Notion gives you two main ways to break down tasks:

1. ✅ Real Subtasks (linked database items / sub-items)
2. ✅ Inline Checklists (- [ ] inside the task description)

Understanding when to use each is key to managing your projects effectively—especially when you’re handling important clients or complex PROJECTS implementations.

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🔧 Summary: How to Decide

Type	When to Use It	What It Enables
✅ Real Subtasks (linked items)	When you need to assign, track, schedule, or reference a step independently	Set assignees, due dates, statuses, dependencies
✅ Inline Checklist (- [ ])	For quick internal steps that don’t require tracking or separate visibility	A simple visual guide within the main task body

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✅ Use Real Subtasks when:

• The step needs its own assignee, due date, or status
• You want to see it in your Calendar, Board, or Timeline views
• It’s an actionable deliverable, not just a reminder
• The step is critical for tracking project progress

Example: For a task like “Use Case Alignment with Client”, you may have:

• Schedule Alignment Meeting
• Prepare Use Case Table
• Update CRD after Meeting
• Document Final Use Cases for Flow Design

All of these could be modeled as proper subtasks with individual properties.

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✅ Use Inline Checklists (- [ ]) when:

• The steps are only relevant to you
• They take minutes to complete and don’t need delegation
• They’re part of a routine workflow that doesn’t need project-level visibility
• You want a quick breakdown for clarity

Example: Inside the task “Align Use Cases with Client”, you might add:

Checklist:
- [ ] Add proposed use cases to CRD
- [ ] Share table with client
- [ ] Confirm agreement in meeting
- [ ] Summarize decisions in follow-up email

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🧠 Pro-level Guidelines

Situation	Use Real Subtask	Use Inline Checklist
Another person needs to complete it	✅ Yes	❌ No
You’ll do it in 5 minutes	❌ No	✅ Yes
Needs to show up in Calendar/Kanban	✅ Yes	❌ No
It’s a checklist for internal logic	❌ No	✅ Yes
Repeated in every ATIA-type project	✅ Templateable	✅ Optional

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🎯 Final Thought

Use subtasks for execution. Use checklists for guidance.

This balance keeps your system clean, trackable, and professional, without cluttering your dashboard with micro-tasks that don’t need to exist.