How to Use Notion
Notion is our project management hub. We use a Kanban board to track everything from studio build-outs to marketing tasks. If you've never used Notion or Kanban before, think of this as a digital whiteboard with sticky notes that move from left to right as work gets done.
Understanding the Board
Our "Master Board" is divided into four columns representing the lifecycle of a task:
| Column | Meaning |
|---|---|
| 🟥 Stalled/Waiting | Tasks that cannot proceed because we are waiting on something external (e.g., shipping, a contractor, a decision). If you can't work on it, put it here. |
| ⬜ Not Started | The backlog. These are tasks we need to do but haven't started yet. |
| 🟨 In Progress | Tasks currently being worked on. Try to keep this list short to stay focused. |
| 🟩 Done | Tasks that are 100% complete. |
How to Create a New Task
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Click the blue New button at the top right (or the + New button at the bottom of any column).
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Title the Task: Use an action verb so it's clear what needs to happen.
- ✅ Good: "Purchase tracking headphones"
- ❌ Bad: "Headphones"
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Fill in the Properties:
- Owner: Select your name so we know who is responsible.
- Deadline: (Crucial) Select the due date. Our "Weekly To-Dos" view relies on this date to show you what is due this week.
- Dependencies: If this task relies on another one finishing first, link it here.
Managing Your Work
Moving Tasks: Click and drag a card from one column to another as you make progress. (e.g., when you start writing a blog post, drag it from Not Started → In Progress).
Weekly View: At the top of the board, click the tab labeled "Weekly To-Dos". This filters out the noise and only shows what is due in the current week. Use this for your daily focus.
Communication & Questions
Instead of emailing/texting about a task, keep the conversation on the card.
- Click a card to open it.
- Scroll to the Comments section at the bottom.
- Tagging: Type
@followed by a team member's name (e.g., @Dave) to notify them.
Example: "@Dave I ordered the cables, but they won't arrive until Tuesday. Moving this to Stalled/Waiting."
Quick Tips
- Don't delete cards: If a task is cancelled, move it to a "Cancelled" status or archive it rather than deleting, so we have a record.
- One owner per task: Even if multiple people are helping, assign one person as the primary "Owner" to ensure accountability.