TL;DR One of the most common challenges when setting up a Notion workspace is distinguishing between tasks and projects. The two terms may sound similar, but in productivity systems—especially in Notion—they play very different roles. Understanding how tasks and projects interact will help you design a clear and efficient workflow that keeps your goals organized and achievable. In this guide, we’ll explain the difference between tasks and projects in Notion, how to connect them effectively, and how the All-in-One Life Planner Template from Plan My Personal Brand helps you manage both seamlessly.
Key Takeaways:
- Tasks are individual actionable steps
- Projects are collections of related tasks with an outcome or goal
- Linking tasks to projects improves clarity and accountability
- Projects help you plan big-picture goals while tasks drive daily progress
- The All-in-One Life Planner Template integrates both for maximum efficiency
Step 1: Understanding Notion Tasks
Tasks are specific, actionable items you need to complete—usually small and manageable in scope. In Notion, a task might look like:
- Write blog post draft
- Email client about proposal
- Review analytics report
- Schedule a team meeting
Each task typically includes properties such as:
- Status: To track progress (To Do, In Progress, Completed)
- Due Date: To plan deadlines
- Priority: To manage focus
- Tags: To categorize by context or department
In short, tasks are what you do day to day.
Step 2: Understanding Notion Projects
Projects, on the other hand, are broader outcomes made up of multiple related tasks. Examples include:
- Launch new website
- Plan Q1 marketing campaign
- Create a YouTube series
- Organize personal life dashboard
Each project represents a goal that requires several smaller actions (tasks) to complete. Typical project properties in Notion include:
- Deadline or Milestone Date
- Owner or Team Member
- Related Tasks (linked via relation)
- Progress Tracker (using rollups or formulas)
Projects represent why you’re doing the work.
Step 3: Connecting Tasks and Projects in Notion
One of Notion’s biggest strengths is the ability to link databases. To connect tasks and projects:
- Create two databases — one for Tasks, one for Projects
- Add a Relation Property in the Tasks database linking to Projects
- In Projects, add a Rollup property to show related tasks and completion progress
This structure allows you to see:
- Which tasks belong to each project
- The completion percentage for ongoing projects
- The daily actions required to move a project forward
With this setup, your task list becomes dynamically connected to your larger goals.
Step 4: Organizing Views for Clarity
To stay productive, organize your databases using views:
- Tasks Database Views:
- “Today’s Tasks” (filtered by due date = today)
- “High Priority Tasks” (filtered by priority = high)
- Projects Database Views:
- “Active Projects” (filtered by status = In Progress)
- “Completed Projects” (filtered by completion = 100%)
This dual setup ensures that you always know what needs attention today while staying aligned with long-term objectives.
Step 5: Use Templates to Streamline Setup
Manually building databases can take time, but Notion templates simplify everything. The All-in-One Life Planner Template from Plan My Personal Brand already includes:
- Linked Task and Project databases
- Pre-built dashboards for work and personal life
- Automatic progress tracking
- Priority, tag, and status filters
Using this system, you can instantly start managing your projects and daily tasks without setup hassle.
Step 6: Managing Projects and Tasks Together for Productivity
Once linked, your Notion workflow should follow this logic:
- Create a Project (e.g., “Launch Blog”)
- Add Tasks linked to that project (e.g., “Design homepage,” “Write first post,” “Set up analytics”)
- Assign Deadlines and Priorities to each task
- Review Daily Tasks from the “Today” view
- Track Project Progress using Rollups or completion percentages
This connection keeps everything streamlined and ensures your daily actions directly contribute to your long-term results.
FAQ
What’s the main difference between a task and a project in Notion?
A task is a single actionable item, while a project is a collection of related tasks aimed at achieving a larger outcome.
Can a task exist without a project in Notion?
Yes. Some tasks, like personal errands or small actions, might not belong to a project and can exist independently.
How do I link a task to a project?
Add a Relation Property in your Tasks database that connects to your Projects database.
Can I track project progress automatically?
Yes. Use a Rollup property to calculate the percentage of completed tasks within each project.
Is there a template that connects tasks and projects automatically?
Yes, the All-in-One Life Planner Template from Plan My Personal Brand includes pre-linked databases for tasks, projects, and goals—saving setup time and keeping your workflow efficient.
Conclusion
Understanding the difference between tasks and projects in Notion is key to mastering productivity. Tasks represent individual actions, while projects capture the bigger goals driving those actions. When connected correctly, Notion becomes a powerful system for managing both the details and the big picture. To save setup time and get a fully functional workspace instantly, the All-in-One Life Planner Template from Plan My Personal Brand provides everything you need to organize your tasks, projects, and daily plans for ultimate clarity and productivity.