Introduction

Managing large projects in Notion can feel overwhelming without the right structure. Subtasks and dependencies are game-changers, allowing you to break down complex goals into actionable steps and visualize how tasks interconnect. This guide will walk you through creating subtasks and dependencies in Notion, complete with practical examples and a placeholder for a step-by-step YouTube tutorial.

Why Subtasks and Dependencies Matter

1. Clarity: Break monolithic tasks into smaller, manageable steps.

2. Collaboration: Assign subtasks to team members and track progress efficiently.

3. Visibility: Dependencies highlight task sequences and blockers, ensuring workflows stay on track.

Watch the video below for a visual walkthrough of subtask and dependency setup:

Step 1: Setting Up Subtasks in Notion

Subtasks let you nest smaller actions under parent tasks. Here’s how to create them:

A. Enable Sub-Items in Your Database

1. Open your Notion task database.

2. Click ••• → Customize [Database Name].

3. Search for Sub-items and click Add → Turn on sub-items.

   • This creates "Parent Task" and "Subtask" relation properties.

B. Add Parent Tasks and Subtasks

1. Create a parent task (e.g., "Launch Marketing Campaign").

2. Add subtasks: Hover over the parent task, click + New sub-item, and add steps like "Design Landing Page" or "Write Ad Copy".

3. Customize subtask properties: Assign due dates, owners, or statuses for granular tracking.

Pro Tip: Use the Timeline View to visualize subtask deadlines and adjust dates dynamically.

Step 2: Creating Dependencies in Timeline View

Dependencies link tasks that must be completed in sequence. For example, you can’t publish a blog post until editing is done.

A. Enable Dependencies

1. Open your timeline view database.

2. Click ••• → Customize [Database Name].

3. Search for Dependencies → Add → Turn on dependencies.

B. Link Tasks

1. Hover over a task and click the →○ icon on its right edge.

2. Drag the arrow to the task it depends on (e.g., link "Publish Blog" to "Final Edits") .

3. Adjust dependency settings:

   • Choose whether dates shift automatically when dependencies change.

   • Toggle "Avoid weekends" to skip non-working days.

Step 3: Advanced Tips for Power Users

1. Progress Bars:

   • Create a "Progress" rollup property to calculate subtask completion percentages. Use Formula → Percent Checked and display it as a bar.

2. Hierarchy Views:

   • In Table View, nest subtasks under parent tasks using toggles for a clean layout.

3. Avoid Overload:

   • Limit dependencies to critical paths to keep timelines readable.

Best Practices for Success

1. Consistent Naming: Label parent tasks and subtasks clearly (e.g., "Project X: Research Phase").

2. Regular Updates: Revisit dependencies weekly to adjust for delays or new priorities 1.

3. Team Training: Ensure collaborators understand how to use subtask properties and dependency arrows.

FAQs

Q: Can I assign different owners to subtasks?
A: Yes! Each subtask can have its own assignee, due date, and status 610.

Q: Do dependencies work in non-timeline views?
A: Dependencies are timeline-specific, but subtasks appear in all database views 7.

Q: How many subtasks can I add?
A: Notion allows unlimited subtasks, but keep them focused to avoid clutter.

Conclusion

Notion’s subtasks and dependencies transform chaotic workflows into structured, collaborative processes. By breaking tasks into steps and linking dependencies, you’ll tackle projects with confidence.

Don’t forget to watch the embedded tutorial for a hands-on demo!

Ready to level up? Start by enabling sub-items in your task database today! 

For more Notion tips, explore our guides on YouTube.