Notion Tips and Tricks for Business Owners to Maximise Productivity

Notion is a productivity app that has gained popularity among businesses.

March 13, 2023

Notion is a productivity app that has gained popularity among businesses for its ability to help streamline workflows, manage projects, and stay organized.

The purpose of this blog post is to provide you with tips and tricks for maximizing your productivity with Notion. Whether you're a business owner, entrepreneur, or freelancer, Notion can help you achieve your goals more efficiently and effectively.

We will be sharing insights and best practices for using Notion that we've learned from our experience with the app and from other business owners who have successfully integrated it into their workflows.

The tips and tricks that we will cover in this post include customizing your workspace, using Notion for project management, incorporating personal productivity techniques, integrating other tools with Notion, and exploring advanced features for power users. By the end of this post, you'll have a comprehensive understanding of how to make the most of Notion and boost your productivity.

Understanding Notion

Notion is a productivity and collaboration app that allows you to create and customize different types of content, such as notes, tasks, wikis, and databases, all within a single workspace. Notion has a range of basic features that can be customized to fit your unique needs, including text formatting, templates, drag-and-drop capabilities, and integration with other tools.

There are several advantages to using Notion for productivity:

  1. Notion allows you to consolidate all of your work-related information in one place, reducing the need for multiple tools and apps.
  2. Its flexibility and customization options allow you to create a workspace that matches your preferred workflow.
  3. Its collaboration features, such as comments, mentions, and shared databases, make working with others on projects and tasks easy.
  4. Notion's mobile app and offline capabilities allow you to access your workspace and stay productive even when you're away from your desk.

Many businesses have successfully used Notion to improve productivity. For example, Notion has been used by digital agencies to manage client projects, by startups to track team goals and KPIs, and by remote teams to collaborate on tasks and documents. One notable example is the team at Intercom, who have used Notion to organize their product roadmap, manage their hiring pipeline, and keep track of their editorial calendar. By using Notion, these businesses have been able to streamline their workflows, increase efficiency, and improve collaboration among team members.

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Tips for Maximizing Productivity with Notion

Notion is a versatile productivity tool that can be customized to fit your specific needs. By taking advantage of its many features, you can create a workspace that works best for you. Here are some tips for customizing your workspace in Notion:

Customize your Workspace

Create Templates

One of the best ways to customize your workspace is to create templates. Templates are pre-designed pages that you can use as a starting point for your own content. They can save you a lot of time when creating new pages, and they can be customized to fit your unique needs.

To create a template in Notion, simply create a new page, design it to your liking, and then select "Duplicate Page as Template" from the "..." menu. You can then save the template and use it as the basis for future pages.

Some examples of templates that you might find useful include a meeting notes template, a project planning template, or a daily to-do list template.

Organize your Workspace

Notion allows you to create pages within pages, which can be helpful for organizing your workspace. You can create a hierarchy of pages, with a main page at the top and sub-pages below it. This allows you to keep related content together and makes it easier to navigate your workspace.

You can also use tags to organize your pages. Tags are keywords that you assign to pages to help you find them later. For example, you might use tags to categorize pages by project, priority level, or status.

Use Shortcuts

Notion has a variety of keyboard shortcuts that can save you time and make it easier to navigate your workspace. Some of the most useful shortcuts include:

  • Command + P: Opens the search bar, allowing you to quickly find pages and content.
  • Command + T: Creates a new page.
  • Command + D: Duplicates the current page.
  • Command + Shift + L: Opens the "Add to Favorites" menu, allowing you to quickly access your most frequently used pages.

By customizing your workspace in Notion, you can create a more efficient and productive workflow. Templates, organization, and shortcuts are just a few of the many ways you can customize Notion to fit your needs.

Use Notion for Project Management

Notion is a powerful tool for project management, allowing you to track tasks, deadlines, and progress all in one place. Here are some tips for using Notion to manage your projects:

Create a Database for Tasks and Projects

Notion's database feature allows you to create a central location for all your tasks and projects. You can customize the database to fit your needs, adding fields for deadlines, priorities, and more.

To create a database in Notion, start by creating a new page and selecting "Database" from the menu. From there, you can add fields and customize the layout to fit your needs.

Once you've created your database, you can use it to track all your tasks and projects in one place. You can easily sort and filter the information, making it easier to stay organized and on top of deadlines.

Use Boards to Track Progress

Notion's board feature allows you to track the progress of your projects visually. Boards use columns to represent stages of a project, such as "To Do," "In Progress," and "Completed."

To create a board in Notion, start by creating a new page and selecting "Board" from the menu. From there, you can add columns and customize the layout to fit your needs.

Once you've created your board, you can drag and drop tasks between columns to represent their progress. This allows you to quickly see the status of your projects and identify any bottlenecks or issues.

Collaborate with Team Members

Notion's collaboration features make it easy to work with team members on projects. You can share pages and databases with team members, allowing them to view and edit the information.

To share a page in Notion, simply click the "Share" button and enter the email address of the person you want to share it with. You can then choose whether they have view-only access or can edit the page.

By using Notion for project management, you can stay organized, track progress, and collaborate with team members all in one place. With databases, boards, and collaboration features, Notion is a powerful tool for managing your projects.

Incorporate Personal Productivity Techniques

In addition to its project management features, Notion can also be used to incorporate personal productivity techniques into your workflow. Here are some popular techniques you can use in Notion:

Use the Pomodoro Technique

The Pomodoro Technique is a time management technique that involves working for a set period of time (usually 25 minutes) and then taking a short break (usually 5 minutes). This cycle is repeated several times, with longer breaks taken after a certain number of cycles.

To use the Pomodoro Technique in Notion, you can create a timer on a page or in a database. You can also create a template that includes a timer and the fields you need to track your progress.

By using the Pomodoro Technique, you can break your work into manageable chunks and stay focused for shorter periods of time.

Create a Weekly Schedule

Creating a weekly schedule can help you stay organized and ensure you're making progress on your goals. You can use Notion to create a template for your weekly schedule, including time blocks for different tasks and goals for the week.

To create a weekly schedule in Notion, start by creating a new page and selecting a template that includes a weekly schedule. From there, you can customize the template to fit your needs.

By creating a weekly schedule in Notion, you can ensure you're making progress on your goals and staying focused on your priorities.

Use the Eisenhower Matrix

The Eisenhower Matrix is a tool for prioritizing tasks based on their urgency and importance. Tasks are sorted into one of four quadrants: urgent and important, important but not urgent, urgent but not important, and neither urgent nor important.

To use the Eisenhower Matrix in Notion, you can create a database or a template that includes the quadrants and fields for each task. You can then sort and filter the information to focus on the tasks that are most important and urgent.

By using the Eisenhower Matrix in Notion, you can prioritize your tasks and ensure you're focusing on the most important work.

Integrate Other Tools with Notion

Notion integrates with a wide range of other tools, allowing you to streamline your workflow and increase your productivity. Here are some tools you can integrate with Notion:

Use Zapier to Automate Workflows

Zapier is a tool that allows you to automate workflows between different apps. You can use Zapier to create "Zaps" that connect Notion with other apps, such as Gmail, Trello, and Slack.

For example, you could create a Zap that automatically adds a new task to your Notion database when you receive an email with a certain label in Gmail. This can save you time and reduce the need for manual data entry.

Connect Google Drive and Other Cloud Storage Services

Notion allows you to embed files and documents from Google Drive and other cloud storage services directly in your pages. This makes it easy to access and collaborate on documents without leaving Notion.

To embed a file from Google Drive in Notion, simply click the "Embed" button and select "Google Drive" from the menu. From there, you can select the file you want to embed.

Use Integrations with Communication Tools like Slack or Zoom

Notion integrates with a range of communication tools, such as Slack and Zoom. This allows you to use Notion as a central hub for your communication and collaboration with team members.

For example, you could create a Slack channel dedicated to a specific project and link to the Notion page or database for that project. This can help ensure everyone is on the same page and has access to the information they need.

Notion can be used with a variety of other apps.

Advanced features for experienced users

If you've been using Notion for a while, you might be looking for ways to take your productivity to the next level. Here are some advanced features that can help you achieve just that.

Database queries and filters

Notion's databases are a powerful way to store and organize information. But what if you want to find specific items within your database? That's where queries and filters come in.

Queries allow you to search your database for specific criteria, such as all items assigned to a certain team member or all tasks due by a certain date. Filters allow you to narrow down your database view to only show items that meet specific criteria.

To create a query or filter in Notion, go to the top of your database view and click "Add a filter." From there, you can choose from a variety of criteria to filter by, such as text, date, or person.

Templates and advanced formulas

Notion offers a wide variety of templates to help you get started with different types of pages and databases. But did you know you can create your own custom templates, complete with advanced formulas and integrations?

By creating your own templates, you can save time and streamline your workflow. For example, you could create a custom template for project planning that includes a task database, a calendar view, and a list of project stakeholders. You could even include advanced formulas that automatically calculate task duration or project cost.

To create a custom template in Notion, start by creating a page or database with all the elements you want to include. Then, click the three dots in the top-right corner of the page and select "Duplicate." Finally, rename the page or database and save it as a template.

Embedding external content and media

Notion is more than just a note-taking app – it's a versatile platform for organizing all kinds of information. One way to extend its functionality is by embedding external content and media.

For example, you could embed a Google Map into a travel itinerary page, or a YouTube video into a presentation page. Notion supports a wide variety of content sources, including Google Drive, Dropbox, YouTube, and more.

To embed external content in Notion, start by creating a new page and selecting the "Embed" block. Then, paste in the URL of the content you want to embed and Notion will automatically generate a preview.

Automation with Notion API and third-party integrations

If you're a power user looking to automate your workflow, you'll be pleased to know that Notion offers a powerful API and a wide range of third-party integrations.

With the Notion API, you can create custom scripts and tools that interact with your Notion content. For example, you could create a script that automatically adds new tasks to your task database when you receive an email.

Notion also integrates with a wide range of third-party tools, including Zapier, Trello, Slack, and more. By connecting Notion with these tools, you can automate tasks, streamline workflows, and save time.

To explore Notion's API and third-party integrations, start by visiting Notion's developer documentation or browsing the integrations available in the Notion app store.


In conclusion, Notion is a powerful productivity tool that can revolutionize the way you work. By customizing your workspace, using Notion for project management, incorporating personal productivity techniques, and integrating other tools, you can maximize your productivity with ease.

To take your productivity to the next level, experienced users can explore advanced features such as database queries and filters, templates and advanced formulas, embedding external content and media, and automation with Notion API and third-party integrations.

We encourage you to try Notion and experience the benefits of increased productivity firsthand. With its user-friendly interface and versatile features, Notion is sure to become an indispensable part of your workflow.

If you're ready to get started with Notion, click here to sign up.

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