Summary:
This ultimate guide explores how to fully leverage Notion for task and project management in 2025. From setting up simple to-do lists to building advanced workflows with automation and integrations, this post covers templates, boards, reminders, databases, and best practices for individuals and teams alike.

Why Use Notion for Task and Project Management?

Notion stands out in 2025 as an all-in-one productivity platform combining notes, databases, calendars, and task management. Whether you’re a solo entrepreneur, creative team, or startup, Notion adapts to your workflow — not the other way around.

Table of Contents

1. Getting Started: Setting Up a Task Management System in Notion
2. Using Checkboxes and Reminders to Track Tasks
3. How to Use Kanban Boards for Project Management
4. Best Notion Templates for Project Management in 2025
5. Integrating Notion with Other Tools
6. Advanced Tips: Automation, Filters, and Custom Views
7. Team Collaboration Features

1. Getting Started: Setting Up a Task Management System in Notion

To build your own task management system in Notion, start with a database table that includes:

• Task Name
• Status (To Do, In Progress, Done)
• Due Date
• Priority
• Checkbox for Completion

Add reminders to stay on track and use filters or views to focus on what matters today.
👉 How to Set Up a Task Management System in Notion

2. Using Checkboxes and Reminders to Track Tasks

Checkboxes provide a visual cue of task completion, while reminders help with scheduling and consistency.

Best Practices:

• Add a Checkbox property for each task
• Set a Reminder on the due date for daily/weekly follow-ups
• Use a “Recurring” tag or manual duplication for repeating tasks

👉 Tracking Tasks with Checkboxes and Reminders in Notion

3. How to Use Kanban Boards for Project Management

Kanban boards in Notion are great for visualizing project stages. Each column represents a status like “To Do,” “Doing,” “Done,” and each card is a task.

Tips for Kanban Success:

• Use a Board view of your database
• Color-code tasks by priority or team member
• Add properties like deadlines, tags, or subtasks inside each card

👉 How to Use Kanban Boards for Projects in Notion

4. Best Notion Templates for Project Management in 2025

Templates speed up setup and help maintain consistency. Here are some top options for this year:

Free Templates:

• Notion Project Tracker
• Agency Project Board

Premium Templates:

• Ultimate Project OS by Easlo
• TeamHub Project Manager
• Startup OS by Notion Everything

👉 Best Notion Templates for Project Management in 2025

5. Integrating Notion with Other Tools

You can enhance your workflow by connecting Notion to popular tools using:

• Zapier (for automation)
• Notion API (for custom integrations)
• Slack (for real-time updates)
• Google Calendar (for time-based task planning)

Examples:

• Create a Notion task from a Trello card
• Push Notion due dates to Google Calendar
• Receive Slack alerts for high-priority tasks

👉 Integrating Notion with Other Tools for Better Project Management

6. Advanced Tips: Automation, Filters, and Custom Views

Once the basics are in place, optimize with these advanced techniques:

• Filter views by deadline or assignee
• Create dashboards using linked databases
• Use Notion Automations (or tools like Make/Zapier) to auto-create recurring tasks
• Add progress bars or formulas for visual insights

7. Team Collaboration Features

Notion makes it easy to work with others by:

• Assigning tasks with a Person property
• Mentioning team members using @username
• Using comment threads and version history
• Sharing project dashboards for alignment

Tip: Use database relations and rollups to connect tasks, timelines, and goals across departments.