Notion

What is Notion?

Notion is a versatile workspace that seamlessly combines note-taking, project management, and collaboration. It provides a digital canvas where users can think, write, and plan — all in one place. Whether you’re an individual or part of a large team, Notion adapts to your needs, offering a clean and open surface for capturing thoughts, organizing projects, and centralizing knowledge.

It’s like having multiple apps rolled into one cohesive platform. You can create pages, customize them with various blocks (such as text, images, to-do lists, and databases), and collaborate with colleagues in real time. Notion empowers you to structure information exactly the way you want, making it a powerful tool for productivity and creativity.

Core Features

1. Customizable Pages: Notion provides a canvas where users can create pages for various purposes. These pages can be tailored to suit individual needs, whether it’s jotting down meeting notes, planning a project, or maintaining a personal journal.
2. Blocks and Modules: Within each page, users can add different content blocks such as text, images, checklists, tables, and code snippets. These blocks act like building blocks, allowing you to structure information in a modular way.
3. Databases and Tables: Notion goes beyond simple note-taking. It enables users to create databases with relational properties. Think of it as a digital spreadsheet on steroids. You can create tables, link records, and filter data, all within the same page.
4. Templates and Flexibility: Notion offers a library of templates for common use cases (e.g., meeting agendas, project roadmaps, personal goals). However, what truly sets it apart is its flexibility. Users can design their own templates or adapt existing ones to fit their unique workflows.
5. Collaboration and Teamwork: Notion isn’t just for solo work. Team members have the ability to collaborate simultaneously on shared pages, similar to a virtual whiteboard where they can contribute comments, allocate tasks, and track progress collectively within a single platform.
6. Hierarchical Organization: Notion allows nesting pages within pages, creating a hierarchical structure.
7. Cross-Platform Accessibility: Notion is available on web browsers, desktop apps (Windows and macOS), and mobile devices (iOS and Android). Your workspace syncs seamlessly across all platforms.
8. Markdown Support: If you’re a fan of Markdown syntax, you can write in Markdown and watch it transform into rich content.
9. Database Views: Notion’s databases can be viewed in different ways: table view, list view, calendar view, and gallery view. This adaptability makes it suitable for project management, content planning, and more.
10. Personal Knowledge Base: Many users turn Notion into their personal knowledge base. It’s where they store everything from recipes and book recommendations to coding snippets and travel itineraries.

Pros & Cons

Pricing

Category: Freemium

1. Personal Plan:
   • Free: This plan includes basic features such as unlimited pages and blocks, sync across devices, and file uploads up to 5MB per file.
   • Personal Pro: Priced at $4 per month, it offers additional features like unlimited file uploads (up to 1000MB per file), version history, and priority support.
2. Team Plan:
   • Team: For small teams, priced at $8 per member per month. It includes all Personal Pro features plus team collaboration features like shared workspaces, advanced permissions, and guest access.
   • Team Plus: At $20 per member per month, this plan adds features like advanced permissions, unlimited guests, and enhanced security.
3. Enterprise Plan:
   • Enterprise: Custom pricing based on your organization’s needs. It includes all Team Plus features along with personalized onboarding, dedicated account management, and advanced security controls.

How to Use Notion

Setting Up Notion

Visit www.notion.so and click on “Get Notion free” or the pricing link. Choose the Free plan which offers core functionality like uploading files up to 5MB and collaborating with up to 5 people. Click “Get Started” and sign up with email, Google, or Apple account. Add your name, photo, and set a password. Choose whether to use it for yourself (Free plan) or a team.

Understanding the Interface: The left sidebar is for navigating your workspace. Click on your workspace name at the top to customize the sidebar. Pages and databases make up your workspace in the sidebar. The main area shows the content of the current page. Download the desktop app (bottom left) for OS notifications and eliminating browser distractions.

Importing and Sharing: Import data from other apps like Word, Trello under Import. Share pages for viewing, editing, or commenting. Use the web publishing option to make pages public websites. @mention teammates and comment/resolve threads.

Understanding Blocks in Notion

Notion operates on the concept of blocks, which are the basic building units of construction within the platform. These blocks allow users to create diverse and customizable content directly on pages. Let’s delve into this idea further and explore the six block categories that exist in Notion.

Exploring Block Categories

To explore block types, users can use the slash command or the plus sign.

• Text Blocks: This category includes pages, normal text, headings, bullet points, toggles, to-do lists, callouts, and quotes.
• Inline Blocks: These blocks reside within other blocks and include elements like mentions or date objects.
• Media Blocks: As the name suggests, media blocks encompass images, videos, and audio uploads, all playable within Notion.
• Embed Blocks: These blocks pull content from external websites, such as maps, YouTube videos, or designs.
• Database Blocks: Database blocks, including tables and boards, allow users to organize and manipulate structured data effectively.
• Advanced Blocks: Notion offers advanced features like synced blocks and table of contents, which enhance functionality but are beyond the scope of this discussion.

Creating Pages and Subpages

In Notion, you start by creating a new page, which serves as a blank canvas for your content. To create a new page, click “New page” in the left sidebar, use the keyboard shortcut Cmd/Ctrl + N, or tap the + button on mobile.

You can organize your pages by creating subpages within them. A subpage is simply a page nested inside another page, allowing you to create a hierarchical structure.

Navigating Your Workspace and Customizing Your Sidebar

In Notion, every block must reside on a page, whether it’s a simple text block for an email or a complex company operating system. Pages can be housed within team spaces on your sidebar or inside another page.

When a member joins a workspace, they’ll be added to default team spaces. These team spaces organize pages hierarchically, with top-level pages capable of holding nested sub-pages. You can join additional team spaces and access their pages from your sidebar.

To understand where a page resides, check the breadcrumb in the top left, displaying the page’s lineage. Combined with the share menu in the top right, which outlines who can access a page and in what capacity, you get a complete view of a page’s sharing settings.

It’s recommended to keep your sidebar selective for easier navigation, similar to organizing your computer desktop. Typically, a workspace may have a company operating system, a knowledge base, and team spaces for major functions like Marketing, Sales, Engineering, and Design. Sub-pages can further organize content within these spaces.

Sharing with Individuals and Groups

1. Sharing with Individuals: When sharing a document with just one person, it will appear in the shared section of both users’ sidebars. This is ideal for private discussions, HR matters, or anything you wouldn’t want your entire team to see. To share with one person, use the share tab, add their email, choose an access level, optionally add a note, and click invite.
2. Sharing with Teams: Content created or moved into the general team space section can be accessed by all workspace members. Pages in other team spaces are shared with corresponding team members. This promotes transparency and keeps everyone aligned. Examples of shared content include meeting notes, documentation, and project management resources.

Sharing with the Public

Notion allows you to create public pages, serving as makeshift websites for various purposes like job postings, employee resources, or promotional landing pages. When sharing with the public, toggle “share to web” on and set granular permission levels according to your needs, such as search engine indexing and editing access.

Best Practices for Sharing

• Selective Favorites: Pin frequently used or relevant project pages to create a fourth section at the top of your sidebar. Be selective with favorites and unfavorite pages when projects conclude.
• Private Pages: For content meant for a subset of your organization, create private pages first. Then, share them with specific individuals or groups to ensure privacy and targeted collaboration.

Working with Databases

Databases are powerful tools in Notion that allow you to organize and manage collections of pages. Think of a database as a filing cabinet or a notebook where you can store and access related pages.

Creating a Database

To create a database in Notion, use the slash command or the plus sign and select the database category. Choose a layout, such as the table layout, and provide a name for your database. You can then start adding entries and customizing properties based on your requirements.

Understanding Databases

At first glance, a Notion database may resemble a traditional spreadsheet, but its capabilities far exceed those of a typical spreadsheet. Notion databases are dynamic and versatile, offering multidimensional data organization and rich formatting options.

Customizing Properties

You can customize properties by adding new ones or modifying existing ones. For example, you can add a person property to identify the author of each blog post or a date property for the publish date. Each property can be tailored to suit your specific needs, unlocking endless possibilities for organization and management.

Understanding Database Views

Notion databases offer flexibility beyond traditional spreadsheets by allowing the same data to power various layouts. With six different view layouts — tables, lists, calendars, timelines, galleries, and boards — you can choose the most suitable layout for your use case.

Practical Applications

Notion’s database views offer practical solutions for various scenarios. For example, create a calendar view to visualize employee start dates or a board view to organize blog posts by author and status. Experiment with different layouts and configurations to discover what works best for your workflow.

Creating Views

To create a new view, simply use the “Add View” button and select the desired layout. Notion intelligently configures views based on your database properties, making it easy to set up calendars, boards, or other layouts quickly.

Harnessing Data Sources and Database Templates in Notion

1. Optimizing Data Sources: Every time you create a new database or view in Notion, you’re presented with the option to select an existing data source from your workspace. It’s recommended to streamline your workflow by using a few core databases for day-to-day operations, such as meetings, tasks, projects, and documentation. This approach enhances organization and connectivity across your workspace.
2. Leveraging Database Templates: Using database templates ensures consistency and efficiency in your workflows. Templates allow you to define and replicate standardized page structures with a single click, eliminating the need to recreate formats for recurring documents. Whether it’s product requirement docs for engineers, campaign proposals for marketers, or standard operating procedures for HR, templates provide a framework for ensuring essential information is consistently included.
3. Streamlining Document Creation: Unlike traditional word processors where every document starts from scratch, Notion prompts you to choose from a set of templates when creating a new document in a database. This ensures uniformity across documents and reduces guesswork for creators. By combining templates with link views, your organization can maintain a structured and streamlined approach to document creation without the need to revisit the main database frequently.
4. Practical Implementation: Let’s illustrate this with an example. Suppose your team uses a meeting notes table to track all company meetings. Instead of sifting through numerous entries, you can create a new database view specifically for meetings tagged with your project name. By adding filters to this view, you can surface relevant information while maintaining the integrity of the original database.
5. Enhanced Collaboration: Notion enables seamless collaboration by allowing contributors to access and manipulate data without affecting the original database. Any changes made to the data itself reflect universally, ensuring consistency across the workspace. Additionally, you can combine multiple data sources within a single database block, further enhancing organization and accessibility.
6. Personalized Views: As a contributor, you can create a personal page with views of relevant data, focusing on documents tagged with your team or those created by you. This personalized approach keeps you focused on pertinent information while fostering organization and collaboration across the organization.

Using Templates in Notion

Notion provides a vast collection of templates to help you get started quickly. You can access these templates from the sidebar or when creating a new page. The “Starter Templates” are pre-loaded in your workspace when you first sign up, but you can remove or customize them as needed.

You can also browse the Notion Template Gallery for community-made templates covering a wide range of use cases. To use a template, simply click “Use this template” in the template picker, and it will be added to your workspace. Many templates include instructions and guidance to help you get started.

Creating, Deleting, and Switching Workspaces

Creating a New Workspace

Click on the workspace name at the top of the sidebar. In the dropdown menu, select “Create new workspace.” Enter a name for your new workspace and choose whether to make it a Personal or Team workspace. Click “Create” to finish setting up your new workspace.

Deleting a Workspace

Click on the workspace name at the top of the sidebar. In the dropdown menu, hover over the workspace you want to delete and click the three dots (…) that appear. Select “Delete workspace” from the options. Confirm that you want to permanently delete the workspace and all its contents.

Switching Between Workspaces

If you belong to multiple workspaces, you can easily switch between them: Click on the current workspace name at the top of the sidebar. In the dropdown menu, select the workspace you want to switch to. The sidebar will refresh, and you’ll now be working in the newly selected workspace. Alternatively, you can use the keyboard shortcut Ctrl+K (Windows) or Cmd+K (Mac) to quickly open the workspace switcher.

Tips for Using Notion

So, you’re diving into Notion to boost your organization and productivity? Here are a couple of tips and insights from veteran users to help you navigate the vast potential of Notion effectively:

1. Start Simple, Stay Organized:
   Notion’s power can be overwhelming, especially at first. Begin with basic note-taking and gradually explore advanced features like databases and relations as you grow comfortable.

2. Templates Are Your Friends:
   Use templates that align with your workflow. They’re a fantastic way to kickstart your Notion journey and maintain simplicity.

3. Focus on Goals and Knowledge Management:
   Many users find Notion invaluable for goal setting and as a knowledge hub rather than everyday planning. Keep your focus clear and avoid overloading your workspace with unnecessary elements.

4. Utilize Third-Party Integrations:
   Explore integrations like Zapier, Loom, and YouTube for seamless workflow automation, video embedding, and social media scheduling, respectively. These tools can enhance your productivity and streamline your tasks.

5. Be Mindful of Performance:
   Avoid overloading your workspace with excessive images or widgets, as this can impact performance. Keep it clean and efficient for smooth operation.

6. Take Time to Learn and Explore:
   Invest time in understanding Notion’s features and functionalities. Experiment with different ideas, but don’t hesitate to seek guidance from resources like YouTube tutorials, forums, and social media groups.

7. Embrace Iterative Development:
   Start small with each new project or setup and gradually expand as needed. Expect changes and fine-tuning along the way, and don’t rush into a complex setup from the outset.

8. Master Databases and Relations:
   Databases are the backbone of Notion. Invest time in learning how they work, including relations, to leverage Notion’s full potential for organizing and managing your data effectively.

9. Prioritize Learning and Automation:
   Dedicate time to learning about automation within Notion. Once your foundational setup is in place, explore automation features to streamline repetitive tasks and workflows.

10. Function Over Form, But Make It Pretty:
    • While functionality is key, aesthetics matter too.
    • Don’t obsess over aesthetics initially, but do take breaks to make your pages visually appealing.
    • Remember, a well-designed workspace enhances user experience.

11. Personalize Your Workflow:
    • Don’t be afraid to deviate from templates and do your own thing.
    • Tailor your workspace according to your individual requirements and preferences.
    • Learn from others but tailor Notion to match your workflow and style.

12. Harness Advanced Features and Integrations:
    • Explore advanced features like the Notion Web Clipper, relations in databases, and synced blocks. Use tags and searchable elements for efficient organization and retrieval of information.

13. Active Systems in Notion:
    • Consider implementing systems like journaling, weekly reviews, highlight libraries, mind forests, project boards, scrapbooks, recipe databases, and event calendars. These systems can streamline various aspects of your personal and professional life.

14. Cultivate Gratitude and Adaptation:
    • Embrace Notion as a tool that evolves with you. Cultivate gratitude for its ability to adapt to your needs and preferences, ultimately enhancing your productivity and understanding of your own knowledge.

15. Implementing Notion at Scale: Key Principles for Workspace Organization:
    • Maintaining Workspace Cleanliness:
      Similar to tending a garden, Notion administrators and members alike should prune the sidebar to keep the workspace clean and organized. Just as you wouldn’t tolerate a cluttered physical office space, your digital workspace in Notion should also remain clutter-free.
    • Creating Team Spaces:
      Organizing team spaces for major functions within your company ensures accessibility and coherence. At Notion, we have dedicated team spaces for marketing, product, sales, legal, finance, and security, each containing sub-teams with their own home pages for easy navigation.
    • Emphasizing Key Databases:
      Companies should align on three to five key databases, such as meeting notes, docs, and tasks, to facilitate day-to-day work. Databases play a crucial role in maintaining a clean and organized workspace, providing rich properties like tags and metadata for efficient organization.
    • Centralizing Resources:
      Keep all important resources, such as key databases and docs, in the general team space. This centralization ensures that essential information is readily accessible to all team members, regardless of their position in the company.

Conclusion

Notion stands out as a comprehensive workspace solution that caters to diverse organizational and productivity needs. Its array of features, including customizable pages, databases, collaboration tools, and cross-platform accessibility, make it a versatile tool for individuals and teams alike.

Despite its richness in features, Notion maintains a user-friendly interface and offers extensive customization options, allowing users to tailor their workspace to suit their unique workflows. The platform’s flexibility extends to its pricing model, with free and premium plans catering to personal and team requirements.

As users delve into Notion, they are encouraged to start simple, gradually explore advanced features, and personalize their workflow. Embracing iterative development and harnessing advanced features like databases and integrations can unlock Notion’s full potential for organizing, managing, and collaborating on projects.

Moreover, the scalability of Notion is highlighted through the exploration of key principles for maintaining an organized workspace at scale. From maintaining workspace cleanliness to centralizing resources and emphasizing key databases, teams can effectively leverage Notion to streamline their operations and enhance productivity.

In essence, Notion emerges as more than just a productivity tool — it becomes a dynamic platform that evolves with its users, fostering gratitude for its adaptability and commitment to enhancing productivity and knowledge management. With its continued innovation and commitment to user satisfaction, Notion remains a frontrunner in the realm of digital workspaces.