Easily Manage Complex Projects in Notion!
About this video
Jeff Su rebuilds a messy Notion project page into a three-level system using three features — Relations, Rollups, and Formulas — demonstrated with trip planning and then applied to work and life projects including his website project at jeffsu.org. Level 1 is a table of all trips/projects; Level 2 is a single trip page showing its Milestones and all associated Tasks; Level 3 is a single Milestone page showing only that milestone’s tasks, where adding a task auto-links it to the milestone. A milestone is defined as the end result after a group of tasks is completed, e.g., preparing travel documents (renew passport, book appointments, submit information, print confirmations) before international travel. He connects the Tasks database to the Milestones database with a Relation property shown in both databases, adds a Rollup on Milestones that counts unchecked Done boxes from Tasks to show undone tasks per milestone, and adds a Formula property to display that count in a user-friendly way. He then builds a Milestones template containing Useful Links and a Tasks table view with a self-referential filter (filter the Relation to the template itself) sorted by due date ascending, so each new milestone page automatically lists only its own tasks. He credits Thomas Frank’s Notion database video for teaching the method, warns to rename the milestone and task databases for each new project to avoid cross-linking projects, and suggests using Breadcrumbs to navigate between levels.
Key takeaways
- Structure projects in three levels: all projects in a table, one project page with milestones plus all tasks, and one milestone page with only that milestone’s tasks.
- Define milestones as end results of a group of tasks, and connect Tasks to Milestones with a two-way Relation property.
- Add a Rollup counting unchecked tasks per milestone and a Formula to present the remaining count in a readable form.
- Build a milestone template with a self-referential filter on the Relation so new milestone pages automatically show only their own tasks, sorted by due date.
- Rename the milestone and task databases for each new project to avoid accidentally linking Project A’s milestones to Project B’s tasks.
Episode details: published August 9, 2022 · 9:27 long. Summary written by Self Growth Videos from the episode itself. Business results and any income figures mentioned are Jeff Su’s own claims, shared for education — they are not typical or guaranteed.
← Previous: My Simple Productivity System (for normal people)! · Next: 5 Resume Mistakes You MUST Avoid (with real examples)! →
All Jeff Su videos · Jeff Su profile · Jeff Su (official site)
