Is Notion good for project management? Can you use Notion to manage projects for teams?
These are frequently asked questions by project managers who are exploring the limits of the up-and-coming app.
The answer to both questions is yes - if you want it to be.
As a free-form tool, Notion can be configured into a project management (PM) one, there’s no doubt about that.
However, there is a gap between using Notion for project management and making the most out of Notion as a PM tool.
Notion for project management: Main challenges and limitations
While Notion does provide interesting features to manage projects, relying solely on it will lead to a number of bottlenecks.
Examples of this include:
- Syncing Notion with Google Calendar
- Connecting Notion with relevant PM tools for which there are no native integrations available (like Jira or GitHub)
- Tracking employee hours through popular time-tracking apps (like Harvest or Toggl)
Now, it’s worth noting that there are solutions to these problems.
For example, a handful of time-tracking tools actually provide their own integrations to extend Notion’s capabilities in this regard. In a similar manner, it doesn’t take a lot of research to find options to connect Google Calendar and Notion.
Even so, this presents project managers with two extra issues. On one side, the lack of a unified standard to transform Notion into a full-fledged project management tool. On the other hand, setting up multiple different solutions is time-consuming.
In other words, relying on separate solutions will demand you to embark on different methods. This might prove impractical down the road.
Integromat solves all of these problems at once by expanding Notion’s project management capabilities while keeping every add-on under the same functional standard.
Moreover, we are here to prove it.
In this article, you will find six Integromat templates that boost Notion as a project management tool.
Let’s take a look at them.
Turning Notion into a full-fledged project management tool with Integromat
The release of the Notion API in early 2021 opened up new opportunities to further customize the app. And there’s no better way to harness the power of the API than using Integromat. You don't need to get your hands dirty with code, or waste time on less powerful options.
With this in mind, we created six Integromat templates to improve several project management areas, including:
- Task management
- Task tracking
- Time tracking
- Content management
- Calendar synchronization
The templates can be deployed in just a few minutes after you sign up to Integromat.
In addition, they stand as great examples of what you can create with Integromat, since we are just scratching the surface of what’s possible here.
Now, let’s get into the action and see how you can transform Notion into a seriously good project management tool in minutes with the following Integromat templates.
1. Creating roadmaps with Notion: Automatically share resources with stakeholders
Roadmapping is the bread and butter of project management. It helps determine the needs, actions, and resources to transform a project into reality within a clear time frame.
It’s an exciting process, but also quite demanding on other people’s time as well.
Notion already provides key features to create roadmaps, such as Kanban boards and toggle blocks. However, this is the easy part.
The hard part is to get everyone on the same page at the right time.
Since the roadmapping process nurtures from the inputs of several people, it’s key to get all the relevant stakeholders involved in clearly defined fashion. Here exactly is where time is inextricably lost in a snowball of emails, phone calls, and meetings.
To solve this problem, we created a template that takes care of the task assignment and communication aspects that effective roadmapping demands.
The template operates on a simple principle:
- You list all the roadmapping items that require input from a stakeholder on a database (think, for example, design ideas for which you need the opinion of a UX expert)
- Then, you specify the name of the stakeholder needed for each item/task, and click a checkbox property on the database
- After you do that, Integromat will send a Slack message to the stakeholder with the input request and other details
This will allow you to automate and speed up the nurturing aspects of the roadmapping process.
2. Task management: Two-way sync between Monday and Notion
Syncing Notion with other project management tools makes things easier in a number of circumstances.
First of all, not everyone in a team may use Notion. Secondly, even those who use Notion might also use another tool on the side.
For example, if you are employed by an organization that uses a project management tool like Monday.com but you wish to manage tasks from Notion, the following templates will be of your interest.
These provide you with two-way synchronization between Monday and Notion.
Thus, each time an item is created on Monday, the same item will be replicated in Notion.
The second template works the other way around. Each time an item is added to a Notion database, that same item gets added to a Monday board.
The templates feature Monday because it’s a popular project management tool at the organizational level, but you can replace it with other tools, including ClickUp, Asana, Trello, and Basecamp, among others.
3. Agile development: Following up on Jira issues from Notion
Any software development project will produce a series of issues, errors, and bugs. These are somewhat expected, but that doesn’t mean they should become unmanageable.
To make sure that projects remain agile, we created two useful templates for teams relying on Jira for issue tracking.
The first one does a very simple thing. It monitors Jira for issues, and whenever an issue is created, it adds it to a Notion database. It’s useful for project managers that want to get a bird’s-eye view of issues without leaving Notion.
The second template takes things a little bit further.
It watches the same Notion database where Jira issues get listed (from the previous template), and produces a weekly report with the status of each issue (“to do”, “in progress”, or “done”).
Spending too much time on tickets? This is a chance to get it back and still produce timely reports to move projects forward.
4. Time tracking: Get Toggl reports directly on Notion
Project managers need to stay on top of things, and this includes knowing what team members are doing with their time.
Is it pretty? Not always, but somebody’s gotta do it.
The following template will automatically add Toggl reports to Notion databases, effectively providing you with the necessary information to analyze employee output in a user-friendly way.
The template is scheduled to run every day at 6 AM. This way, you can see what everyone did the day before while you enjoy your morning brew.
5. Content management: Record and store all your posts on Notion
Companies today produce tons of content. That’s bliss for content creators, but a nightmare for project managers that need to review, correct, and analyze dozens of posts on a weekly basis.
With this in mind, we released a series of templates that organize all your posts in Notion databases automatically.
So, instead of scrolling down a Facebook Page feed or battling through Tweetdeck, you can now open a page on your Notion space, and get all the information you need in the blink of an eye.
This will allow you to get insights and turn your social media publishing projects into data-driven ones.
6. Scheduling: Create Google Calendar events from Notion
Calendars and project managers are destined to work together, although the relationship isn’t always rosy.
In addition, we are fully aware of the existence of other solutions to connect Google Calendar and Notion. However, this is where the benefits of standardization come into play.
The templates below will allow you to automatically create, update, and delete Google Calendar events from a Notion database.
As you can see, there’s no need to hunt for multiple solutions. Integromat takes care of everything for you.
Final thoughts: Project management, automation, and Notion
In a sense, Integromat and Notion are very much alike. In both cases you:
- Get a flexible platform to boost your work in countless positive ways
- Can deploy solutions from templates, or create your own out of the blue
- Can use them for free
These traits also make the tools hard to pin down - they are just as good for managing projects as they are for running social media, creating reports, and whatnot. Moreover, they are insanely powerful and affordable.
We are confident that pairing Integromat with Notion will help you manage more, and manage better.
This article is just a sample of how you can improve project areas like planning, execution, documentation, and reporting.
The key, as with everything, is getting comfortable around the platform, and exploring the possibilities it provides.
If you are a Notion user, you know what that can be like. But most importantly, you know what kind of results to expect in return.