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What is Notion, and How Can It Help Your Business?

Notion is a cloud-based productivity and collaboration platform that combines notes, documents, databases, wikis, project management tools, and more, all in one place. It’s increasingly popular among startups, remote teams, and growing businesses for its flexibility and user-friendly design.

What is Notion?

Notion is an all-in-one workspace designed to help teams and individuals organize information, manage projects, and collaborate seamlessly. Unlike traditional tools that focus on just one area (e.g., document storage or project management), Notion brings together:

  • Notes & Docs

  • Task Lists & Kanban Boards

  • Databases & Tables

  • Wikis & Knowledge Bases

  • Calendars and More

Notion is a web-based platform, with apps available for desktop and mobile, and all content is synced in the cloud.

How Can Notion Help Your Business?

One Central Source of Truth:
Keep all your documents, policies, and procedures in a single, easily accessible location. No more searching across email threads or network drives.

Flexible Structure:
Organize content according to your team's preferred method, such as by project, client, department, or workflow.

Collaboration:
Real-time editing, commenting, and sharing mean everyone is on the same page. Great for remote teams.

Templates and Automation:
Leverage pre-built templates for meeting notes, onboarding, project trackers, and more. Custom databases enable automation and facilitate reporting.

Integration:
Connect with tools like Slack, Google Drive, Zapier, and more for a connected workflow.

Potential Downsides & Limitations

Learning Curve:
Notion is very flexible, which can make it overwhelming to set up and optimize at first.

Complexity for Large Teams:
As your workspace grows, it’s easy for pages/databases to become messy or complicated to navigate without clear guidelines.

Export/Backup:
While you can export content, Notion is less open compared to tools like Google Docs or Confluence for advanced backup and integration options.

Pricing:
Free for small teams or personal use, but enterprise features (permissions, SSO, audit logs) are on paid plans.

Best Practices for Using Notion

Start Simple:
Don’t try to recreate every process on Day 1. Start with a simple knowledge base, then add project management or client tracking.


Create a Clear Structure:
Use a logical page hierarchy, think of it as Home > Department > Project > Knowledge. Keep navigation simple.


Standardize Templates:
Set up company-wide templates for meeting notes, client onboarding, SOPs, etc. This keeps consistency as your team grows.


Permissions Management:
Use Notion’s permissions features to control who can see or edit sensitive content (especially client data).


Regularly Review and Clean Up:
Appoint a “Notion Champion” or admin to review content every quarter, archive or delete outdated pages, and reorganize as needed.


Train Your Team:
Run onboarding sessions or share short training videos on using Notion efficiently.


Integrate, Don’t Isolate:
You can link out to external tools (such as Google Drive, HubSpot, Xero, etc.) where needed. Don’t duplicate data if another system is the “source of truth.”


Final Word

Notion can transform how your team works if you invest time upfront in setup, training, and ongoing management. It’s best for organizations that value flexibility, collaboration, and a digital-first approach to knowledge sharing.

Need help setting up Notion for your finance team or client-facing documentation? Reach out to your Savvy-CFO advisor for best-in-class templates and process tips.