Is Task Management Really the Best Solution with Notion?
Common Sense is Overturned, and the True Form is Revealed — A Minimalist Perspective
Notion is an all-in-one tool that offers a wide range of functions, including notes, databases, wikis, and kanban, and has gained the support of many users in recent years. Because of its high degree of freedom, it is often seen as a task management tool. However, can we really say that Notion is the “best tool for task management”?
In this article, we will re-examine the “common sense” that many people have about Notion, and reconsider Notion from different perspectives, such as the philosophy of the store, Zen, and modern minimalism. Let's incorporate the thinking methods and lifestyle trends that have been cultivated since ancient times as hints to find the true “optimal solution” in task management.
“Less is more”: Minimalism in task management
In modern society, we are surrounded by a huge amount of information and tasks, and we spend our days being chased by them. As a result, we often fail to focus on what is really important, and instead end up being inefficient. This is where the idea of “minimalism” comes into play.
Minimalism is a way of thinking that aims to lead a more fulfilling life by focusing on only what is truly necessary, based on the idea that “less is more”.
When you apply this idea to task management, the key is to “get rid of unnecessary tasks” and “concentrate on important tasks”. If you adopt this perspective, the number of tasks you have to do may decrease, but the quality of the work you do will improve, so you will be able to achieve productivity and mental calm at the same time.
Learning from Stoic philosophy: calm decision-making and concentration
The ancient Greek and Roman Stoic philosophy offers many suggestions that are also relevant to modern task management. Marcus Aurelius, a philosopher of the Stoic school, said, “If you want tranquillity, reduce what you do. Or, to put it more accurately, do only what is essential.” This is very close to the idea of “minimalism” and is a useful lesson for modern society.
Epictetus also taught that “the important thing is to distinguish between what you can control and what you cannot.”In terms of task management, it is more efficient to identify the tasks you can directly control and focus on those, rather than spending all your time relying on other people and your environment. When using a multi-functional tool, it is also simpler to operate if you first clarify “what you can control and what you cannot control.”
Simple tool selection suggested by Zen teachings
Zen philosophy places importance on the ideas of “non-literal” and “simplicity”.This means that we should not rely too much on verbal or written information, but rather grasp the truth through intuition and experience.
This Zen teaching is also full of suggestions when choosing a task management tool. While it is easy to be attracted by tools with lots of functions or flashy decorations, what is really important is “simplicity that matches your workflow”.In that sense, Notion, which has a high degree of flexibility, may be able to demonstrate its true value if you narrow it down to the minimum necessary usage. On the other hand, you need to be careful that you don't end up making it more complicated than it needs to be by trying to use it too much.
Questioning the “three common misconceptions” about Notion
Because Notion is an all-in-one tool with many functions, it is often thought to be the “optimal solution” for task management. However, this is not always the case. Let's review the following three common misconceptions.
1. Is Notion a versatile tool that is also optimal for task management?
→ Because it is too flexible, the settings and operation can become complicated
Notion's strength is its flexibility, which allows you to manage a wide variety of information in a single place. However, compared to tools that specialize in task management (such as Trello and Asana), it may be more difficult to design and operate. In particular, when introducing it to a team, it is necessary to form a common understanding among members and thoroughly implement operational rules. In addition, in some cases, the management itself becomes difficult as a result of a complex database structure.
2. Notion is highly flexible, so can you customize it to your own preferences?
→ The high degree of customization freedom can actually make the settings more complicated.
While the fact that Notion has a wide range of customization options is a major advantage, it can also be a hurdle for beginners.In some cases, people get so caught up in creating elaborate layouts that they neglect the original purpose of “task management”. Rather than becoming frustrated because you've over-complicated things, it's wiser to start with the minimum settings and expand as necessary.
3. Will task management with Notion improve work efficiency?
→ It can be inefficient depending on how you use the tool.
Notion has a variety of functions that are useful for task management, but if you introduce it without fully learning and testing it, you may find yourself struggling with the operation and it can even lead to inefficiency. It is dangerous to assume that “if you introduce it, you can improve efficiency” before you have mastered the tool. It is essential to define your objectives clearly and go through the process of learning how to use it properly.
Issues with Notion as seen in comparison with major task management tools
When using Notion as a task management tool, let's take a look at the table below to see how it compares with other major task management tools (such as Trello, Asana, and Jira).
Notion's main appeal is its customizability and flexibility, and even the free plan has enough features for personal use. On the other hand, because it requires detailed settings and database design, it may feel more complicated to use than tools that specialize in task management. In addition, there may be cases where certain functions (such as specialized reporting functions or advanced Gantt charts) are lacking, so it is necessary to make choices based on your needs.
Devising ways to make the most of Notion's features: Timeline display and reminders
Timeline view: Visualize task dependencies
Notion's timeline view allows you to visualize your project schedule in a way similar to a Gantt chart, and you can choose which date properties to display even if you have multiple date properties. This is also useful for visualizing task dependencies and identifying bottlenecks early on.
Reminder function: Prevent accidental forgetfulness
By setting task deadlines and using reminders, you can minimize the risk of missing deadlines. Reminders can be set not only for specific dates and times, but also for specific locations, and it is also useful that reminders visually alert you when deadlines are approaching, such as by changing color.
Flexibility leads to complexity: Pitfalls of filter and sort functions
Notion's powerful filter and sort functions allow you to organize your data as you wish, but the more complex the conditions you set, the more likely it is that you will get unexpected results. For example, if you make a mistake in the order in which you combine multiple filters or in the conditions you set, the information you are looking for may not be displayed.
Also, when saving filter and sort settings, it can be complicated to duplicate and manage views. In these respects, too, a “minimalist perspective” that does not make things more complicated than necessary will be useful.
Team Tasks vs. Individual Tasks: Which is better for Notion?
Notion can be used for both team and individual task management. However, given its characteristics, it is said to be better suited to individual task management.
Team task management issues
Communication functions are limited, so you will need to use Slack, Teams, etc. separately
If there are differences in how Notion is used among members, there is a risk that information sharing will be delayed
Access permission settings are complicated, and in some cases this can lead to confusion
Strengths of personal task management
Database function allows central management of tasks and related information
Template function allows efficient workspace construction
Flexible customization to suit individual preferences
Web clipper function allows easy task creation from website information
Visualization of large-scale projects: The possibilities and limitations of Notion
Notion allows you to grasp the progress of large-scale projects and the dependencies between tasks through its timeline and Kanban views. By utilizing the database, you can centrally manage information such as the person in charge, deadlines, and statuses, and quickly obtain the information you need.
On the other hand, there are some areas where it does not compare to specialized project management tools (such as advanced Gantt charts and resource management functions), so depending on the scale and purpose, consider linking Notion with other tools.
Personal daily and weekly task management: Designing a workspace in Notion
Notion is also a great tool for personal daily and weekly task management. Using the database function, you can clearly grasp the priority and progress of tasks, and you can also link it to the calendar view to streamline your schedule management.
Using the template function, anyone can easily create a customizable workspace. For example, using the “Weekly Schedule” template or the “To-Do List” template makes it easier to manage daily tasks and appointments in one place.
Automation, reminders, and notifications: Making Notion even more useful
Automation features
You can automate processes such as changing statuses or assigning people to tasks when certain conditions are met. You can also build more advanced workflows by linking with external services such as Zapier.
Reminder features
You can receive notifications when deadlines are approaching, and you can also specify locations, so you can reduce careless mistakes.
Notification function
You will be notified within Notion if there are any updates or comments on a task. If you link it with Slack or other services, you can receive notifications on other platforms, so you can smoothly share information.
Linking task completion reports to external tools: APIs that expand possibilities
Notion has published its API, and by linking it with other tools such as Jira, you can build a more sophisticated task management flow.
For example, there are various linking patterns, such as managing progress on Notion while sending completion reports to Jira, or aggregating and displaying Jira issue information on Notion.
Expected effects
Streamlining task management
Speeding up information sharing
Automating business processes
Data analysis and report creation: Notion's limitations and collaboration with external tools
Although Notion has basic aggregation functions, you should consider collaborating with external tools if you need advanced analysis or visualization.
Since database information can be exported as CSV, you can import it into BI tools such as Google Data Studio to create advanced analysis and reports.
Summary: Notion is not a “panacea” for task management
Notion is an extremely powerful all-in-one tool that has the potential to be applied to task management. However, as it is not a “panacea”, it is important to understand its characteristics and limitations and use it in the right place at the right time.
For team use: It is essential to clarify operational rules and ensure common understanding among members
For personal use: You can use the database function and templates to create a highly flexible design
As needed: You can supplement any missing parts by considering the integration with other tools and external services
In order to get the most out of Notion, it is essential to use your own ingenuity and make choices based on a “minimalist” approach.
The significance of incorporating a philosophy and minimalist perspective
The philosophy of Stoicism, the ideas of Zen, and modern minimalism all emphasize the importance of “focusing on what is truly necessary and cutting away what is unnecessary”. In this age of information overload, this perspective can be surprisingly useful when it comes to mastering multifunctional tools like Notion.
Stoic philosophy: Focus on what you can control
Zen: Pursuit of simplicity, elimination of excessive decoration
Minimalism: Refrain from overloading with functions and return to the essential purpose
If you use Notion while being aware of these teachings and philosophies, you will be able to build your own unique task management style without being overwhelmed by the tool.
By all means, please try to find the best way to use Notion that suits you. By questioning the “common sense” surrounding task management and incorporating the essence of history, philosophy, and minimalism, you should be able to achieve a richer and more efficient work style.
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