#008 | How to Tame Your Task Database

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Notion Kit #008 | How to Tame Your Task Database

Last week, I peeked inside a subscriber’s workspace.

Their task list had 147 items.

Everything from "Redesign Q3 pitch deck" to "Refill printer ink"—all crammed into one flat database, no hierarchy, no clarity.

If you’ve ever stared at a wall of tasks wondering where to even begin, you’re not alone.

The fix? Sub-tasks.

When you define parent tasks and associate sub-tasks under them, you’re not just organizing work—you’re revealing the structure behind it.

Suddenly, your database becomes a story: what you're working toward and what it takes to get there.

Watch How to Setup Sub-Tasks (<2 mins):

How to Set Up Sub-Tasks in Notion:

1. Start with a messy task database (no shame—this is where we all begin)

2. Click 3 dots in the top right of messy database

3. Click Customize

4. Click Sub-Items

5. Click Turn On Sub-Items

6. Now you can drag and drop Child Tasks underneath Parent Tasks or create net new Child Tasks under existing Parent Tasks

Just want to jump to the template? Get Started with Notion Task Manager

What Sub-Task Relationships Can Look Like

📦 Client Onboarding

• Parent Task: Onboard New Client - XYZ Co.

  • Sub-task: Send Welcome Email

    • Sub-sub-task: Personalize email draft with client name & goals

  • Sub-task: Schedule Kickoff Call

  • Sub-task: Grant Access to Client Portal

  • Sub-task: Upload Onboarding Docs

🎯 Quarterly Planning

• Parent Task: Plan Q4 Company OKRs

• Sub-task: Gather Dept. Feedback

• Sub-task: Draft OKRs

  • Sub-sub-task: Finance goals

  • Sub-sub-task: Marketing goals

  • Sub-sub-task: Product goals

• Sub-task: Leadership Review

• Sub-task: Finalize & Publish

📢 Marketing Campaign

• Parent Task: Launch New Product Email Campaign

  • Sub-task: Write Email Copy

  • Sub-task: Design Visual Assets

  • Sub-task: Schedule in ESP

  • Sub-task: Review with Legal

👋 New Hire Onboarding

• Parent Task: Onboard New Marketing Coordinator

• Sub-task: Create Company Email

• Sub-task: Add to Slack & Internal Tools

• Sub-task: Assign First Week Reading

• Sub-sub-task: Product Docs

• Sub-sub-task: Brand Guidelines

This might sound like a small shift, but defining relationships between work tasks adds a whole new layer of clarity. You can:

• Zoom in to see what’s next

• Zoom out to understand the bigger picture

• And finally feel like your task list has a brain

That’s today’s Notion Kit—a small tweak with big impact. 🚀

Ready for the next step? Here’s what I recommend:

• Explore My Notion Template Library – Get premium templates to visually map ideas, boost your business, build Notion-based websites, and unlock Notion’s full potential.

• Get $15 Off Sanebox – Declutter your inbox in minutes and take back control of your email. Use this personal discount to instantly reduce email overload.

• Unlock an Extra Month Per Year with Motion – Let AI optimize your schedule, prioritize tasks, and free up your time—so you can focus on what actually matters.

• Build Your Own Tools With Softr & Notion – Turn Notion pages into powerful, interactive apps—no coding required. Perfect for creators, businesses, and teams.