WEBVTT 00:00:00.600 --> 00:00:06.637 Welcome to lesson 2.1, AI task management: organising your work with Notion AI. 00:00:06.987 --> 00:00:10.507 When you work from home, there is no manager walking past your desk. 00:00:10.857 --> 00:00:12.372 You plan your own day. 00:00:12.722 --> 00:00:15.175 That is freedom, but it can also feel messy. 00:00:15.525 --> 00:00:19.003 In this lesson, you will set up a Notion workspace for your tasks. 00:00:19.353 --> 00:00:23.107 Then you will use Notion AI to summarise and prioritise them. 00:00:23.457 --> 00:00:34.316 We will cover what Notion is and what Notion AI adds, how to set up a task database, the main uses of Notion AI with example prompts, and good habits for planning remote work. 00:00:34.666 --> 00:00:37.546 You will also see where your own judgement is still needed. 00:00:39.046 --> 00:00:42.033 By the end of this lesson, you will be able to do four things. 00:00:42.383 --> 00:00:45.305 First, explain what Notion and Notion AI do. 00:00:45.655 --> 00:00:49.901 Second, set up a Notion page with a task database and useful columns. 00:00:50.251 --> 00:00:55.051 Third, write prompts that ask Notion AI to summarise and prioritise your tasks. 00:00:55.401 --> 00:00:58.771 A prompt is simply the instruction you type to an AI tool. 00:00:59.121 --> 00:01:04.220 And fourth, check and correct the AI's priorities, using what you know about your own work. 00:01:05.720 --> 00:01:07.981 Before we start, here are some key words. 00:01:08.331 --> 00:01:14.027 Your workspace is your personal area in Notion, where all your pages, notes and task lists are kept. 00:01:14.377 --> 00:01:16.404 A page is a single document. 00:01:16.754 --> 00:01:19.954 It can hold text, lists, tables and even other pages. 00:01:20.304 --> 00:01:26.619 A database is a table where each row is an item, like a task, and each column holds details about it. 00:01:26.969 --> 00:01:32.494 A column in a database is called a property, for example Deadline, Priority or Status. 00:01:32.844 --> 00:01:37.687 A Kanban board shows your tasks as cards in columns, such as To Do, Doing and Done. 00:01:38.037 --> 00:01:41.663 And a prompt is the instruction or question you type to an AI tool. 00:01:43.163 --> 00:01:44.635 So, what is Notion? 00:01:44.985 --> 00:01:48.633 Maybe you have used a note-taking app or a to-do list app before. 00:01:48.983 --> 00:01:52.397 Notion combines many of these tools in one flexible app. 00:01:52.747 --> 00:01:54.368 It does three main things. 00:01:54.718 --> 00:01:56.489 First, notes and pages. 00:01:56.839 --> 00:02:02.449 You can create pages for projects, topics or ideas, from scratch or from a ready-made template. 00:02:02.799 --> 00:02:05.018 Second, tasks and databases. 00:02:05.368 --> 00:02:09.763 You can track tasks, goals and deadlines in tables, lists, calendars or boards. 00:02:10.113 --> 00:02:11.969 Third, real-time teamwork. 00:02:12.319 --> 00:02:16.436 You can share pages and work on them with others at the same time, from anywhere. 00:02:16.786 --> 00:02:21.522 Students, freelancers and companies all use Notion to keep their work in one place. 00:02:23.022 --> 00:02:25.070 Now, what does Notion AI add? 00:02:25.420 --> 00:02:28.471 Notion AI is the assistant built into Notion. 00:02:28.821 --> 00:02:33.877 It can summarise your task list, help you decide what to do first, and draft updates for you. 00:02:34.227 --> 00:02:38.963 To open it, you click the sparkle icon, or press the space bar on an empty line. 00:02:39.313 --> 00:02:45.478 The big benefit is that it saves time on writing and organising, right inside the workspace you already use. 00:02:45.828 --> 00:02:48.495 You do not need to copy things into another app. 00:02:48.845 --> 00:02:53.367 One tip: the free plan only includes limited AI use, so check your plan. 00:02:54.867 --> 00:02:56.638 Let's set up your workspace. 00:02:56.988 --> 00:03:02.215 The idea is simple: build your structure once, and then you and the AI can use it every day. 00:03:02.565 --> 00:03:04.399 Step one, create pages. 00:03:04.749 --> 00:03:10.979 Make one page for each project or topic, for example a page called My AI Productivity Dashboard. 00:03:11.329 --> 00:03:13.441 Step two, add a task database. 00:03:13.791 --> 00:03:16.436 Insert a table, where each row is one task. 00:03:16.786 --> 00:03:18.919 Step three, add task details. 00:03:19.269 --> 00:03:25.733 Give each task a due date, a priority, such as High, Medium or Low, and a status, such as To Do or Done. 00:03:26.083 --> 00:03:28.003 Step four, build a weekly plan. 00:03:28.353 --> 00:03:32.983 Add tags for categories, and switch to a Kanban board to see your work flow visually. 00:03:33.333 --> 00:03:36.383 You will repeat these steps in exercise 2.1. 00:03:37.883 --> 00:03:40.379 Which columns should your task database have? 00:03:40.729 --> 00:03:43.865 Here are the five you will use in exercise 2.1. 00:03:44.215 --> 00:03:48.439 Task name is a short, clear name, like Send weekly report to manager. 00:03:48.789 --> 00:03:52.736 Category is the type of work, such as Admin, Client work or Learning. 00:03:53.086 --> 00:03:58.142 Deadline is when the task must be finished, for example Friday at 14:00. 00:03:58.492 --> 00:04:02.225 Priority shows how important it is: High, Medium or Low. 00:04:02.575 --> 00:04:09.039 And Status and Notes shows your progress plus any extra details, like To Do, waiting for data from Sam. 00:04:09.389 --> 00:04:12.056 Remember, good input gives good AI output. 00:04:12.406 --> 00:04:15.990 If your task names are vague, the AI's summary will be vague too. 00:04:17.490 --> 00:04:20.306 Notion AI can help you in six main ways. 00:04:20.656 --> 00:04:27.760 One, task and project management: making to-do lists, breaking projects into steps and turning notes into action plans. 00:04:28.110 --> 00:04:34.446 Two, writing: drafting and improving emails, reports and ideas, and changing their tone, length and clarity. 00:04:34.796 --> 00:04:39.191 Three, summarising long notes, documents or meetings into short key points. 00:04:39.541 --> 00:04:45.023 Four, research and knowledge: organising notes, answering questions and building a knowledge base. 00:04:45.373 --> 00:04:51.347 Five, team support, like writing meeting notes, documenting processes and improving shared projects. 00:04:51.697 --> 00:04:56.625 And six, learning support: summaries, flashcards, quizzes and simple explanations. 00:04:56.975 --> 00:05:00.217 Think for a moment: which of these would help you most this week? 00:05:01.717 --> 00:05:06.005 To get good answers, ask Notion AI clear questions about your own page. 00:05:06.355 --> 00:05:08.233 Here are four prompts to try. 00:05:08.583 --> 00:05:18.524 The first finds your top priorities: Summarise my top 3 priorities for this week based on the tasks in this table, and explain why each one is urgent or important. 00:05:18.874 --> 00:05:24.207 The second spots what can wait: Which tasks could be delegated or deprioritised, and why? 00:05:24.557 --> 00:05:29.635 The third breaks a project down into small steps, with a suggested deadline for each one. 00:05:29.985 --> 00:05:35.318 The fourth writes a short status update for your manager, based on the tasks marked Done this week. 00:05:35.668 --> 00:05:38.548 You will use the first two in exercise 2.1. 00:05:38.898 --> 00:05:42.482 Notice how small changes in wording can change the result. 00:05:43.982 --> 00:05:47.694 Now it's time to watch a short video showing Notion AI in action. 00:05:48.044 --> 00:05:50.988 You will see how it helps to organise tasks and notes. 00:05:51.338 --> 00:05:53.471 While you watch, think about your own work. 00:05:53.821 --> 00:05:56.659 Note down one feature you would like to try yourself. 00:05:57.009 --> 00:06:00.038 It could be a summary, a to-do list or a status update. 00:06:00.388 --> 00:06:05.956 After the video, keep that feature in mind, because you will get the chance to try it in the exercise. 00:06:07.456 --> 00:06:11.275 Here is an important point: AI suggests, but you decide. 00:06:11.625 --> 00:06:14.398 Notion AI only knows what is on your page. 00:06:14.748 --> 00:06:16.945 You know the story behind each task. 00:06:17.295 --> 00:06:28.047 The AI is good at summarising a long task list in seconds, ranking tasks by deadline and priority, drafting status updates and plans, and breaking big projects into steps. 00:06:28.397 --> 00:06:30.659 But you still need to do some things yourself. 00:06:31.009 --> 00:06:35.617 Add context the AI cannot see, like a request your manager made on a call. 00:06:35.967 --> 00:06:38.868 Check that the AI did not miss or invent tasks. 00:06:39.218 --> 00:06:41.437 Decide what really matters this week. 00:06:41.787 --> 00:06:45.136 And keep personal or confidential data out of your prompts. 00:06:46.636 --> 00:06:48.577 Let's finish with some good habits. 00:06:48.927 --> 00:06:54.111 Notion AI can change how you organise your work, but only if you use it every day. 00:06:54.461 --> 00:07:00.243 Set up your workspace well, use AI to summarise and prioritise, and review the result yourself. 00:07:00.593 --> 00:07:04.091 Keep all your tasks in one workspace, so nothing gets lost. 00:07:04.441 --> 00:07:06.959 Update the status of each task every day. 00:07:07.309 --> 00:07:10.743 Ask the AI for your priorities each morning, then check them. 00:07:11.093 --> 00:07:15.125 And never paste personal data or client secrets into AI tools. 00:07:15.475 --> 00:07:18.142 Why not pick one of these habits and start it this week? 00:07:19.642 --> 00:07:21.477 Time to check your understanding. 00:07:21.827 --> 00:07:24.749 Pause the video and try to answer these four questions. 00:07:25.099 --> 00:07:27.937 What is the difference between Notion and Notion AI? 00:07:28.287 --> 00:07:31.209 Which columns would you add to a task database, and why? 00:07:31.559 --> 00:07:35.911 Write one prompt you could use to ask Notion AI to prioritise your week. 00:07:36.261 --> 00:07:40.805 And give one example of context that Notion AI cannot know about your tasks. 00:07:41.155 --> 00:07:43.097 When you are ready, press play again. 00:07:44.597 --> 00:07:48.351 If you want to learn more, we have collected some useful resources for you. 00:07:48.701 --> 00:07:55.571 There is the Notion AI product page, the Notion Help Centre, and the video on Notion AI for task management. 00:07:55.921 --> 00:07:58.374 You will find all the links on the lesson page. 00:07:59.874 --> 00:08:02.199 Here are the key takeaways from this lesson. 00:08:02.549 --> 00:08:06.091 Notion keeps your notes, tasks and plans in one workspace. 00:08:06.441 --> 00:08:11.241 Notion AI summarises, prioritises and drafts inside your pages. 00:08:11.591 --> 00:08:16.583 A clear task database, with deadlines and priorities, gives better AI results. 00:08:16.933 --> 00:08:20.389 Clear prompts get clear answers, so say what you want and why. 00:08:20.739 --> 00:08:25.261 And finally, the AI suggests priorities, but you make the final decision. 00:08:26.761 --> 00:08:29.044 Now put it into practice on the platform. 00:08:29.394 --> 00:08:33.789 First, try the activity, where you match each Notion feature to its job. 00:08:34.139 --> 00:08:38.149 Then do exercise 2.1, Build your AI task dashboard. 00:08:38.499 --> 00:08:40.569 It takes about an hour and a half. 00:08:40.919 --> 00:08:42.924 Finally, take the lesson quiz. 00:08:43.274 --> 00:08:46.730 It has five questions, and you need 70 per cent to pass. 00:08:47.080 --> 00:08:50.131 Don't worry, you can retake it as many times as you like. 00:08:50.481 --> 00:08:51.675 Good luck!