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The Project Management Suite is the all-in-one Project Management solution for Notion for professional project management. The Suite contains a portfolio dashboard, project portals, and more than 60 ready-to-use project templates to help you manage professionally every project. Find out more and get the PM Suite here.

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What can we customize in the PM Suite?

Literally, everything. Notion allows you endless customization and I encourage you to have a critical mindset on what you find in each template. The template should fit you, not the other way around.

Having said that, Notion can also get very confusing and complexity will not necessarily bring simplicity.

This guide will show you how to unlock advanced customization features, from editing templates to managing project dependencies and personalizing the analytics dashboard.

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Watch the detailed video to understand how to customize the entire Project Management Suite to fit your needs.

03 - Advanced (Subtitles) compressed.mp4

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1. Modifying Templates

The Project Management Suite comes with built-in templates for both large and small projects, meetings, tasks, and reports. These templates provide a structure, but every team is different, so you can modify them to fit your workflow.

How to Edit a Template:

1. Open any project or meeting template you want to customize.

2. Click the three dots in the upper-right corner of the template and select Edit.

3. Add, remove, or modify sections as needed. For example:

• Remove unnecessary sections (e.g., Market Assessment) in the Business Case.
• Add new fields to track custom project information (e.g., Risk Analysis or Stakeholder Feedback).

4. Save your changes. These modifications will apply to all future projects or meetings using that template.

Tip: Modifying templates won’t affect existing projects or meetings, but they will change the structure for new ones for everyone using the PM Suite with you.

2. Creating Custom Views for Tasks, Meetings, and Projects

Notion’s flexibility allows you to create custom views that show only the most relevant information for your team. You can create filtered views for tasks, meetings, or even specific project categories.

How to Create a Custom View:

1. Open the Tasks, Meetings, or Projects database from the navigation panel.

2. Click the “+ Add a View” button at the top of the database.

3. Choose the type of view (e.g., Table, Board, Calendar, or Timeline).

4. Set up Filters to customize what is shown in the view. For example:

• Filter tasks by due date to see what’s upcoming this week.
• Filter meetings by project to view only meetings linked to a specific project.
• Filter projects by stage (e.g., Planning, Execution, Closure) to see which projects are at which phase.

Examples:

• Custom View for Overdue Tasks: Filter by tasks that are past their due date to create a view that focuses only on overdue tasks.
• All Kick-off meetings from the past 3 months: Filter meetings so you only see meetings related to kick-off sessions, so that you get a quick overview of what has been recently started (especially useful for leadership!).

💡 You can create a custom view within the Source Database, directly on the Projects Hub, in any of the Project Cards, or even in your own private pages. If you are the only one who needs to use the view, it's best to build it in your private pages. However, if others are expected to use it, you can put this directly on the Projects Hub.

ScreenShot 2024-10-08 at 15.43.20.mp4

3. Setting Up Task Dependencies

In complex projects, certain tasks depend on the completion of others before they can begin. You can set up Task Dependencies to ensure that one task follows another automatically.

How to Set Up Task Dependencies:

1. Open your project’s Timeline View.

2. Locate the task that needs to be dependent on another task.

3. Hover over the task and drag the small arrow to connect it to the dependent task.

4. A Dependency Menu will open, allowing you to set how tasks shift:

• Task Shift: Should the second task start automatically once the first one is completed?