How to Outline a Workflow in Notion

Whether or not it’s artistic, building, administration, or one thing else, you’ll typically end up with repetitive duties in any work surroundings. Creating a longtime workflow will show you how to and your coworkers get right into a rhythm, particularly when onboarding somebody new.

On this article, we’ll stroll you thru outlining a workflow in Notion so that you just and your workforce know the standing and steps of every activity you’re engaged on.

The Advantages of Outlining a Workflow in Notion

Laying out your workflow in Notion will assist your workforce visualize and keep in mind the steps they should take when beginning or finishing a activity. It would additionally assist everybody know what stage a selected task is at.

For instance, if writing weblog posts is a recurring activity, you’ll be able to break the artistic course of into 4 steps: drafting, modifying, photographs, and importing. When writers in your workforce end a draft, they’ll mark their a part of the duty full on the board and set the individual in command of modifying because the assignee.

Screenshot of a table layout in project management software with statuses

Even for those who’re working alone, this is a wonderful strategy to observe your progress since you’ll have a extra detailed overview of your workload. It additionally helps break a bulkier to-do into smaller motion objects, which may also help stop overwhelm.

Outlining a Workflow in Notion With Statuses

Utilizing a easy desk database in Notion provides you with a condensed overview of your workflow. You’ll be able to shortly see which step every activity is on, evaluate it to the due date, and examine who’s engaged on it with out having to do a lot scrolling.


On this instance, every column represents a step within the writing course of. To get began, resolve which steps you wish to break your recurring duties into and create a brand new web page by choosing the choice within the bottom-left nook of Notion. When you’re in your new web page, as a substitute of choosing a template, carry up the instructions utilizing the forward-slash and choose Desk database – Inline.

Screenshot of a commands menu in project management software

The title column will likely be the place you place your activity title, and the extra column that seems you’ll be able to delete. Subsequent, add a brand new column by choosing the add image within the prime proper nook of the desk, and within the property kind menu, select choose.

Screenshot of a fly menu with different column types in project management software

Click on into the cell beneath and kind a standing you’d like to make use of, and Notion provides you with a immediate to show it into an choice. From there, you’ll be able to change the colour utilizing the three dots beside it.

Screenshot of creating options to go in a column in project management software

Create all of the statuses you’d like to make use of following the identical directions and click on the column title to carry up the menu and duplicate it till you’ve gotten one column for every step. Identify them accordingly.

screenshot of a table with statuses in project management software

Now, as you and your coworkers go, you should utilize statuses to speak which step you’re on and the way it’s going. So, as a substitute of merely marking the duty performed, you’ll be able to present your workforce you’re engaged on an merchandise with out truly saying so.

Screenshot of a table layout in project management software with statuses

The instance makes use of to-do to indicate nobody is engaged on it but, in progress to say it’s underway, full to indicate it’s performed, on maintain to let others realize it’s paused, and caught to point the assignee wants assist.

Associated: Notion Keyboard Shortcuts for Home windows and Mac

In case your workforce wants to speak specifics, they’ll touch upon the duty web page by clicking its title and opening it up. The empty subject beneath is the best place for preliminary particulars. The feedback subject is perfect for asking questions, speaking that you just’re handing off the mission, or making ideas.

Screenshot of a task card in project management software with comments

Having these conversations in Notion will even give everybody entry to the data, as a substitute of limiting entry in a direct message or getting misplaced in a gaggle chat.

Even for those who’re working alone, utilizing statuses and leaving your self feedback are useful whenever you’re choosing a activity again up.

Outlining a Workflow in Notion With Checklists

In the event you’re a fan of retaining it easy and like simply letting others know a activity is full, you’ll be able to define your workflow utilizing guidelines columns. Doing so can be a wonderful strategy to save house if you could embrace lots of columns in your workflow. Nevertheless, it’s greatest to maintain them to a minimal for those who can.

Screenshot of a table full of checklist columns

You add guidelines columns the identical method you’ll a choose column by clicking the add button within the top-left nook of your desk, and all you could do is title them.

Utilizing these, you’ll nonetheless get a fast overview of the place you and your workforce are with duties, with a barely much less cluttered look of textual content within the statuses. It’s particularly nice for groups who might want the precedence degree to face out over all the pieces else.

Associated: ClickUp vs. Notion: Which Is Higher for Venture Collaboration

Additionally, you’ll be able to nonetheless talk inside the feedback, after all, however the standing of every step just isn’t the main target—simply whether or not it’s full or not.

Different Gadgets You Could Need to Embody in Your Notion Workflow

Another columns chances are you’ll wish to embrace in your Notion workflow are a hyperlink column in case your initiatives are in a drive or on-line software program or a information and media column for those who’re handing paperwork forwards and backwards.

In the event you discover you don’t desire a explicit property to indicate up as a column in your database, take into accout you’ll be able to disguise it out of your desk, however it is going to nonetheless present up within the properties listing whenever you click on right into a mission.

Screenshot of a task card in project management software with an empty field

Including notes to the web page above or beneath your desk will even show you how to and your coworkers be taught and keep in mind the steps in your workflow.

Screenshot of a table n project management software with instructions

Doing that is particularly useful for onboarding new workforce members, as they’ll know all of the steps, and your directions will inform them precisely what they should do once they attain the following one.

Get Right into a Rhythm With Notion

By outlining a workflow in Notion, you’re taking the guesswork out of a course of and breaking bigger initiatives into smaller, organized milestones. This manner, you and your workforce can have all the pieces multi function place, and nobody wants to search around.

In the event you’ve but to take a look at Notion, its customization and ease can help you handle any mission. Nevertheless, for those who’re feeling caught, you can begin with a few of its many templates and be taught as you go.

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