Should I use Notion? You’re not the only one wondering this.
In this article, we are going to review Notion.so software and show you why Notion is attracting so much attention.
Notion is a flexible all-in-one productivity and collaboration tool that provides a platform for creating and managing all kinds of content. You can use Notion for notes, documents, databases, project boards, wikis, calendars, and more.
Notion also offers powerful tools for team collaboration and project management. It also supports integrations with Slack, Google Calendar, and many other tools and services.
Is Notion for you? The answer to this question depends on your specific requirements and preferences. It's a powerful tool with great potential for organization and productivity, but its benefits and drawbacks should be considered in the context of your individual or team workflow and goals.
Notion offers a range of features and tools that make it a powerful and versatile tool for personal organization, team collaboration, and knowledge management. Whether you're managing tasks, projects, information, or knowledge, Notion's flexibility and features can be adapted to meet your specific needs.
Here are the pros of using Notion.
Versatility and Flexibility: Because Notion is so flexible, you can adapt it for just about any purpose. From note-taking and bookmarking to customized workflows, team collaboration spaces, project planning templates, and customer relationship management—if you can think it, you can build it and customize it in Notion.
Relational Databases: What sets Notion apart from many other apps is its databases. Unlike simple lists or spreadsheets, Notion databases can be linked across many different pages. Combined with powerful filtering, sorting, and view options, Notion databases are ideal for finding value in data and managing interconnected projects.
Collaboration Features: Although Notion works well for individuals, it really shines for teams and remote workers. With Notion, teams can collaborate in real time and share documents and comments seamlessly. Notion also supports wikis and other reference material, so everyone on the team has access to the same information.
Cons Of Using Notion
Notion is powerful and flexible, but it might not be for everyone. Understanding its limitations can help you make an informed decision about whether Notion is the right tool for your needs or if an alternative app may be a better fit.
Here are the cons of using Notion.
Learning Curve: For the same reason Notion is so flexible and adaptable, it can seem as though Notion is overwhelming at first. New users will need to take some time to learn about Notion’s extensive features and options. Fortunately, there is a huge amount of information available online—from both Notion and the massive Notion ecosystem—to help you find answers to any questions you may have.
Offline Access: Notion features are limited without an internet connection. This is because Notion must be online to load, manage, and sync its databases. There are some limited workarounds, but really Notion is not ideal for anyone who frequently needs to work without an internet connection.
Pricing: Notion’s Free level provides a huge range of features for individual users and some limited collaboration options. But the most powerful collaboration tools are only available to paid users. If you need a free, full-featured shared workspace solution, Notion might not work for you.
Notion has many features that make it great for everything from personal and professional note-taking to complex project management.
Here are some of the best Notion features. Read on to see why Notion is the best choice for so many different purposes.
Notes and Documents: Create and format notes and documents with a rich text editor. Documents can include headings, tables, images, and embedded rich media including images, videos, websites, and files.
Databases: Build and link relational databases for information organization, project tracking, task management, and more. You can add multiple data types and unlimited custom properties. Sort, filter, and create custom views of your data.
Templates: Create custom templates to save time with standardized page layouts. Generate to-do lists, meeting agendas, checklists, document section headers, and more with a simple click.
Knowledge Base and Wiki: Build a knowledge base or wiki by creating interconnected pages that serve as an internal documentation resource.
Web Clipper: Save web content, articles, and links directly into Notion for easy reference later.
Flexible Views: Organize, view, and visualize data and content in Calendar View, Gallery View, Board View, and more.
Formula and Rollup Properties: Perform calculations within databases using formula and rollup capabilities.
Search and Filter: Locate information quickly using powerful search and filter functions.
Cross-Platform Availability: Access Notion on the web, as a desktop application (Windows and macOS), and through mobile apps (iOS and Android).
Integration: Bring data into Notion and streamline your workflow by connecting with other applications and services.
Who Uses Notion?
Notion is so popular because it can fit the needs of almost any workflow, project, or team. It’s a great choice for anyone who needs a versatile, adaptable tool for capturing notes and information, managing and finding data, and planning and executing tasks and projects.
Here are just a few of the categories of people using Notion to take their work to the next level.
Teachers and students
Bloggers and content creators
What Is Notion Good For?
Notion is good for just about any personal or professional use cases you can imagine. Here are ten things Notion is especially good for. The best thing about Notion is that you can do all of these things—and many more. You aren’t limited to just one use for this powerful, flexible application.
Note Taking: Notion is excellent for capturing, organizing, and locating your notes when you need them. You can link your notes for easier access later.
Task and Project Management: With Notion, you can create to-do lists, sort and prioritize tasks, and link project components together. View projects using boards, calendars, and customized databases.
Wikis and Knowledge Management: Centralize and organize knowledge by using Notion templates to build a Wiki. Use powerful filters to quickly find reference documents, decision records, roadmaps, guidelines, and more.
Content Creation: With support for customizable templates, calendar views, and easily searchable notes and databases, Notion is perfect for helping writers, bloggers, and other content creators streamline their work and concentrate on what’s important.
Collaboration: On-site and remote teams can use Notion to work together using shared information and real-time collaboration tools. Project management features like Kanban-style boards help keep the team on track.
Customer Relationship Management: With Notion’s powerful and flexible databases, you can track customer interactions, manage sales pipelines, and manage customer relationships.
Meeting and Event Management: Notion can be used to schedule and organize meetings, manage agendas, and track action items.
Personal Finance: Users can create databases for budgeting, expense tracking, and financial planning.
Researchers: Researchers can use Notion for organizing research materials, bibliographies, and academic notes.
Students: K-12 and college students can use Notion to take notes, capture syllabus and other reference documents, perform research, track assignment due dates, and view class schedules.
How Much Does Notion Cost?
Notion offers a range of pricing options. The good news is that there is a free tier. Whether the premium tiers are worth the added costs depends on your specific needs and how much value you see in the added features.
Here's an overview of Notion's pricing:
Free: That’s right—Notion has a Free level offering access to a huge range of features. You can even invite 10 guest users to use limited collaboration tools.
Plus: At $8/month, the Plus level is a great deal. You get everything in the Free level, plus unlimited file uploads and the ability to invite 100 guests.
Business: At $15/month, the Business level is perfect for companies that need to connect multiple teams. At this level, you can invite 250 guests.
Enterprise: The Enterprise level provides advanced controls and support for entire organizations making complex use of Notion. In addition to all features provided at the lower levels, Enterprise offers advanced security controls, compliance integrations, audit logs, user provisioning, and workspace analytics—all supported by a dedicated customer success manager. (Cost of this level depends on organization size and requirements and is quoted directly.)
Notion is a versatile productivity app that offers a huge combination of features and customization options. However, Notion may not be the best choice for everyone. Some users prefer more specialized apps that excel in specific areas, such as Jira for software development teams, Todoist for task management, or Trello for project tracking. The choice of the "best" productivity tool also depends on your comfort with the learning curve, your budget, and whether you prioritize simplicity or comprehensive features.
Here's a quick overview of some other popular productivity apps to help you make an informed choice:
Todoist: Specializes in task and project management with a simpler, easy-to-use interface. It excels at creating and managing to-do lists and tasks.
Trello: Primarily focuses on Kanban-style project and task management. It's straightforward and visual, making it easy to manage projects using cards and boards.
OneNote: Provides a digital notebook for taking notes, annotating documents, and organizing information, and it integrates well with the Microsoft Office ecosystem.
Google Workspace (formerly G Suite):
Google Workspace: Offers a suite of productivity tools, including Gmail, Google Docs, Google Sheets, and Google Drive, for communication and document collaboration.
Asana: Specializes in project and task management with features like task assignments, due dates, and project tracking. It's designed for streamlined project workflows.
Jira: Specializes in agile project management and issue tracking, making it an ideal choice for software development teams.
Ultimately, the "best" productivity tool for you is the one that aligns most closely with your unique needs, workflow, and preferences. It's a good idea to explore Notion and compare it with other productivity tools to determine which one best suits your requirements.
The good news is that all of these apps—Notion included—offer free or trial versions so you can test them out and find the one that works best for you.
Is Notion Overwhelming?
Many people find Notion to be incredibly useful, but it can feel overwhelming to some users, especially when they are first getting started. All of the features and tools that make the platform so flexible and powerful do take some time to learn.
Here are some of the aspects of Notion that some users may find overwhelming:
Flexibility and Customization: Notion is highly flexible and allows for extensive customization. While this is one of the platform’s main strengths, new users might not be sure how to structure their workspace or which features to use first.
Feature Richness: Notion offers a wide range of features, including note-taking, task management, databases, calendars, and more. Understanding how to effectively use all of these features can take time.
Complexity of Databases: Creating and managing databases in Notion can get complex, particularly if you want to take full advantage of relational databases and other advanced properties.
Information Overload: Notion allows you to store a vast amount of information and data in one place. While this is a benefit for many users, it can also lead to information overload if not organized effectively.
To avoid feeling overwhelmed and make sure you are getting the most out of Notion, here are some tips:
Start with the basics: Begin by using Notion for simple tasks like note-taking and task management. Familiarize yourself with these features before delving into more complex use cases.
Utilize templates: Notion offers pre-designed templates for various use cases. You can also find templates from users in the Notion community. These can provide a great starting point and help you start seeing the value of Notion right away.
Watch tutorials and read guides: There are many online resources, tutorials, and user guides that can help you learn how to use Notion effectively. Many of these are designed for specific use cases, job fields, and types of projects, so keep looking until you find one that fits exactly how you are trying to use Notion.
Take it from us: Although Notion can seem overwhelming to some users at first, it is worth the effort of making it up the learning curve so that you can experience the value of this platform’s customization, versatility, and collaborative capabilities.
These days, it seems that interest in Notion is exploding. The platform’s combination of adaptability, customization, and collaboration—along with an active community of users offering tips, templates, and training—has contributed to its popularity.
Notion caters to a diverse user base, from individual users and small teams to larger organizations, and its flexibility allows it to be tailored to a wide range of personal and professional needs. It is available as a desktop application (Windows and macOS), and through mobile apps (iOS and Android).
Although Notion’s strengths include its versatility, its strong support for collaboration, and the powerful use cases based on its relational databases, it’s not for everyone. It does have a steep learning curve and only limited offline access. Notion also reserves some of its most advanced capabilities—especially around collaboration—for premium users.
However, Notion has arguably one of the broadest feature sets of any productivity app currently on the market. What other platform offers not only notes and documents (with extensive templates) but also relational databases, supporting multiple data types and unlimited custom properties?
For those willing to do a little tinkering, the sky is really the limit with what you can use Notion for: Wikis, embedded rich media, flexible views of data, project boards, formula and rollup functions, calendars, to-do lists, project management, and on and on.
With all of these tools, people in many different fields are using Notion to manage all sorts of projects, workflows, and tasks. This includes project managers, people in the medical field, engineers and designers, software developers, content creators, and knowledge workers of all kinds. Notion may not be perfect for everyone, but there is little it can’t help with.
Is Notion right for you? That depends on how you plan to use it. Notion really benefits users who like to roll up their sleeves and build their processes and flows. The flexibility Notion offers is a real selling point for most users, but it can also be overwhelming for some.
Improving one’s productivity is a very personal process, so no one can say what the right tool is for you. Ultimately, the best productivity tool is the one that fits most closely with your unique requirements.
Why not try out Notion’s free tier and see if it meets your needs?