WEBVTT 1 00:00:00.000 --> 00:00:05.240 In this tutorial I'm going to walk you through how to set up this custom 2 00:00:05.240 --> 00:00:09.120 Notion project in your Notion workspace. So I'm going to walk through kind of 3 00:00:09.120 --> 00:00:13.800 step-by-step how to duplicate the template and then I'll kind of walk you 4 00:00:13.800 --> 00:00:17.000 through how the template works and some of the ways you can customize it for 5 00:00:17.000 --> 00:00:21.640 your unique business. So I'm gonna go ahead and share my screen and you can 6 00:00:21.640 --> 00:00:25.920 grab the link to this in the description of this video so right below the video 7 00:00:25.920 --> 00:00:30.400 there'll be a link right there you can click on it and you'll be taken to a 8 00:00:30.400 --> 00:00:36.560 page that looks just like this. So this is the Notion project database and the 9 00:00:36.560 --> 00:00:41.520 template that you can use for all projects and so what you want to do when 10 00:00:41.520 --> 00:00:46.960 you first start is go up here to the top and there's a duplicate button when you 11 00:00:46.960 --> 00:00:51.880 do hit this it's gonna ask you to sign in to Notion and then you'll have the 12 00:00:51.880 --> 00:00:57.240 option to duplicate this entire template into your own Notion workspace. 13 00:00:57.240 --> 00:01:02.360 So it is not possible for you to edit the template here but you are able to 14 00:01:02.360 --> 00:01:08.600 duplicate it and pull it into your own Notion workspace. So let me go ahead and 15 00:01:08.600 --> 00:01:17.480 jump over to my Notion site here. So I've got in now in my Notion app and looking 16 00:01:17.560 --> 00:01:24.280 at the template this is the copy and so let's jump into this projects database 17 00:01:24.280 --> 00:01:29.200 and you'll notice already there's a couple of views that have been 18 00:01:29.200 --> 00:01:34.040 created for you and the best thing is to kind of use you know whatever your 19 00:01:34.040 --> 00:01:38.760 personal style is. I'm gonna start with this status view it's kind of a Kanban 20 00:01:38.760 --> 00:01:44.120 style board and it will allow us to kind of show sort of the process for all your 21 00:01:44.160 --> 00:01:51.040 projects here. So what you can do here is go up to new this little drop-down and 22 00:01:51.040 --> 00:01:55.200 you'll see there's even a new project template that's been created. If you 23 00:01:55.200 --> 00:02:01.440 click on this a new document will be created and then a template will be 24 00:02:01.440 --> 00:02:07.400 presented with problem, solution, rabbit holes, out-of-bounds, success criteria. So 25 00:02:07.400 --> 00:02:11.720 this is using all of the shape up terminology here and has a little 26 00:02:11.720 --> 00:02:20.000 description under each as to what you should use this section to cover. So now 27 00:02:20.000 --> 00:02:24.040 that we're back here you can see I've got my new project. We have developed 28 00:02:24.040 --> 00:02:30.880 this flow for projects we think it works really well. So if you have an idea you 29 00:02:30.880 --> 00:02:35.040 just throw it into the ideas column. This is things that most likely you're 30 00:02:35.040 --> 00:02:40.240 probably not actually going to implement or do for your business and so just 31 00:02:40.240 --> 00:02:43.440 throw in all the ideas here and it's not going to be very complete it's just 32 00:02:43.440 --> 00:02:46.680 going to be a couple bullets maybe a couple thoughts you can drag some 33 00:02:46.680 --> 00:02:51.640 comments and ideas in there and then at some point you may say you know what 34 00:02:51.640 --> 00:02:56.800 these two or three projects are worth taking the time to build out and shape 35 00:02:56.800 --> 00:03:01.800 and write all the problem the solution and really break down and figure out 36 00:03:01.800 --> 00:03:05.920 exactly what this project is going to include and that's where you can move it 37 00:03:05.920 --> 00:03:09.880 to shaping and this is where you can focus on actually getting it shaped and 38 00:03:09.880 --> 00:03:16.200 you may spend all that time shaping it get it shaped and leave it in this 39 00:03:16.200 --> 00:03:21.240 shaped status. Now you may never actually start on it but you could have two or 40 00:03:21.240 --> 00:03:26.400 three projects really well formulated in your mind you may end up going back and 41 00:03:26.400 --> 00:03:32.160 doing a version two or a version three of this project on paper before you 42 00:03:32.160 --> 00:03:38.760 actually are starting to do the work for it so this has been very helpful 43 00:03:38.760 --> 00:03:42.280 especially if you're doing complex projects like an app development or 44 00:03:42.280 --> 00:03:45.360 something where there's a lot of complexity to it you'll notice that 45 00:03:45.360 --> 00:03:52.960 there is there's going to be a huge value add by you iterating on this in 46 00:03:52.960 --> 00:03:57.080 kind of small steps so just putting it in here and then coming back and revising 47 00:03:57.080 --> 00:04:02.600 it and and editing on paper before you start to actually do the work so you can 48 00:04:02.600 --> 00:04:07.160 note it as started in progress and when you're done you can drop it down to this 49 00:04:07.160 --> 00:04:11.840 hidden group which is the completed and also you may even take some of these 50 00:04:11.840 --> 00:04:15.880 ideas and just drag them right over to rejected the cool thing is you can 51 00:04:15.880 --> 00:04:21.000 always click on this and open it back up and grab that project and bring it back 52 00:04:21.000 --> 00:04:25.280 in case you want to bring it back nothing's really ever deleted it's just 53 00:04:25.280 --> 00:04:30.880 sort of hidden from view so that is the sort of status board way to look at the 54 00:04:30.880 --> 00:04:36.160 at this and and as you know there's a lot of customization here as far as the 55 00:04:36.160 --> 00:04:41.760 different fields and things that you can add and make visible so this is a very 56 00:04:41.760 --> 00:04:45.600 high-level overview in this video but we could probably go into some more depth 57 00:04:45.600 --> 00:04:51.480 and other videos as to the whole shaping process so this is not a shaping shape 58 00:04:51.600 --> 00:04:56.040 tutorial this is just how to use this notion template so stay tuned for more 59 00:04:56.040 --> 00:05:01.280 of those trainings to be on the site soon 60 00:05:00.000 --> 00:05:05.960 So jumping over to the views again there's a great timeline view where you 61 00:05:05.960 --> 00:05:11.820 can actually drop a start date and an end date for your project and of course 62 00:05:11.820 --> 00:05:15.960 you can zoom out. I'll prefer this quarterly view and you can kind of 63 00:05:15.960 --> 00:05:21.360 arrange this just however you want. Very very helpful and again if you click on 64 00:05:21.360 --> 00:05:25.640 this you're just being brought to that pop-up where you can continue to edit 65 00:05:25.640 --> 00:05:29.520 this document. So it's just looking at the exact same data but in a number of 66 00:05:29.520 --> 00:05:34.920 different views. So if we click on this I'll take a second and just point out 67 00:05:34.920 --> 00:05:41.600 that there is an appetite here there is a place if you track like 30 if you do 68 00:05:41.600 --> 00:05:45.320 want to do a one week it tracks 30 hours and if you wanted to you could keep 69 00:05:45.320 --> 00:05:49.840 track of your actual time here and it will do the math and tell you how much 70 00:05:49.840 --> 00:05:54.600 time is remaining and if you had multiple people on your team you can 71 00:05:54.600 --> 00:05:59.920 assign this to specific people in your Notion account. If you're doing work for 72 00:05:59.920 --> 00:06:04.320 clients or for a section for a for a category or different parts of your 73 00:06:04.320 --> 00:06:08.680 business you can add this filter and again you can continue to add properties 74 00:06:08.680 --> 00:06:14.040 here as many as you want and really customize this to be to fit your unique 75 00:06:14.040 --> 00:06:19.480 business. This is what we use for our development company and we're doing a 76 00:06:19.480 --> 00:06:25.960 lot of client work and so this this works well for us. So the last view is 77 00:06:25.960 --> 00:06:29.720 just the table view and again this is just kind of looking at it more of like 78 00:06:29.720 --> 00:06:33.240 a spreadsheet view and just remember that you can go to properties and you 79 00:06:33.240 --> 00:06:38.160 can adjust everything that you're seeing here to turn them on and off and these 80 00:06:38.160 --> 00:06:41.360 are very custom. You're not deleting any of these properties you're just hiding 81 00:06:41.360 --> 00:06:46.640 specific properties from view so you can kind of have a specific layout that will 82 00:06:46.640 --> 00:06:52.400 help you kind of see things a little bit differently here. So remember there 83 00:06:52.400 --> 00:06:58.160 are filters that you can be added so once you have you know hundreds of 84 00:06:58.160 --> 00:07:01.520 projects or even another project you want to just filter down to a small 85 00:07:01.520 --> 00:07:07.760 amount of projects use the filter and you can say things like you know if the 86 00:07:07.760 --> 00:07:13.200 client is you know client one then show me all those projects and you can create 87 00:07:13.240 --> 00:07:16.560 that as a view and then if you want to create another view for a different 88 00:07:16.560 --> 00:07:23.760 client for example. So that is the Notion database and template you just want to 89 00:07:23.760 --> 00:07:27.600 leave this somewhere in your workspace and you can reference it anywhere in 90 00:07:27.600 --> 00:07:31.120 your Notion workspace. So highly recommend if you haven't checked out 91 00:07:31.120 --> 00:07:35.320 ShapeUp that everything I'm showing you here will make a lot more sense if you 92 00:07:35.320 --> 00:07:39.440 have kind of skimmed this book. So if you have any questions you guys know where 93 00:07:39.440 --> 00:07:43.920 to find me and I'd be happy to answer those for you and help you get this 94 00:07:43.920 --> 00:07:47.920 template set up in your workspace.