Chapter 1: Introduction to Project Management in Obsidian

In this comprehensive guide, we will delve into project management using Obsidian, a powerful tool for organizing and managing your projects. You'll learn how to create project templates, set properties, and effectively track your progress.

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Note: This is the only Ultimate Guide I plan to publish on Medium, serving as a preview for future content on productnook.com.

Context

Managing projects can be straightforward or quite complex, depending on your needs. After experimenting with various tools and methodologies (like Gantt charts, JIRA, and Kanban), I found that combining notes was the most effective way for me to manage my projects. Since I was already using Obsidian for work-related notes, transitioning my projects to this platform was a natural step, allowing me to develop a practical, daily workflow for project creation and upkeep.

As with most of my workflows, this one prioritizes simplicity and minimalism, requiring minimal plugins beyond Obsidian's native features unless you desire more advanced options.

Defining Project Objectives

To streamline our project pipeline, we need to establish the following:

1. Each project should have its own template for consistency across the Vault.
2. Projects need a defined set of properties.
3. Projects should be distinct from syncs, yet still reference them. Here, syncs act as substitutes for "Meetings," "Touchbases," etc.
4. Project files must list all syncs where discussions about the project occurred.
5. Projects should be easily searchable based on their properties.
6. All queries related to projects should not rely on Dataview for functionality.

Our ultimate goal is to create a format that resembles the following template for projects.

Chapter 2: Crafting Your Project Template

In this video, "How To Use Obsidian: Project Management," viewers will learn how to effectively use Obsidian for managing projects, including tips on setting up templates and workflows.

Creating Consistent Templates

Templates play a crucial role in ensuring consistency in project files. Inconsistent formatting can derail efficiency. For our projects, we’ll utilize the Templater plugin alongside Obsidian Properties. Rest assured, this is the main plugin you will need.

#### Setting Up the Template

Start by creating a "Templates" folder if you haven't already. In this folder, create a new, blank note that will act as your project template. Name it something straightforward, such as "Fill Project Note."

Next, we'll incorporate all the necessary properties to manage our projects effectively.

Defining Template Properties

Properties enable us to store and track essential project information. While the following properties are commonly used, you can customize them as needed:

• Start Date: Property Type: Date, Value: Null. This will auto-generate the date in YYYY-MM-DD format upon note creation.
• Status: Property Type: Text, Value: Not Started. This allows tracking project status, including options like Not Started, In Progress, Hold, and Cancelled.
• Dependencies: Property Type: List, Value: Null. Here, you can add related projects or notes that are critical for success.
• Product: Property Type: Text, Value: Null. This property links the project to a specific product.
• Stakeholders: Property Type: List, Value: Null. Include names of individuals involved in the project.
• Tags: Property Type: Tags, Value: Null. Use tags for additional categorization.
• Template Version: Property Type: Number, Value: 1.0. This helps track changes in your project template over time.

Once you've set these properties, your properties panel should look something like this:

Adding Content to the Template

Now that the properties are defined, let’s enhance the template with headers for general information. I recommend organizing your notes into four sections:

1. Notes: General notes throughout the project. For more detailed information, create separate notes and link them here.
2. Documentation: Link any external resources, such as research notes or relevant documents.
3. Actionables: A section for tasks that require follow-up. You can use Obsidian Tasks or simple checklists.
4. Syncs: Utilize an Obsidian Query to search for any references to the project from syncs with stakeholders.

You can set this up using the following code block:

query

[Project: <% tp.file.title %>]

path: Syncs

This query will search for any Sync notes that mention the project name.

Optional: Use Query Control for additional formatting options, and consider using the List Callouts plugin to enhance the visual appeal of your sections.

Triggering the Template

To create individual project notes, use the hotkey (CMD+SHIFT+P) after selecting text. For instance, when working from your Daily Note or another Sync Note, highlight the project name (e.g., "Example Project") and activate the hotkey. This will generate a new project note in the designated folder.

Next, let's explore tracking projects using bookmarks and saved searches.

Chapter 3: Tracking Projects Efficiently

In this video, "My Task and Project Management Workflow in Obsidian MD," the creator shares their personal workflow, including plugins, templates, and useful tips.

Leveraging Bookmarks and Saved Searches

Creating project files is just the beginning; tracking them is equally important. You can achieve this using Saved Searches and Obsidian Bookmarks.

Start by searching for all "In Progress" projects. Use the search query: path: Projects [Status: In Progress]. This will filter results to show only projects with that status.

Next, bookmark this search by selecting the three-dot menu and naming it “In Progress Projects,” organizing it under a relevant group. You can create additional bookmarks for various statuses, stakeholders, or tags.

For a comprehensive view of your searches, consider embedding those queries in a Project Overview note or adding that note to Canvas.

Both templates mentioned can be downloaded from our site. Should you need further assistance, feel free to reach out.