By NotionPlates Staff
blog post cover

How to Use Notion for Productivity - Tips & Hacks

February 2, 2024

Easy Notion hacks to improve your productivity. Find tips on task management, team collaboration, and custom setups in this Notion guide.


Notion has become a go-to tool for anyone looking to get their work and life organized. It’s a flexible platform that combines note-taking, task management, project tracking, and much more.

The real deal with Notion, though, is not just what it can do but how you can use it to make your day-to-day tasks easier and more efficient.

This guide is all about making the most out of Notion, whether you're just starting or you've been using it for a while.

We're going to walk through a bunch of tips and tricks that can really change how you use this tool.

From setting it up right to digging into some cool features and ways to link it with other apps, we’ve got you covered.

Check out this good example of what's possible in Notion:

projectos Pro notion template

Notion can change the way you handle your to-do lists, manage your projects, and work with your team.

It’s great for keeping your own stuff organized, but it’s also awesome for working together with others.

We’ll take you from the basics of getting around in Notion to using its full set of tools.

You’ll learn how to make it work for you, whether you need it for personal projects or for team collaboration.

By the end of this, you’ll not only know your way around Notion but also have a bunch of handy methods to make your work smoother and faster.

We’re going to start with the basics: setting up and getting familiar with Notion.

We’ll show you how to get your workspace ready and make it just right for what you need.

Let's start on a clean sheet!

starting with notion

Getting Started with Notion

Starting with Notion can feel a bit overwhelming at first, but once you get the hang of it, you’ll see how it can make your life a lot easier.

Here’s a simple guide to get you set up and moving smoothly.

1. Creating Your Account and Basic Navigation: First things first, you need to create an account. It’s pretty straightforward – just sign up with your email.

Once you’re in, take a moment to explore.

You’ll see a sidebar that helps you navigate between your pages, a main workspace where all the action happens, and a plus sign (+) for adding new stuff.

2. Understanding Pages and Blocks: Notion works with pages and blocks. Think of pages like documents or folders where you store your stuff.

Blocks are the building blocks of your pages – they can be text, images, to-do lists, and more.

You can add blocks to pages by simply typing or using the slash command (/) for more options.

3. Setting Up Your First Page: Let’s start by creating a page.

Click on the plus sign or use the shortcut Ctrl + N (or Cmd + N on Mac).

You can name your page anything – 'My Tasks', 'Project Plan', you name it.

Then start adding blocks. You can type in notes, add a to-do list, or even embed files.

4. Customizing Your Workspace: Make Notion yours. Change up the look of your page with different colors and fonts.

You can drag and drop blocks and pages to organize them your way.

Add icons and cover images to your pages to make them easy to spot.

Find original pre-made Notion covers here!

Like these:

boho cover collection

5. Basic Shortcuts and Tips: Learning a few shortcuts can save you a lot of time. Ctrl + / brings up a list of commands, Ctrl + P lets you search everything quickly, and @ lets you mention a date or another page.

Starting with Notion is all about playing around and seeing what works for you. Set up a page, try adding different kinds of blocks, and rearrange them to see what feels right.

In the next section, we’ll dive into some of Notion’s cooler features and how you can use them to step up your productivity game.

Advanced Features of Notion

Once you're comfortable with the basics of Notion, it’s time to explore some of the advanced features that can really supercharge your productivity.

These features are what make Notion more than just a note-taking app. Let’s dig into them.

1. Database Functionality: One of Notion’s standout features is its database capabilities. You can create tables, boards, lists, and calendars that are not only visually appealing but also incredibly functional. What's cool is that you can view the same data in different formats.

For example, your project tasks can be viewed as a list, a Kanban board, or a calendar. To create a database, simply click on the "+" sign and select the type of database you want to create.

2. Advanced Page Properties: Pages in Notion can hold a lot more than just text and images.

By using page properties, you can add specific details like dates, statuses, or tags.

These properties make it easy to organize and find your pages.

You can even link pages together, creating a web of related notes and documents.

3. Templates: Notion’s template feature can save you tons of time. Instead of creating new pages from scratch, you can use templates for things like meeting notes, project plans, or habit trackers.

You can either use Notion’s built-in templates or create your own custom templates.

To create a template, simply set up a page the way you want, then click on the menu (three dots) and select "Turn into a template."

Check out some templates here!

Like the Free Year Planner Template:

Get the Free Year Planner template here

4. Formula, Rollup, and Relation Columns in Databases: For those who love to get technical, Notion’s databases support formula, rollup, and relation columns.

Formulas let you perform calculations within your database, rollups can pull in data from other databases, and relations help you connect different databases.

These features can turn a simple table into a powerful tool for managing complex projects and data.

5. Embedding External Content: Notion allows you to embed content from other services directly into your pages. You can add maps, videos, Figma designs, or even Google Docs.

This feature is especially useful for centralizing all your resources in one place. To embed something, click on the "+" sign and choose the embed option.

6. Advanced Search and Filters: As your Notion workspace grows, finding specific information can become challenging. Luckily, Notion has robust search and filtering capabilities.

You can search across all your pages and use filters to narrow down your search results. This is incredibly useful for quickly accessing the information you need.

7. Automations and API Integrations: For the tech-savvy, Notion’s API opens up a world of automation possibilities. You can connect Notion to other tools and services, creating automated workflows that save time and reduce manual work.

For instance, you can automate the process of adding tasks to Notion from your email or sync your calendar with your Notion workspace.

sharing and protecting notion

8. Shared Workspaces and Permissions: Notion is also great for teams. You can share workspaces with others, assign tasks, and collaborate in real-time.

Notion’s permission settings allow you to control who can see and edit different pages, making it a secure option for team collaboration.

9. Using Notion Offline: You don’t always need an internet connection to use Notion. The app has an offline mode that allows you to access and edit your pages without being online.

This is particularly handy for those times when you’re on the go or have an unreliable internet connection.

By leveraging these advanced features, you can turn Notion into a powerhouse of productivity. It's all about finding the right mix of tools and features that fit your workflow.

notion task management

Task Management and Organization in Notion

Notion is amazing as a tool for managing tasks and organizing work or personal projects.

With all it's features, you can create a system that not only keeps track of what you need to do but also helps you organize and prioritize your work in an intuitive way.

Here's how to use Notion for effective task management and organization.

1. Setting Up a Task Management System: The first step is to set up a system for your tasks. You can do this by creating a new page and then adding a database.

Choose a format that suits you – a simple list, a Kanban board, or a calendar.

For most people, a combination of a list for detailed tasks and a calendar for deadlines works well.

  • Lists: Perfect for detailed task breakdowns. You can add properties like due dates, priority levels, and status (e.g., To Do, In Progress, Done).

  • Kanban Boards: Great for visualizing work in stages. Each column can represent a stage of your workflow, like 'Ideas', 'In Progress', and 'Completed'.

  • Calendar: Ideal for keeping track of deadlines and important dates.

2. Prioritizing and Organizing Tasks: Once your system is set up, it’s important to prioritize and organize your tasks. Use properties like 'Priority' and 'Due Date' to sort tasks. Notion allows you to filter and sort tasks, so you can always focus on what’s most important.

3. Recurring Tasks and Reminders: For tasks that happen regularly, you can set them as recurring. This way, they automatically show up in your task list or calendar at specified intervals.

You can also set reminders for individual tasks to make sure you never miss deadlines.

4. Project Planning and Tracking: Notion is great for more than just simple to-do lists; it’s also powerful for project planning and tracking. You can create a separate page for each project and include a variety of content like tasks, notes, documents, and more.

Linking pages and databases can help you keep all related information in one place.

5. Using Templates for Task Management: To save time, use Notion’s templates for task management. There are templates for everything from personal task management to complex project tracking. You can also create your own templates based on your specific needs and workflows.

Check out the Task Architect template here!

Task Architect template

6. Collaborating on Tasks: If you’re working with a team, Notion makes collaboration easy. You can share pages or entire workspaces with teammates, assign tasks to people, and see updates in real-time.

Comments and mentions make it easy to communicate and keep everyone on the same page.

7. Integrating with Other Tools: If you use other tools for tasks or project management, you might be able to integrate them with Notion. This way, you can have all your information centralized in one place.

For example, you could integrate Notion with your email to automatically turn emails into tasks.

8. Personalizing Your Task Management Experience:

Finally, don’t forget to personalize your task management setup.

Notion offers a lot of flexibility, so experiment with different layouts, properties, and views until you find what works best for you.

Your task management system should fit your personal workflow and make your life easier, not more complicated.

By following these steps, you can turn Notion into a powerful tool for managing your tasks and projects.

Whether you’re keeping track of daily chores or managing complex projects, Notion can be customized to meet your needs.

notion integrations

Integrating Notion with Other Tools

One of the strengths of Notion is its ability to integrate with a wide range of other tools and platforms.

These integrations can improve your workflow, allowing you to centralize various aspects of your work or personal life in one place.

Let’s get into how you can connect Notion with other tools and the benefits of doing so.

1. Common Integrations: Notion supports integration with many popular tools. This includes project management software like Trello and Asana, communication tools like Slack, and even Google Calendar. These integrations allow you to import data from these tools into Notion or vice versa.

2. Using Notion with Google Calendar: Integrating Google Calendar with Notion can be a game-changer for managing your schedule.

You can sync your calendar events with a Notion page, giving you a unified view of your tasks and appointments. This integration ensures that you don’t miss important deadlines and meetings.

3. Connecting with Communication Tools like Slack: For those who use Slack for team communication, integrating it with Notion can boost productivity.

You can set up notifications to be sent to a Slack channel whenever changes are made in Notion. This keeps everyone updated and ensures that important updates don’t get lost in the shuffle.

4. Linking with Project Management Tools: If you’re using project management tools like Trello or Asana, integrating them with Notion can help centralize your project information.

You can import your tasks and projects into Notion, allowing you to manage everything in one place. This integration can be particularly useful for teams that use multiple tools for different purposes.

5. Email Integration: Integrating your email with Notion can help you keep track of important messages and tasks. You can turn emails into tasks or notes in Notion, ensuring that critical information is always at hand.

6. Automations with Zapier and IFTTT: For more advanced integrations, tools like Zapier and IFTTT can connect Notion with hundreds of other apps. These services allow you to create automated workflows. For example, you can set up a zap to create a new task in Notion whenever you star an email in Gmail.

7. Using APIs for Custom Integrations: For those with technical know-how, Notion’s API opens up possibilities for custom integrations. This is ideal for businesses or individuals with specific needs that standard integrations don’t meet.

Integrating Notion with other tools can significantly improve your productivity by upgrading your workflows and centralizing all your information.

With a bit of setup, you can create a system that works great across your most-used tools.

collaborating with people

Collaboration and Teamwork in Notion

Notion is even better when used for team collaboration.

Its features are designed to support teamwork, which makes it easy to share information, track progress, and communicate effectively.

Here’s how you can use Notion to enhance collaboration and teamwork.

1. Shared Workspaces and Pages: In Notion, you can create shared workspaces and pages that everyone on the team can access. This is perfect for keeping all team-related documents, notes, and tasks in one place.

You can set up different pages for different projects, meetings, or departments, ensuring that everything is organized and easy to find.

2. Real-Time Collaboration: One of the best things about Notion is that it supports real-time collaboration.

Team members can work on the same page simultaneously, making it ideal for brainstorming sessions or collaborative editing. Changes are synced instantly, so everyone always has the latest version.

3. Task Assignment and Tracking: Notion makes it easy to assign tasks to team members. You can add a person as a property in your task database, which makes it clear who is responsible for what. Team members can update the status of their tasks, providing visibility into the progress of projects.

4. Commenting and Discussion Threads: Each page in Notion has a commenting feature where team members can leave feedback, ask questions, or start discussions. This is a great way to keep communication about specific topics or tasks organized and accessible to everyone involved.

5. Integrating with Communication Tools: Integrating Notion with communication tools like Slack can further enhance team collaboration. You can set up notifications or use bots to post updates from Notion directly into Slack channels. This ensures that important information is communicated promptly.

6. Access Controls and Permissions: Notion allows you to control who has access to what information. You can set permissions for each page, determining who can view, edit, or comment. This is essential for managing sensitive information and ensuring that only relevant team members have access to certain data.

7. Using Templates for Standard Processes: To improve team workflows, you can create and use templates in Notion. Templates for meeting notes, project plans, or onboarding documents can save time and ensure consistency across the team.

Check out the Team Manager OS template for example!

team manager os template

Using Notion for teamwork can transform how your team operates, making collaboration more seamless and efficient.

With shared workspaces, real-time collaboration, and organized communication, Notion can be a valuable asset for any team.

Personalizing Notion for Your Needs

Notion stands out for its flexibility and the ability to tailor it to your personal or professional needs. Whether you're a student, a freelancer, or part of a large team, Notion can be customized to fit your specific workflow.

Here’s how you can personalize Notion to make it truly yours.

1. Customizing the Look and Feel: Notion allows you to change the appearance of your pages to suit your style. You can choose from different fonts and color themes to make your workspace more visually appealing.

Adding cover images and icons to your pages not only makes them look good but also helps in quickly identifying different sections or projects.

2. Creating Custom Templates: One of the most powerful ways to personalize Notion is by creating custom templates. Templates can be made for just about anything – daily journals, project plans, reading lists, etc.

By setting up templates that match your workflow, you can save time and maintain consistency in how you organize information.

3. Tailoring Your Dashboard: Your Notion dashboard is the central hub where you can access all your important pages and databases.

By customizing your dashboard, you can have quick access to the things you use most. You can set up widgets, embed useful tools, or create shortcuts to frequently used pages.

4. Integrating Personal Tools and Services: Notion’s ability to integrate with other tools means you can bring in content from services you use regularly.

Whether it’s your Google Calendar, Trello boards, or even simple widgets like weather apps, integrating these into your Notion setup can create a more unified personal workspace.

5. Organizing Content with Linked Databases: For those who have a lot of content in Notion, using linked databases can help organize information more effectively.

You can create master databases and then link to them from different pages, ensuring that all related content is easily accessible but still well organized.

By customizing Notion to fit your personal needs and workflow, you can turn it into an even more powerful tool.

Try to find the right balance of functionality and aesthetics to create a workspace that’s both efficient and enjoyable to use.

Want to start using Notion with some simple planner templates?

Check out 3x Free Planners here!

3x free planners for notion

Conclusion and Additional Resources

That wraps up our article into upgrading your productivity with Notion.

From setting up your workspace to exploring advanced features, and from personalizing your experience to collaborating with teams, Notion offers an incredible range of functionalities to upgrade your work and life.

Remember, the key to success with Notion is experimentation – try out different features and setups to find what works best for you.

For more insights and tips, check out Notion’s own guides and community forums.

Check out our premium templates here!

Frequently asked questions (FAQ)

a person being interviewed.

What is a Notion Template?

A Notion template is a published Notion page that can be duplicated. Share the page to your preferred workflows as well as duplicate other processes that you want to employ.

How do i use a Notion Template?

Simply follow these instructions to copy a template:

1. Locate the template you want to duplicate.
2. From the dropdown menu, choose the workspace where you want to clone the template.
3. Select the "Duplicate" button, which is highlighted in blue.

If you are already logged in, the template will be copied in your preferred workspace. If you are not logged in or do not have a Notion account, you will be required to sign in or establish one before continue.

How do i share a Notion Page?

Sharing a Notion page allows you to collaborate with individuals both within and outside your workspace.

Follow these steps to share a page:

1. Start by locating your Private page in the sidebar.
2. Navigate to the top right corner of the page and click on the "Share" button.
3. Choose the "Add People" option from the menu.
4. In the provided box, enter the email address of the person you wish to share the page with.
5. Select the appropriate level of access from the available options, such as full access, view-only, or commenting rights.
6. Finally, click on the "Invite" button to send the invitation.

What are some popular Notion integrations?

Notion integrates with various apps and services, including Slack, Google Drive, Zapier, and more. These integrations allow you to enhance Notion's functionality and streamline your workflows.

What is Notion AI and how can I use it?

Notion AI can help you write better, faster, and more creatively by generating, transforming, and summarizing text. You can also use Notion AI to automate simple tasks, such as creating action items, translating languages, or explaining technical terms.

How can I use Notion formulas and databases?

Notion formulas and databases are powerful features that allow you to create custom properties, calculations, and views for your data.

You can use formulas to perform operations on your database properties, such as adding numbers, combining text, or finding the time between two dates.

You can also use databases to store and organize different types of information, such as tasks, notes, projects, or contacts. You can create different views for your databases, such as tables, calendars, boards, or galleries.

Finally, you can also link databases to each other using relations and rollups, which enable you to access and manipulate data across multiple databases.

How can I collaborate with others on Notion?

You can collaborate with anyone you want, and control their level of access and permissions. Here are some ways you can collaborate with others on Notion:

1. Add members to your workspace: Invite teammates, friends, or clients to collaborate on pages. Create groups for easier sharing.

2. Share individual pages: Invite specific people to view, comment, or edit pages. Useful for external collaboration or sharing confidential content.

3. Publish pages to the web: Transform pages into public websites accessible via a link. Enable comments and permit page duplication, ideal for blogs, portfolios, and more.

How can I import and export data to Notion?

You can import and export data to Notion in various formats, such as PDF, HTML, Markdown, CSV, and more.

To import data, you can use the Import button on the left sidebar of any Notion page and choose the file format you want to import from.

To export data, you can use the Export option from the ••• menu on the top right corner of any Notion page and choose the file format you want to export to.

You can also export your entire workspace or include subpages in your export.