The best Notion templates and databases for executives

We asked Arantxa, one of our executive assistants, what the best Notion templates and databases are, and this is what she told us.

What are the best Notion templates for executives?

The real impact comes when execs use Notion in creative ways, such as a project management tool, a ticketing system, a people wiki, or a delegating hub. Arantxa is not only a Viva executive assistant, she is currently supporting three Notion executives, which means she knows the tool inside and out. Plus, she knows exactly what the most impactful templates and databases are for different kinds of leaders. We replicated those templates and databases so you can copy them and use Notion like a pro.

Thousands of companies use Notion as a connected workspace to create and share docs, take notes, manage projects, and organize knowledge—all in one place. We’re offering 6 months of new Plus plans, including unlimited Notion AI so you can try it all for free! To redeem the Notion for Executives offer:

• 1. Submit an application using our custom link: https://ntn.so/viva and select Viva on the partner list.
• 2. Include our partner key, VivaXNotion.

Table of contents

1. Create a project tracker to have full visibility of your company
2. Use a task database to assign work automatically
3. Build a people wiki to keep large or remote teams engaged
4. Create a working hub for better 1:1s
5. Use a task board for easy delegation

1. Create a project tracker to have full visibility of your company

Managing multiple projects across different teams can quickly become overwhelming—especially when updates are scattered across emails, Slack messages, and various tools. With Notion, you can create a powerful project tracker like this one that brings everything together in one place, giving you full visibility without the clutter.

By leveraging Notion’s relation properties, you can connect two key databases: one for weekly team updates and another for a high-level review of each expected outcome. This setup ensures that detailed progress reports are captured while providing leadership with a streamlined, big-picture view. Teams can easily log updates in their database while managers focus on the overall progress of strategic goals—without getting lost in unnecessary details.

To keep things structured, teams can set a recurring schedule for updating their outcomes. Whether it’s a weekly check-in or a milestone-based review, this system keeps everyone aligned. Leaders can then review updates in a meeting or asynchronously, ensuring that progress tracking is both efficient and transparent.

This approach eliminates information silos, reduces redundant reporting, and creates a centralized system that works for both individual contributors and executives. Instead of chasing updates, leaders have everything they need at their fingertips—enabling better decision-making and smoother execution.

2. Use a task database to assign work automatically

Having a Notion’s task database, like this one, is a game-changer for managing work across teams, and when paired with automations, it becomes even more powerful. With Notion’s new setup feature, you can create a task database that automatically organizes, assigns, and updates tasks, streamlining the workflow process. We’ll guide you through setting up a default template that ensures all tasks follow the same format, making it easier for your team to track progress and stay aligned.

The real magic happens with automation. When a new task is added to the database, it’s automatically assigned to the appropriate person, set to “Needs Triage,” and a notification is sent via Slack to alert the assignee. This ensures that no task is left unnoticed and reduces the time spent manually assigning work.

As tasks progress, you can set up additional automations like notifying the relevant Slack channel once a task is marked as “Completed,” keeping the entire team informed without requiring extra effort. Furthermore, you can take advantage of smart task assignments, where tasks are routed to the right person based on the team tagged in the task. This is how it works:

1. New task flow: When a new task is added, automatically assign it to someone, set the status to “Needs Triage”, and send them a Slack notification.
2. Task completion updates: When a task moves to “Completed”, automatically notify your team’s Slack channel.
3. Smart assignments: Automatically assign tasks to the right person based on which team is tagged in the task.
4. Custom notifications: Send personalized follow-up messages that include details about the task that they added to the database.

3. Build a people wiki to keep large or remote teams engaged

In large or remote teams, staying connected and engaged can be challenging. This downloadable people wiki can solve this by creating a centralized source of truth where every team member’s information is easily accessible. You can add details like each person’s office location, birthday, contact info, photo, and start date, making it simple for employees to connect and learn more about their colleagues.

This wiki helps track your team’s structure, allowing you to filter and view employees by department, function, or office location. It’s a powerful tool for fostering transparency and building stronger relationships within your team, especially when people are spread across different locations. The wiki can be connected to other databases through relations or person properties, improving task assignment and project management across the organization. For instance, when you need to assign a task, you can filter for the right person based on their expertise or team affiliation, ensuring the work is directed to the right individual.

Additionally, a people wiki helps keep track of important milestones like work anniversaries. These dates can be used for celebrations or recognition, helping to create a positive and engaged company culture. By building a people wiki, you create a powerful resource that brings people together, strengthens team connections, and fosters a sense of community, whether your team is in one office or scattered around the world.

4. Create a working hub for better 1:1s

This downloadable working hub database is a game-changer for executives and their EAs, providing a central location to manage tasks and stay on top of priorities. This hub tracks all delegated tasks, including due dates, priority levels, and urgency, using the Eisenhower Matrix to help both the executive and EA make better decisions. The integration of different task views ensures transparency, allowing both parties to stay aligned and accountable without the need for constant updates.

In addition to task management, the hub includes a dedicated space where quick tasks can be delegated and progress tracked in real time. This ensures that nothing falls through the cracks, even with a heavy workload. Quick access to critical documents, team hubs, and brainstorming notes also allows the EA to manage various streams of information efficiently, helping the executive stay focused on what matters most.

The hub also includes an Important Dates section to help the EA stay ahead of key events, conferences, and deadlines, ensuring that the executive’s schedule stays organized and manageable. For recurring 1:1s, the hub features a structured view with varying cadences—weekly, bi-weekly, or quarterly—helping the EA prepare agendas and stay ahead of upcoming meetings.

Lastly, the reference section allows customization to include important information like restaurant recommendations, travel preferences, or other executive-specific resources. By creating a delegating hub, EAs can improve productivity, maintain transparency, and prepare for every 1:1 with confidence.

5. Use a task board for easy delegation

This task board is an effective and visual way to streamline delegation within your team, ensuring that everyone knows what needs to be done and by when. We have a similar task board at Viva, and the entire team benefits from it. Why? Everyone can delegate a task and receive support from one of our EAs during training. If you’re looking for a way to make your entire team productive, this is it. 

 In Notion, you can set up a task board with specific properties such as task description, delegator, assignee, due date, estimated time, importance level, and delivery format. This structure helps provide clarity on each task, ensuring that everyone is on the same page regarding expectations and timelines.

One of the key features of the task board is flexibility in task assignment. You can assign tasks directly to specific team members or create a ticketing system where tasks are posted on the board, and the team takes responsibility for picking them up. This can be especially useful in dynamic environments where tasks need to be managed quickly and collaboratively.

The task board can accommodate various types of tasks, from creating company or investor pre-meeting briefings (PMBs) to conducting research, planning travel, or putting together a presentation deck. By centralizing all tasks in one location, you make it easier for team members to see what’s on their plate and for managers to monitor progress.

Using a task board for delegation keeps the team organized and improves accountability and transparency, ensuring that nothing falls through the cracks. It’s a simple yet powerful tool for boosting productivity and ensuring that tasks are managed and completed efficiently.

Feeling overwhelmed about optimizing Notion for your company? A skilled executive assistant can set up and manage these databases for you. Book a call today to see how an EA can help your tech company stay organized.