We leverage Notion as an internal Wiki and to centrally manage all of our SoPs. We had previously used it as a broader productivity and communications platform within our organization but found that it was almost too flexible. Pairing it back to be our Wiki and hub for SoPs has helped keep everything centralized. It's easy for the team to manage and edit.
Pros
Internal Wiki
Managing internal documentation
Drag and drop experience
Easy to use
Cons
It's almost too flexible at times
More controls to restrict how pages / content / dashboards can be structured
Likelihood to Recommend
We originally implemented Notion with the intention that it would be our "everything platform" because of its flexibility. We did however end up finding out that there is such a thing as having too much flexibility as it quickly became a wild hub of different dashboards, pages, templates, etc. In the end we paired back our usage and focused on using Notion as a Wiki and hub for all of our SoPs (Standard Operating Procedures) for this it has been very valuable. Its easy for the team to create and update this content while maintaining a consistent look and feel. The content is also easily searchable and now that we have defined uses we have created a good library of templates.
As part of a legal team, I personally use Notion to organize internal legal documentation, maintain case trackers, and create structured repositories for research memos. More than any one else, I use Notion as my personal tracker for tasks and timesheet. Rest of the team also uses it, but not nearly to my extent.
Pros
Easy to collect meeting notes and organize and categorize them
DD checklists for reference
Knowledge management - research memos, sources
Cons
Task and time tracking - slow app, time tracking is difficult to execute.
No granular access control (like view-only for external counsel, or restricted edit access per section)
We primarily work on office suite, but Notion does a decent job in collaboration. But it offers a lot less control over formatting like office does.
Very limited export options for documents.
Likelihood to Recommend
It is incredibly helpful for internal team organization and some level of cross-functional collaboration. But I would not rely on it for secure legal document storage or complex contract lifecycle management. Works well as a lightweight legal wiki or project hub. Mostly for very small teams or personal use.
I use Notion with my research team for 1.) Organizing tasks and responsibilities for collaborative writing of funding proposals; 2.) Keeping an overview of the team's current and past projects; 3.) Collaborating on developing research methodologies with external collaborators (guests); 4.) Organising deliverables and keeping track of meeting notes as part of a startup incubator I am taking part in; and 5.) Organising literature for my PhD. Notion allows us to address the key challenge in our research work – managing who's responsible for what and keeping track of the progress.
We mostly make use of the Gallery view in the pages and subpages, as well as the drop-down menus, preferably with tagging so that the relevant persons can easily read what's needed.
Pros
Assigning responsibilities for completion of a task
Collaborative writing
Meeting notes
Cons
The copy-pasting of text from and to software, e.g. Word, Pages, etc. should be improved.
Accessing shared documents could be even better
More options for embedding other software like Miro, Figma etc.
Likelihood to Recommend
I've been suggesting Notion to research and business colleagues for the purpose of organizing tasks and collaborative writing. People mostly appreciate the interoperability in terms of embedding other software but for those only working with texts and collaborative writing, it is a nightmare. Not very interoperable. Generally, the startup and business community has given me great feedback on their use of Notion.
VU
Verified User
Supervisor in Research & Development (Research company, 1-10 employees)
I use Notion to organize all my client work. It helps me create monthly content calendars, keep track of meetings, manage to-do lists, and track tasks. It has solved the problem of managing many tasks and projects at once. I also use it to track progress on what needs to be done so I don’t forget anything.
Pros
Organizing all my monthly content calendars
Tracks tasks with checklists and deadlines
Breaks down projects into manageable tasks
Customizable templates as per my requirements
Cons
Can be slow to load with large projects.
Mobile app feels less smooth than desktop.
Can get overwhelming sometimes with too many pages
Likelihood to Recommend
In my experience, Notion is one of the great for organizing everything in one place. I use it to plan content calendars, track tasks, and manage projects smoothly. It’s super helpful for keeping meeting notes so that my clients can check it and edit or add comments. Sometimes, I feel that the lack of offline access can be frustrating when the internet is unstable.
We use Notion to run all of our scopes, internal wikis, and projects. When we're working on a feature for our software, we plan everything out in a doc and using a kanban board. We then build out our GTM strategy and link all docs to a single page. We also use it to track where we're at with things like migrations into the software, and it's a hub for all of our internal documents for onboarding.
Pros
AI Generation
Their pages are great
There's a ton of different editing and formatting options
Cons
Things are a bit difficult to find
The trash could be more obvious
Likelihood to Recommend
Notion is really great for project planning. You can design it so it has all the aspects of a project built right in, right down to the waterfall modules to plan out when a feature is going out. I wouldn't recommend Notion if you're just looking for 1 specific tool. It's more useful if you're utilizing all their features, otherwise it's overengineered for what you'd be doing.
VU
Verified User
Supervisor in Customer Service (Photography company, 11-50 employees)
Notion has become my go-to tool for organizing both personal and business schedules. Its powerful features allow me to keep tasks, monthly plans, and important information neatly organized in one central location. I find it particularly valuable for managing personal projects, and the ability to customize it to my liking makes the process both relaxing and creatively stimulating.
Pros
The customization options are excellent for sparking creativity and making organization enjoyable
Notion provides versatile scheduling features that empower you to organize personal tasks, work assignments, study schedules, and even appointments with ease.
Notion's free version is perfect for students, individuals who may not be able to afford the cost of the platform, or even those who simply want to try it out before committing.
Cons
I use Notion on my personal tablet, and unlike on the computer, I have a lot of difficulty editing backgrounds, GIFs, and page dividers. It's not as user-friendly, and often the elements end up cut off or misaligned, which is frustrating.
While the current calendar feature is helpful, I'd love to see more customization options. The Google Calendar style isn't always ideal, especially for tasks without specific times or for ongoing projects that require daily maintenance.
It would be fantastic to have more flexibility in customizing Notion pages. For example, I'd love to create planners with the freedom to add illustration boxes, stickers, or GIFs without being restricted to a fixed layout.
Likelihood to Recommend
Notion is well-suited for organizing both personal and business tasks, customizing pages to your preferred format, and adapting to a wide range of needs. Notion's highly personalized nature can make collaboration challenging, as other users may not be familiar or comfortable with a particular presentation or format.
VU
Verified User
Account Manager in Customer Service (Marketing & Advertising company, 51-200 employees)
I use Notion to organize scheduling, inventory, and manage files. I run a knitwear design company, so there are a lot of moving parts in the pattern writing process and many different files, contacts, and notes that need to stay organized. Notion helps me to separate these components into different projects and many different folders so nothing gets lost or misplaced.
Pros
Sharing capabilities
The ability to link pages and outside resources
The different views help to best see data and components of a project
Cons
I would like to see image re-sizing be a little easier and more customizable
Custom text colors would be good for color coding
More options for tag types and more obvious calculation formulas offered
Likelihood to Recommend
Notion is great for organizing small teams of people who already know how to use Notion to its full capabilities. It might not be well suited for large companies or people who do not understand the basics of how Notion works. I find that it is helpful as a community brain dump space and a file organizer, but not as helpful for assigning tasks, or organizing a timeline. However, notion is great also for an individual business because the organizational capabilities are so customizable.
VU
Verified User
Employee in Research & Development (Design company, 51-200 employees)
Notion is an all in one organisation platform, i use it for planning, database management, notetaking and many other forms of organisational tasks. My favourite task to do with Notion is the database and notetaking management of my literature reviews.
Pros
database
planning
notetaking
Organising literature
Cons
Spreadsheet flexiility
Improve manouvreavility of the UI
create shared spreadsheets
Likelihood to Recommend
if you are a researcher as i am, Notion is extremely useful to have an integration of many of the tools that otherwise you would have separeated in many other apps.
Notion is used as a tool to keep notes, have a things to do board and use for onboarding new employees. We have a board set up so that if a new starter comes in they can see all the ares we are working on and assign them tasks that they can do concurrently.
Pros
Note taking
Task / Lists
Ability to create spaces for different areas
Cons
Improve the layout and functionality on mobile
Make the home page more customise-able
Formatting on pages sometimes isnt great
Likelihood to Recommend
As said before when I have a new member join my team I can pull out a welcome board that has all the areas someone needs to do to onboard to our team. This includes cards to action, links to pages they need to read and some diagramming.
I don't think there is a less appropriate time.. we still use jira and miro in our planning work break downs. One day id love to be able to do it in Notion.
VU
Verified User
Manager in Information Technology (Information Technology & Services company, 1001-5000 employees)
I moved away from Google docs almost entirely and use Notion to track everything for my business. I use it as a content calendar for clients, to keep meeting notes, to organize myself, even to keep my to do list! It's incredibly versatile. In particular the databases and the ability to reformat the views incredibly easily is top notch.
Pros
To Do List
Databases
Organizing Notes
Content Calendars
Custom Formatting
Cons
Databases could allow easier formulas more similar to Sheets or Excel
To do lists could include a reminder by default rather than having to tag a reminder to each item
Template pages outside of databases could be easier
Likelihood to Recommend
Notion is well suited to most scenarios I have encountered. As I mentioned I almost entirely run my business of it. It would become a bit problematic as a full blown project management tool as there isn't an easy way to assign dates in a database and have notifications automatically sent. If this could be resolved it would greatly expand the functionality.
