![]() ![]() For example, we will create a task "Write blog post for product roadmap" in our workspace and in that task, we write the description, have discussions, and all subtasks to that task. This makes it much easier to take a quick glance at a view and understand what is going on and what is prioritized. This could also be done from the Backlog view which is used as an overview across the different categories. When we should start working on a task we simply set the status Next Up and it will show up on our roadmap Board. We plan the work for the different categories using the Product, Customers, or Company views. At the end of each week we have a short retrospective and look at completed tasks before setting the status to "Archived", and then the tasks are removed from the board. Tasks are sorted by priority, but we can choose and pick what freely from this list as we have already defined that these are important now. Only tasks with a status are shown on this board. In the roadmap or board view we do all the work, and prioritize tasks with status "Next Up". A task in the Workspace is simply a Notion page, which is awesome. This database has multiple views, I will give a short description of each one of them and why we use them. We have a single database for all our tasks, this is the Workspace. Notice, however, that we use the "Company", "Product" and "Customers" structure for the knowledge management part of Notion as well. This article will mostly talk about the Workspace, that is where all project management happens. This is our Notion product management set up for Convas. Having everything in one tool where we can easily link between pages and information makes it perfect for us at this stage. So far we're really happy with the choice. We already used Notion for knowledge management, so we decided to try if we can get rid of yet another tool and consolidate project management and task management in Notion. Clubhouse looks great and is something that we will likely change to as the team grows, but it just feels too heavy for us at this stage. Asana has very limited sorting and filtering options compared to something like Clubhouse. However, I find the tool to be too inflexible. Asana's interface is super polished and a joy to use. Why we switched from Asana to Notionįor our previous projects and when we first started Convas, we used Asana for project and task management. This works well for us since, and contrary to what is otherwise recommended, we make our tasks as big as possible. The smaller the team, the more valuable this is. When deciding what to do next and what is most important, we find it very helpful to be able to plan and think about a category in isolation, with the ability to see an overview and prioritize across all categories. Overview and prioritize across all categories. The categories are mostly self-explanatory, customer's tasks could, for example, be writing this article or responding to customers on our feedback page at. Brad Feld originally inspired us about this with his post The Three Machines. As we work in a very small team, it helps us focus and not neglect any category. These categories are simple enough to remember and strike the right balance for us. We divide our work, and tasks, into three categories. The board should only contain work that is in progress or flagged as up next. However, for thinking about the big picture and planning, we found it much easier to get an overview and prioritize the backlog in a list view. When doing the actual work, we like to visualize the work in a board view. How we think about project management Work in a board, plan in a list ![]() More on why we decided to switch from Asana to Notion below. When we started we began using Asana for project management and Notion for knowledge management. I have probably tried most task- and project management tools on the market. I am a productivity nerd so how we organize ourselves is important to me. If you have cross-functional teams or team members that are not involved in everything, I highly suggest that you look at clubhouse.io. If you are a much bigger team, the advice in this article will probably not make sense for you. We strive for simplicity and to reduce the number of tools we use. Are you also a small team? Tell us how you work! In this article, I will explain how we think about project management, how we handle it today using Notion.so and share our project management template. We use Notion for both project management and knowledge management. At Convas we are a very small team and everyone is involved in everything at some level. ![]()
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