Owner

U

Untitled

Verification

Verified

Department

Marketing

Type

Guide

Use Cases

MarketingSalesCompany Wide

Standard Operating Procedure (SOP) for Starting a Project Card in Notion for the Marketing Project Board

1. Purpose The purpose of this Standard Operating Procedure (SOP) is to provide a standardized approach to starting a project card in Notion. A project card is a central location where all information related to a project can be stored and accessed by the team. This SOP will help ensure that all project cards are set up consistently and contain the necessary information.
2. Scope This SOP applies to all team members responsible for creating project cards in Notion as well as managing sub-tasks related to the project
3. Responsibilities The following are the responsibilities of the various parties involved in creating project cards in Notion:
• Project Owner: responsible for creating the project card and ensuring that all necessary information is included.
• Team Members: responsible for providing the necessary information to the Project Manager in a timely manner.
4. Procedure The following steps should be followed when creating a project card in Notion:
1. Step 1: Create the project card
• Open Notion and navigate to the appropriate database where the project cards are stored.
• In the backlog swim lane click on the "+ New" button at the bottom of the swim lane or the ‘+’ in the upper right hand corner of the swim lane to create a new card.
• Enter the name of the project in the title field.
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This should be top level as sub-tasks will be more granular.
2. Step 2: Add the project details
• Enter the project details in the properties along the top of the card.
• Assign yourself as the project owner
• Add the project team in the ‘People’ field. This should include all team members involved in sub tasks of the project.
• In the ‘Dates’ property, add the span of dates that this project will be in-progress and worked on. This will develop a timeline for the project.
• Add the ‘Due Date for the project. This should be the date that the project wraps and all deliverables are finalized and sent.
• Select a function for the project. This is a top level category for the type of project it is.
• If applicable, select a portfolio that this project would be associated with
• if applicable, select the priority for the project. High should only be used when it’s an urgent request and the project owner has signed off with the requester that the project is deemed high priority.
3. Step 3: Add project-related tasks, information and resources
• In the workspace below the project properties, ensure the “New Project” template is selected.
• Under ‘About this project’ add a top-level description of what this project is and what the desired end result will be.
• Below, feel free to add or upload any necessary files or resources related to the project, such as project plans, design documents, or data sheets.
• All projects are required to have a minimum of one task. Tasks should be specific functions needed to be executed by the project team in order to fully complete the project. (Team members responsible for specific tasks would be assigned accordingly) Some example tasks could be:
• Schedule kickoff meeting with project stakeholders
• Gather content necessary for deliverable document
• Create asset for delivery
• Gather feedback from key stakeholders
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Information, project assets, notes, etc for each task will be gathered and organized in the task card.
• Use the comments section to notify individuals about updates or questions you might have related to specific task. The comment section on the project card should be used for top-level communications about the project as a whole.
• Add any necessary links to external resources, such as online collaboration tools, files and assets, or shared network drives.
4. Step 4: Share the project card
• Share the project card with all team members involved in the project.
• Ensure that all team members have the necessary permissions to access the card and its contents.
• Encourage all team members to refer to the project card regularly and to keep it updated with any new information.
5. Documentation All project cards and related documentation should be retained in accordance with the organization's document retention policy.
6. Training All team members involved in creating project cards in Notion should receive appropriate training on how to create and use project cards, as well as how to collaborate effectively using Notion.
7. Conclusion The project card in Notion is a powerful tool for keeping all project-related information in one central location that can be easily accessed and updated by the team. The process outlined in this SOP provides a standardized approach to creating project cards and ensures that all necessary information is included.