Transcripts
1. Introduction: Welcome to this class on project and task management. A system that will help you to increase your levels of productivity and organization. You will learn how to manage successfully your projects and how to accomplish the tasks that will turn those projects into a reality. But first, Hi, I'm really pick an, I'm helping over 30000 students online by creating content on productivity, high-performance, and skill acquisition, I'm completely obsessed with finding new ways to produce better work in less time. This class goes exactly on to that purpose. And even though I'm completely obsessed with productivity, I still know many people who struggle every day to manage their projects, accomplish their tasks, and reach their goals. And to be honest, I've been one of those people for a very long time, having so many dreams, ambitions, and commitments, I would often find myself in that place where you don't actually accomplish nothing meaningful. Because when you have too many things on your plate, it's very easy to neglect the most important items. However, I don't believe that this harsh reality has to be the reality for me in for you. And that's why I committed to the process of learning how to manage my projects and my tasks. And I found myself having success just because I was better managing the things I had to do. During the following videos, you will learn how project and task management will be the thing you need to make progress on the projects you want to accomplish. During the next videos, you will learn what project and task management really are and how they can help you accomplish both your personal and professional goals. So you will learn the main principles of project and task management. You will learn how to apply them into your life and what they can actually do for you. And because some of you asked, I decided to integrate onto this class a step-by-step process on how I've built my own project and task management inside Notion. And you will be able to replicate the same structure I follow to manage my projects and tasks. Nonetheless, even if you don't use Notion to manage your life, you will still take a lot of insights from that video because you will see exactly my thought process constructing a project and task management system. I don't mean to sound pretentious, but when I started implementing this system, I saw visible results in the first week of putting this into practice. The projects that I had for a long time finally started advancing. I managed to get all the tasks I've planed for the week done and see visible progress in some of the things that I really wanted to complete in that week, I also embarked on new ambitious projects because I was more motivated than ever. And habits like meditating or going to the gym also started to be reinforced because I created a structure that helped me to deal with those. And so if you're looking for increasing your levels of productivity, organization, and time management, I definitely recommend you to watch this class and take it into your own life. I don't like to make promises, but you can expect great results on the projects you're currently working on after implementing this system. And I'm really, really excited to go on this journey with you. If this is something you're looking for, I see you inside the class. Thank you.
2. Why you need the Systems: I'm thrilled to have the opportunity to share this valuable information with you because I truly believe this can revolutionize the way you are managing your tasks, your priorities, your projects, and your time. This first video will be all about the reasons why you should incorporate this system into your life before teaching you how to implement it, I think it's crucial for you to understand what it can actually do for your wife. And I'm pretty sure you will leave this video more motivated to put this system into practice and to learn more about it. Still, even though this system is accessible to everyone, I still know people who struggled daily with their task, with their projects, with the way to manage their time, they go through the day with unclear intentions. And so the end the day without making real progress on the projects they want to develop and don't get me wrong. I was in the same place, which so many projects and ambitions, I would often end up nowhere. A massive pile of tasks that I did not know to which project they belonged. A long list of goals and ambitions that I didn't even know if I wanted to reach them. And of course, the feeling that the 24 hours I got in the day were not enough for the things I had to manage. I was able to persist in find a solution for this problem. My days don't get stopped by a lack of clarity, even if some tasks are mundane or boring, I know exactly where they belonged in the global scheme of each projects. And so because of it, the projects I commit myself to get done faster and faster because I know exactly how each task contributes to the overall results. And so I'm here to teach you exactly how to achieve the same results in your life. But first, I want to give you a hint on how project and task management will help you in three domains of your life, in your personal life, your professional life, and in the goals you set for yourself. On a personal level, when you decide to take charge of your projects and the tasks that will take you there. Your levels of motivation and discipline will increase just because your brain knows you are doing the right thing. When you decide that you want light tasks, overwhelming, the whole system becomes worth it immediately because this system promotes immediate action and will help you to become the best version of yourself. Besides, since I started implementing the system that I no longer need, waste valuable time and space on my mind to decide what I will do next. So every morning I just needed to sit down, open up my computer and see what tasks each project requires of me. And based on it, I can immediately start work and I don't need to waste time thinking of what should I be doing or what do I need to do in a couple of hours? Moving on to the professional domain, you have probably seen people that have the same history, the same goals, the same commitments, the same similar path, still a couple of years forward. Some of those people are ahead in the game, while others are still in the same place than when they started. Contrast is evident in most of the times. What really separates these two groups is not skill, is not passion, and it is not intelligence. What's really makes the difference is the daily actions that each of these groups perform. And these actions compounded will produce very different results for both of them. The first group prefers to read on the same treadmill every day expecting to reach the beach. And the second group, they take more risks, try things every day. They refined their strategies. They go out there and they will finally reach the beach. Now please tell me which group you prefer to belong to. Is it the ones who run on a treadmill expecting to reach something or the ones who actually go out there and do their own thing to reach their desires in ambitious. And I can probably tell you you will belong to the second group. Why? Because you are watching this class right now and that already shows you're a high levels of commitment and discipline to do something for your future still. And of course, you really need to put this system into practice. Otherwise, it's just watching and reading and not actually implementing what you learn. Because most of the times what really separates the groups is not actually they're less number of hours worked. It's more about what they do in those same hours. And that's why project and task management will help you in that sense. Because the system will help you to define your priorities and understand exactly which actions will take you where you want to go. And of course, it's not just the system that will change your entire life, but the system is the fuel that will ignite your fire as long as you do the work. Sooner you put the system into practice, the sooner you will see results from a professional standpoint, you can create a project for each of your professional goals in professional jobs. So rather than struggling to make sense of dozens of clients, reports, meetings, or calls, you will have a project and then you will have splitted tasks with a deadline that will make those projects a reality. Now the less domain in which you can leverage your progress with task and project management is in the accomplishment of your goals. If there is one thing that I've learned and observed multiple times, how the quality of my current systems define my future success. What I mean by this is I might have a lot of ambitions and dreams for the future. But if my current systems, that is my daily activities don't match that path, I can expect everything, but probably those results will never come because there's this gap of what I want to achieve and my current system or my current weight of managing my days. Suppose your goal is to reach a certain fitness school. But if your meal planning and your workout routine does not foster the accomplishment of that goal. It's not really realistic to expect that goal will turn into reality. But for those who make the effort of matching their current systems with their future goals, they can be sure they will achieve their results sooner or later. It is a matter of discipline, and I can tell you that project and task management will help you to accomplish your goals in will be that discipline perhaps that you need to make your goals a reality. So here's a more concrete example. Let's say you are studying in uni and you are now in the second year of your business degree. And one of your goals is to reach the final the final year with a GPA of 3.8 because that will grant scholarship that you will use to pursue a master's degree. So that's basically your goal to achieve a GPA of 3.8. So what can you do today to make sure your system will support your future goals? First, to manage your projects. You can create a project for each of your subjects. And this makes sense because each of your subject will give a certain percentage to the overall grade. So you can think of each subject as a different project. Then inside each project or inside each subject, you have a set of different tasks that you must complete. And ideally dose tasks will be the things that will make you have high grades in each of those subjects. So some of these tasks could be taking notes, doing ten past, previous exams go into class. And so what matters is creating a set of different tasks that in the end will help you to achieve your end result. In this approach can be applied to any goal you have related with your personal life, your finances, your career, your fitness levels, you name it. What is critical here is matching your current systems. The goal you want to accomplish in the future. And these were the three main reasons why project and task management will help you in your life from a personal perspective, it will help you to increase your levels of motivation and discipline. From a professional perspective, it will help you advance your career. And finally, it will help you achieve your goals with the following videos, I'm going to cover each of these two in detail. First, project management and then task management. And of course, you will learn in the final video how I actually implemented the systems into Notion. See you in the next video.
3. PM — Framework & Rules: Welcome to this video on project management. And I truly believe that this video alone can revolutionize the way you're currently managing or projects, and it will revolutionize your levels of productivity to today's video, you will learn exactly what projects management really is in the four main rules of project management and how they will help you accomplish what you want to accomplish. And before teaching you exactly how to do it, I think it is crucial to first define what project management really is and then teach you the rules of making it to Work. Project and task management is much more than just having software that will do the things for you. This is actually a framework, and this framework is what will help you to manage your productivity in the future. So if you're just learned how to set up this into your digital system, you would never understand the fundamentals. And basically that's what matters the most. So when you move directly to the system before thinking and understanding how that system fits your life. You can basically end up with a system that does not compliment your life and will actually be another thing for you to manage and waste the time on. And that happened to me because I wanted to have a super fancy digital software to manage projects and tasks. And what was supposed to simplify my life was actually becoming another item on my to-do list. And this happened because I did not take the time to study and understand how project management really works and how it fits my life. So I actually had a system that looked productive on the outside, but it was not helping me on the inside. So it doesn't make sense to have the perfect system that looks really organized, really beautiful. If it is not helping you to accomplish your goals, it is not helping you to manage your personal and professional life seriously, most people just create a bunch of categories and then they tried to fit their lives into those same categories. And that's not the way it should work. First, you should decide what things your life requires a view, and only then do you move on to the software to try to make the software help your real life. Because I used to have all types of tasks and projects that were grouped into different categories that I thought were helping me manage my life. But in the end what I had was a folder inside another folder in with like a task list with some random notes. Like the system did not fit my life. And this is where learning deeply project management really helped me to make progress on the projects I'm currently managing. This was because instead of creating different folders and trying to fit my life into those folders. I simply organize my life now based on projects. And now each project has a certain, a certain required tasks that fitted into it. And there's also other information that feed it the projects. So I'm not trying to feed categories, random categories. I'm just trying to feed the project. That is, I'm trying to help myself just to give you an example. This current class you are watching right now is the project inside my system. And this project has a set of tasks, has a set of notes. It also had the script in the curriculum. It has everything there. And so rather than creating a main category that says courses, I have a specific project for this specific class. So that's why I truly believe it is crucial to understand the rules of project management. So you will not fall into the trap I was in, which is to create a system that does not fit your life because you didn't even think of how it could help you. So I really hope that these four rules help you manage your life. But before teaching you the rules, it is super crucial to define exactly what a project to really is. A project is anything with a concrete objective that lasts for a certain period of time and requires a set of different tasks to be accomplished. So let's explore these three characteristics in detail. First, you must have a concrete objective each time you set up a project, a few examples are creating a specific blog post, delivering report on the wide topic to the next client or losing five kilos. And each of these projects go into different areas of your life. But as you can see, the R concrete in terms of the end goal. Now the second characteristics of a project is the time limit. That is, how much time does that project last? Four. So basically you need to define when the project should be completed. And that's basically setting up a deadline rather than engaging in wishful thinking. And finally, projects are made up of different tasks. And to be considered a project, your project needs to require more than one task. Because if it only requires one task, then it's not a project, it's simply a task. So let's say the project of creating a block, it requires setting up a domain. It requires finding hosting for the website. It requires you to write blog posts if that's included in setup, the design, and so on. And these are the three main characteristics of a project. It concrete objective, a timeline, and a set of tasks. And these three components are exactly why you need a system to manage all of this. Because maybe you can use a Google doc spreadsheet, but think about it when you have a project that lasts for two years and you have hundreds of tasks that must be completed. When you have a simple worksheet, it's very difficult to manage all of it at all times. And what first was easy to manage soon becomes a burden and another thing for you to waste time on. So the key is developing a robust system that can handle any project that you want. It does not matter if it lasts for one week or five years. Now, having understood what a project really is, Let's move on finally, to the four rules of project management. The first rule is make your projects smart. So what do I mean by smart? Smart stands for specific, measurable, attainable, realistic, and time-bound. So if you follow these, you will have a well set project. Now, let's start in terms of the S Specific. You must, you must make your project concrete in terms of what you wish the final result to look like. And this can either be a finished book or a three-page essay. The key is to manage your project specifically for you and those with whom you share the project. Next to the letter M stands for measurable. How are you going to measure your results in daily progress? Is it by the number of words written per day, the number of prospects contacted, the number of hours worked, the number of times you went to the gym, or the weight you lifted there. It is crucial to establish metrics that help you measure if the result was reached and if not, why the third letter in the acronym smart is attainable. Is the project who have set attainable by any means, or is it dependent on variables, you cannot control it. Let me give you an example. Let's say you are a YouTuber and you want to reach a certain number of subscribers by the end of the month. Even though your intentions are great, your project is not entirely dependent on yourself. You might be doing everything you can do to reach the goal in steel fail. So for sure, I would prefer a project related with consistency, like publishing two YouTube videos per week and engaging with the audience. So the key insights are to establish attainable projects. That is, results you can control. The fourth is realistic. I love ambitious and dreamy goals, but if the projects I set are not, by no means realistic, I'm setting myself up for failure. The key is to balance both ambition with the daily challenges of reality. I've seen far too many people believe in their invincibility and does the established goals that go beyond your current capabilities, which mostly leaves them feeling frustrated and in doubted their work ethic. And so to avoid this common mistake of scheduling too many projects for the near future, I ask myself this question multiple times. Is this realistic? If the answer is a clear no, giving the workload I'm managing, I just don't put that unnecessary pressure upon myself. And finally, the fifth letter in the acronym smart is time bound. There is a saying that goes something like this. If it's not on your calendar, it's unlikely it will get done. So what makes you think you will get something done when you have not scheduled it in this can be applied for both projects and tasks. Hint to that dinner you are supposed to have with your colleagues for a year now. So the lesson is always to have a due date for each of your projects. You can schedule a year from now, but you must give it a precise due date. Otherwise it is not a project, but just wishful thinking. And these were the instructions for creating smart projects. Specific, measurable, attainable, realistic, and time-bound. Now the second rule for project management is having a timeline. This timeline just basically illustrates exactly all the projects you're managing and their due dates. So you can just look like a year from now in C, exactly the project that you're managing. In which periods of your life are more craved with those projects in which those periods are free. Basically having your projects laid out in this timeline just helps you to have a more clear and objective vision of how your future life will look like can also help you decide if you should take on a new project or if you definitely cannot make it. It is a great way to step out of the daily grind bubble and see things on a bigger picture, which will help you to define better your priorities. Now the third rule of having your project management, having a way to have other people to your system. This basically allows for collaboration and delegation. This is crucial if the projects you're managing required the inputs or outputs of other people, because otherwise your system will not reflect the whole progression of a project. It will only reflect the things you are working on, which is of course not a realistic picture of what you're doing. The challenge here is having the people you are collaborating with or delegating to using this same system. Because if one uses one and the other another, it gets more complicated to manage everything. But still the feature of adding other people to your system into basically assign them to different tasks is a crucial feature that your software should have. So I highly recommend you that even if you don't use Notion which is the one I use to find one that allows for these feature because it is very helpful and beneficial. The fourth rule of project management will be the one that will help you consolidate everything and every progress you've been making throughout the week, throughout the month, or throughout the year. It is all about reviewing the system, seeing which tasks you have done, and most importantly, the way to adapt your system to your current circumstances. Remember, your system is your tool and you should be the one managing it and not the opposite. So if something changes, you should adapt your system to fit those changes. So you should never feel bad for rearranging projects, rearranging that lines, or completely eliminating something. So I usually review my system very quickly, twice per day, usually writing the morning when I start working. And then in the end of the day to see what I need to do for the next day. But this usually takes me two to five minutes. It's just a way for me to see more or less what tasks I need to do today to move the projects forward. However, what you can do on a weekly basis, use review the system more in depth and see how the projects are actually advancing. So this process of reviewing your projects will help you in three different ways. First, you find exactly which things you need to get done on a daily basis that will help you move the project forward. So basically this serve as the Daily Planet. Second, you have the opportunity to adapt and change your plans according to new information into your current circumstances. So you always have your system fit it, fitting into your life. And finally, by reviewing your system, often you see the progress you've been making. And this gives you more motivation and will to continue working on your projects. In with this four main rules in mind, I truly believe that you want now ready to put project management into application without doing all of those mistakes that I did. So take your time to observe these lessons into understand the rules because worn important as having the perfect software and perfect system is actually understanding what is behind that system. And the whole reason to using project and task management is to having a system for the rest of your life. So the initial focus should be much more on the fundamentals rather than the tools. So I hope you have learned a lot during this video and I'm really excited to continue on this journey. See you in the next one.
4. PM — Common Mistakes: There are two common mistakes that people make when doing their project management. And they really want to cover them here very quickly. The first mistake is having a too broad of a project. And to help you understand this mistake, I'm going to give you an example. So let's say you work for a consultancy business and one of your main tasks is to deliver reports to clients. A project that is too broad is one that is called the liver project to clients. So this is not specific. It basically says nothing about what you must deliver and to whom you must deliver. So in this sense, a well-done project that is not too broad or too narrow would be deliver a report to client X on the US gas production? I don't know. But as you can see, it has the clear outcome that is the type of report you're producing and about what and to who you are delivering it. On the other spectrum, your project should also not to be too narrow. Taking this same example, a project that would be too narrow would be, for example, research companies that work on the US gas production. So this is too narrow because this is not a project, this is a task and the main project is that report you must produce on that topic. And one of the tasks of the project would be to research those companies that work in that field. So that's a too narrow of a project that in a sense, it's a task that always remember that a project requires a set of tasks that must be completed. In this case, that would just be a single task. So it's not a project having this common mistakes in mind in the four rules that we talked previously, I think you want in a perfect position to create an amazing project management system. Thank you very much.
5. Task Management — Accomplish your Projects: In this video, we will continue with the system, this time moving to task management. And those are the tasks that will help your projects move forward. I'll do I use to-do lists. Often, the system you are going to learn has nothing to do with a to-do list. It has nothing to do with the 10 random item to-do list with stuff from watering your plants to writing a chapter of a book or two, taking your kid to school. Instead, all of your tasks will be organized in, allocated to a specific project. And this will refine the system so much more than anything I've tried before. But before teaching you the rules of task management, I decided to share with you why I decided to incorporate task management into this system. When I start looking for project management, I saw it in books, courses, articles, and so on. So it was surely a thing. However, after experimenting and dedicating some time to the system, to the project management system, I found a massive gap. And that gap was in the fact that when you have a project management system, you have a way to manage your projects. But you have no way of seeing that the projects are moving forward or they are not. C, project management is a crucial aspect of anyone's life, especially if you work for a company or if you have your own business. But if you don't combine project management with task management, you are creating a system that does not support the main reason for setting up that system, which is reaching your goals, reaching higher levels of productivity and honestly making daily progress does when I first experimented with project management, I knew something was missing. The progress was missing. And that's why I decided to create a complimentary system, that is task management. So if you really want your project to be completed, you must work on task management. To, when this in mind, we can move on to the five principles of task management that will help you to create, maintain, and succeed within overall system. These principles are simple and intuitive, but in my experience, they can make or break the overall system if you don't pay attention to them and follow them. The first principle is, tasks should always belong to a certain project. As I previously said, each project should have more than one task to be considered a project. On that same sense, a task must always belonged to a project. So it can either be a business report, a business meeting, or your own side hustle. The key is always matching the task with a project. And when you don't follow this rule, you will have two systems that do not complement each other. And you also risk having a simple to-do list rather than having a system. The second principle of task management is tasks must be specific. Every time you create a task, you must ask yourself this question. Is this clear and is this measurable? The answer to both questions is yes, you probably doing it right? So let's say you are responsible for contacting some companies to which your company has some connections with. And one of the tasks you create is sand demons. So the first question is, is this specific? And the answer is, maybe it is specially fits you who's going to send the email. So if you see that, you immediately know what type of emails you must send. The second question is, is this measurable? And the answer is no, because how many emails should you sent? Is it 10? Is it 50s at 500? So there's no way of measuring your progress. So this task should be defined as sand 15 emails. And of course you could specify the task even more like saying send emails to accompanies XYZ, blah, blah, blah. But if it's like you who's going to complete the task and you know, you can do it in 30 minutes perhaps you don't need to be so specific after all because There's a trade-off between being too specific and wasting time detailing the task and just, you know, getting it done. So you basically always must have the balance between these two, these two components. The third principle is tasks must have a deadline. The same applies to project management, but this time, giving deadlines to tasks is even more important because Usually tasks are more related with the short-term. That is, what you're going to do today, tomorrow, or the next week. So when you have deadlines, you really make sure you're making progress honors on a current basis and that your projects are being taken care of. The fourth principle is tasks must be a priority. During this class, I've expressed my concern with random to-do lists because when we create a to-do list, we're basically setting up a list of random things. And we call it a day when we managed to accomplish most of them. But in my perspective, a to-do list has two main flaws. The first is that it is disorganized by nature. And the second one is that each task looks like it has the same priority. For this reason, one of the most important principles for task management is making sure you know exactly which tasks are a priority and don't get me wrong. I still use to-do lists to buy things on the supermarket or to remember items that I must take on a trip. But I don't rely on to-do lists to manage the content I must create for my courses or blog posts. And I surely don't use to-do lists to manage my business. And this happens because I know exactly which things are my priority. So I don't mess up with tasks versus priorities because they are different. It's not the same thing to water your plants into write a blog post or to call a client. So it's very crucial that you defined early on which are your priorities. Now the fifth principle is tasks must be accomplished. Some people are perfect planners. They have dozens of agendas. They use the latest productivity apps. And they are always up-to-date on the latest innovation and there is nothing wrong with that approach. The problem arises when those people who are perfect planners managed to get pretty much nothing done at all. You can have the best system invented. But if you don't put in the work and you don't complete the tasks you have set up to do, then the whole system is set up to failure. So if you have the tendency to always try to find out the latest tool, first, ask yourself, are my current tasks being accomplished? If the answer is yes, then perhaps you can go and try to find another system. But if the answer is no, please try to refine first your discipline and a ways you are getting the things you should be getting done. And these were the five principles of task management. First, tasks should always be a part of an ongoing project. Second, tasks must be specific. Third, tasks must have a deadline. 4th, tasks must be a priority. And finally, fifth, tasks must be accomplished. It no, you don't need to memorize all these five principles and recite to him on a daily basis, but simply reflect on the impact that the system could have on your life, especially when you take the principles into account. Having a well-managed system can literally be the difference between accomplishing the project and never finishing it. It can be the difference between being promoted or not even trying. And it can be the difference between a prosperous life and a not very successful one. Now, I really hope you are excited both of these systems into practice and start reaping the benefits, both in terms of your productivity and motivation. In don't forget that the combination of the systems is what really enhances the gains in terms of your productivity. In the following video, I will show you how I created both systems inside Notion and how they are connected. If you don't use Notion, it will still be an inspiration for you independently of the software that you use, because you will see my pot pattern when creating the system and you can always replicated more or less with a different software. Thank you very much for watching NICU in the next video.
6. Notion Tutorial — Project & Task Management: Hi and welcome to my screen. As I said previously, I'm going to show you step-by-step how to create a project and task management system inside Notion and how I've joined them together. And if you're curious about Notion and you never heard of it, I highly recommend you to check this tool because it's free. It has extensive functionalities in, has become, in the past year, the only app I use to manage my projects, my tasks, the notes, I take, the habits, I want to keep track of the goals I have much more so notion as just this powerful tool. Okay, so let's begin. During this video, I'm going to show you how to create this page, which is the page called areas and you will see how is it useful then how to create the project page. And I'm going to share to show you how you can do this in how to use it, and then how to manage your tasks with this database and how it can be used to. Okay, so let's begin and you can start by adding a new page here. And we're going to call it areas. And basically the reason why we are creating a page called areas is to differentiate projects that fit inside my personal life. So that would be the personal area, my business, my professional life, my master thesis. Basically, this helps me to differentiate different areas of my life into basically sort projects through areas which can become very useful, especially if you manage a lot of projects. Okay, so the first thing is after naming the page areas, you go to this button over here and you're going to add a database here. And this one which is called, sorry, we can add a list or a table. So it's kinda like the way you like the most, but I prefer to work with tables. So now you can name it again like areas of my life or whatever you want to call it. And then here, the name, you will name the areas of your life. So let's say personal, let's say professional, and let's say business. Okay? Now, here you're going to add two more additional properties, but only after adding the projects and tasks. So let's already move on to the next one, and then I will come back and see how you can relate this database called areas with the database called projects in with a database called tasks. But I'll show you afterwards, kids. So let's go to Edit page and will lead me to projects. And we'll do the exact same thing. We'll go over to the database and we'll add a table. So let's call it again Projects. And here we're going to have project name. So I'm ready to create a project here. So you can see like good example already. So let's say in my personal life, I want to, let me think, create the habit of going to the gym three x three times per week. This would be, so this is pretty important. Now we could have other properties here on this table that can be very, very useful. So let's think when, when critical, think we talked one critical thing. We talked about projects, a necessity to have a deadline. So we're going here in, we're going to select property type in Finder one called the date, sorry, date. And we're going to call it that line. So let's say I want to form this habit until July 2021. It is. Then let's think again. What would be useful to have in a project? What I can think about is basically a property that tells me for the project is completed, the project is on, is progressing or if it has not yet started. So let's go over here and select this property. That is the multi-select. And we're going to name it as state. Now here, you must create an option, and we are going to create three options. The first is not started, so that would be a projects that have not been initiated yet. Then we're going to create another one that would be called in progress and another called done. I would actually change the colors of this to kinda match our own color codes, right? Because when it's green, it's done yellow in progress and red not started. So this would be the three properties. But once you have created them, you can simply delete them. Inlet only the one that fits this specific project here. So in this case it would be in progress. Now, another property of projects that is very useful is to share the project with another person. And so what I would do is create a column that is called as, as this property called person, which means that you can basically mentioned people that you are working with. And so they know that they are the responsible ones for the project. So you could create a person and then you would put here responsible. So in this case, I would be the one so I could select myself here, but that's kinda useless to be honest. Now, we're going to create two additional columns here, and I'll tell you to watch in a second. But we're now going to move on to the tasks and I'll then show you how we're going to integrate all the three databases. So let's create another page called tasks. And again, we're doing the same thing. Let's create a database table in line. Again, tasks. Here we can put task name and we're going to do the same thing. So deadline. And now the property as a date. And then we can also add the state, which would be a multi-select and let's say done in progress and not started. And I would actually give, oops, what happened with that one? Not started. And I would give them the same colors as we did before. So in progress. In here, it would be read. Again. Let's put another column about the person who is responsible for this. And you could tag, tag different people responsible for a specific task. And again, let's create two additional columns. Now, let's think about the project that I selected as going to the gym three times per week. Let's think of a task that could, that could be a part of that project. From what I'm thinking about, it could be signing up to the gym. So signing up to the gym and this would be like specific gene that you have near your house. And this will be a task. Now let's select the deadline. I want to sign up to the gym and till the end of this week. Okay. And then of course I would be the responsible one, but I'm not actually going to put it in here even though I could, but it's kinda useless to be honest. Okay, so as you remember, we created two additional columns here. We actually have three, so let me just delete this one. We created two additional columns on each of the pages that we didn't we did not yet filled. So let's let's think about it. So we have a page called areas. And inside each of the areas we will have different projects, right? So what we want is to relate this column here with the projects we have here in relate this column here with the tasks. So what we're going to do is go over to property type. And let's create one that says relation here. And this equally as it says, it allow pages in this database to reference pages in another, and this is exactly what we want. Then we need to select a database. So let's call it. How did we call it? It was called projects. So this would be the one and we create a relation and we name it projects. Now, as you can see, we can already see the project we created before. And let's add it here. So inside personal, I currently have this project of going to the gym three times per week. And now if I go over to projects, you can see there's already something here. And this is because notion kinda relates one way the other. So when I actually create two columns, I didn't need to because It's basically smart and in-gallery does this for me because I created a relationship here in areas. So it automatically connects it in the project pitch. So we're just going to change the name to areas because the area is personal. And again here, think about it. We have this project here in what we want is to relate the personal, the personnel area with tasks that also are part of the personal area. So let's do the same thing, go over to Relation. But this time we're going to select Tasks. And let's name it tasks. Now because this is, we already know what task is going to show up, right? Signing up to the XX, Jim. And we're going to select it. So as you can see, we already have the connections here. Now, if we go over to projects, we have areas, but we still need to add tasks here. So we're going to do the same thing. So we already have it connected to areas now we need tasks. So let's go to property type relation. Now we are adding tasks. And we can delete this column and name this one tasks. Now, if you remember, what was the task associated with this project is it was signing up to the gym. So it's already connected here. Now the only thing that is left are the tasks. But because we already connected the tasks both to the areas into the project, the columns are already showing up here so we can actually delete these two. I kind of forgot that this already does this automatically, but that's okay. So now let's go. Let's change the name here to just areas. As already connects to the personal area. And now projects, because it's already connects to the project. So let's just say this, this has not been started yet because I have not yet contacted the gym. And now I can see already all the connections between the areas, the projects, and the tasks. Now I'm going to create another project and show you how this would be done. So this time I'm going to create a professional project. So let's say I'm going to get a new job. So this would be the project get a new job. This could be more specific like job in a specific company with a specific a specific department. But let's just keep this simple for the example. And I want to get a new job until the end of June. And this would be in progress to, um, the one responsible with it before it here, we could also add it. As I said, it's useless. So now let's go over to tasks. Sorry, I forgot to show you that here you can already have access to the areas. So here you can already select professional in the areas. And if I go to the areas, it already has the project of getting a new job. So this connects everything very fast in automatically. Now the next thing is creating a task in the first test that we're going to relate with getting a new job will be contact or send CV for five companies. And let's do this until Sunday. Okay? Let's say not started. And here we just need to connect it with areas, as we said, it's professional and then we need to connect it with a project, which is to get a new job. Now, if I go again to projects, I will see that this is already connected with the task. So I could add like 20 different tasks for the same project. The project of getting a new job. And all the 20 tasks would show here. So this makes the automatic connection. That's why this system is so powerful because you only need to add things in basically one or two places in. It already connects everything and makes your work easier. So again, here in areas it is already connected for the task, in for the project. So that's basically it, like my system is exactly this. The difference is I've already have like dozens and dozens of projects and hundreds of tasks, but this is exactly how you start. I will just make this a little bit prettier because I just think it looks better. If we could have like this organization like I had before. So projects. And then maybe tasks like this. And this would be like your way of organizing your project tasks. And of course by area inside notion. Like I said, notion is just as powerful tool that you can use in share with other people. So here, using the property of who is the responsible for what you could actually like, give people or many people very different tasks and have it all organized in one place. So I highly recommend you use Notion. And I, hopefully, I've showed you step-by-step how you can build the exact same thing within your Notion account. Thank you very much.
7. Conclusion: Thank you very much for watching this class until the end. I hope you are excited to bring both the project management and task management systems into your life. During this class, you'll learn exactly what project and task management really are. You learned how to implement them into your life, their main principles. And you also saw me creating my own system inside Notion. And I don't know about you, but every time I think about the increase in productivity that I can have, just by using this system, I already feel more motivated to continue working towards my personal and professional goals. And because of it, the project for this class is for you to implement this system in your life, in share your results in the discussion, I would love to see your system and how you chose to organize it. And most importantly, I would love to see the results you've been having with it. And this is it. I'm delighted I got the opportunity to share this information with you because I know it can change the way you manage your time, the way you manage your tasks, and the way you manage your projects. If you're interested in my content, you can go to my blog and sign up for a free productivity class that will help you to triple your levels of productivity. Again, thank you very much for watching this class NICU, we know their classes.
Filipa Canelas, Content Strategist & Content Creator
