a database: you can customize the default view to be either a table, list, board, timeline, gallery, or calendar. You can always change this later.
Adding a view: this will create a new view of the database, so you’re looking at the same data in a different way.
Customize your view: Once you've chosen your view type, it's time to make it work for you. Use filters to narrow down the data, sorting to organize it, and properties to decide what information is displayed.
Creating a linked view: You can either copy a view link (right click on the view name) or click in the Share button to grab the page link. Pasting it elsewhere in the workspace will create a view. Adjusting this view won’t affect the original database
The Five Most Effective Task Database Views to Maximize Productivity
Having built and launched over 30 Notion workspaces, I’ve gone through a lot of trial and error when it comes to databases, moreso with task management than any other area. I’ve found these are the five critical views for tasks; each plays a specific role in team workflows.
Inbox
This should be the first point of contact for teams and tasks. Don't worry about assigning them to the right project or adding due dates just yet. But do make a habit of reviewing this page at least weekly to keep it from getting unruly.
By Project
This is where the magic of relational databases comes into play. Set up a simple table view of tasks, grouped by project. This way, you can quickly expand a project to see the next actions.
Nested Tasks
Notion's sub-items feature is a game-changer. It allows you to break big tasks into smaller, more manageable pieces. Combine this with the 'By Project' view and you're in for a treat!
This Week
While the calendar view is cool, a board view grouped by date and filtered to the current week is even better. It makes it easy to see tasks for the current week, and you can hide days as you progress through the week.
Overdue
We all have tasks that slip past their due dates. An 'Overdue' view allows you to quickly reschedule tasks. If tasks are done or no longer needed, mark them as done or archive them.
The Key to Success with Databases? Intentionality.
Remember, the beauty of Notion lies in its flexibility. Don't be afraid to experiment with different views and configurations until you find what works best for you and your team.
In this process, always focus on the work that matters most. It can be tempting to spend hours customizing your workspace, but remember that the goal is to get things done. These views are meant to be a starting point, but adapt them as you go to fit your unique workflow.
With these simple database views, you can transform your Notion workspace into a powerful task management tool. Excited for you to give it a try; and let me know if you’ve got ideas on other views or changes to these!
Want to unlock the full potential of Notion for your team? If you're struggling with managing tasks, setting up databases, or getting your team onboarded, I'm here to help 🙂 As a Certified Notion Consultant, I've helped over 30 teams streamline their workflows and reach peak performance. Let's chat about how I can help your team get the most out of Notion.