15 Advanced Notion Tips - Create with Notion

Productivity Expert and Notion Super User

June 22, 2023

Notion is a powerful productivity tool that has become increasingly popular in recent years. It’s a versatile app that can be used for everything from project management to personal note-taking. However, with its many features, it can be overwhelming to use at times. That’s why we’ve compiled a list of 15 advanced Notion tips to help you get the most out of the app.

Whether you’re a seasoned Notion user or just getting started, these tips will help you streamline your workflow and boost your productivity. From automating tasks to customizing your workspace, these tips will show you how to make the most of Notion’s features. So, if you’re looking to take your productivity to the next level, read on for 15 advanced Notion tips.

Getting Started with Notion

Notion is a powerful tool for managing tasks, projects, and notes. Here are a few tips to help you get started with Notion:

Start with a template: Notion has a variety of templates that can help you get started quickly. Whether you’re managing a project, organizing your notes, or tracking your goals, there’s a template that can help.
Customize your workspace: Notion allows you to customize your workspace to fit your needs. You can add pages, databases, and blocks to create a workspace that works for you.
Use databases: Databases are a powerful tool in Notion. They allow you to organize and filter information in a way that makes sense for you. You can use databases to track tasks, projects, contacts, and more.
Create a dashboard: Notion allows you to create a dashboard that gives you an overview of your tasks, projects, and notes. You can use the dashboard to see what you need to do next, track your progress, and stay organized.
Collaborate with others: Notion allows you to collaborate with others in real-time. You can share pages, databases, and blocks with others to work on projects together.

By following these tips, you can get started with Notion and start using it to manage your tasks, projects, and notes more effectively. Notion is a powerful tool that can help you stay organized and productive, so take some time to explore what it can do for you.

Customizing Your Workspace

Customizing your workspace in Notion is a great way to make it more enjoyable to use and to suit your personal preferences. Here are a few tips to help you get started:

Change the theme: Notion comes with a few built-in themes, but you can also create your own. To do this, click on the “Settings & Members” button in the top-right corner of your workspace, then select “Settings.” From there, you can select a new theme or create your own by selecting “Create Custom Theme.”
Add a cover image: Adding a cover image to your workspace can help to personalize it and make it more visually appealing. To add a cover image, click on the three dots in the top-right corner of your workspace, then select “Edit Cover.” From there, you can upload an image or select one from Unsplash.
Create templates: If you find yourself creating the same pages or databases over and over again, consider creating a template. To do this, create a new page or database, then click on the three dots in the top-right corner and select “Duplicate.” From there, you can rename the page or database and use it as a template for future use.
Use emojis: Emojis can be a great way to add some personality to your workspace and make it more fun to use. To add an emoji, simply type a colon followed by the name of the emoji you want to use (e.g. “:smile:”).
Customize page icons: You can customize the icons for your pages to make them more visually appealing and easier to navigate. To do this, click on the three dots in the top-right corner of the page, then select “Edit Properties.” From there, you can select a new icon or upload your own.

Customizing your workspace in Notion is a great way to make it more enjoyable to use and to suit your personal preferences. Try out these tips to create a workspace that works for you.

Using Templates to Streamline Your Work

Templates are one of the most powerful features of Notion. They allow you to create pre-made structures for your pages, databases, and tasks. This can save you a lot of time and effort, especially if you find yourself repeating the same tasks over and over again.

One of the best things about Notion templates is that they are highly customizable. You can create templates for almost anything, from project management to personal goal tracking. You can also use templates to streamline your workflow by creating a series of tasks that you can complete in a specific order.

To create a template in Notion, simply create a new page or database and add the elements you want to include. Then, click on the three dots in the top right corner of the page and select “Duplicate.” This will create a copy of your page or database that you can use as a template.

Another great feature of Notion templates is the ability to use template buttons. These allow you to automatically insert several blocks into a Notion page whenever you click the button. To create a template button in Notion, type the slash key on your keyboard (/) to open Notion’s block menu. Then, choose “Template button.”

Using templates can help you stay organized and save time. By creating templates for your most common tasks, you can quickly and easily complete them without having to start from scratch every time. Notion’s templates are highly customizable, so you can create templates that work best for your specific needs.

Organizing Your Pages and Databases

Notion’s powerful database feature is one of the most useful tools in the app. You can use it to create a variety of databases, from simple lists to complex project management tools. However, with great power comes great responsibility. If you don’t organize your databases properly, you’ll end up with a mess of information that’s difficult to navigate. Here are a few tips to help you keep your databases organized:

Use Properties: Properties are the columns in your database. They allow you to add specific information about each item in your database. For example, if you’re creating a database of books, you might have properties for the author, publisher, and publication date. Use properties to make your database more useful and easier to search.
Group Items: Grouping items is a great way to organize your database visually. You can group items by any property in your database, such as author, category, or status. This makes it easier to find specific items and get an overview of your data.
Use Filters: Filters are a powerful way to slice and dice your data. You can use filters to show only items that meet specific criteria. For example, you might use a filter to show only books published in the last year. This makes it easier to focus on the data that’s most important to you.
Create Linked Databases: Linked databases are a way to connect different databases together. For example, you might have a database of books and a database of authors. You can link the two databases together so that each book is linked to its author. This makes it easier to see relationships between different items in your databases.

Overall, organizing your pages and databases in Notion is crucial to getting the most out of the app. By using properties, grouping items, using filters, and creating linked databases, you can keep your data organized and easy to navigate.

Advanced Database Features

Notion’s database feature is one of its most powerful tools. With advanced database features, Notion users can organize and manage their data more efficiently. Here are some advanced database features that can help you take your Notion game to the next level:

Managing Database Properties: Notion’s data property feature allows users to classify data efficiently. Adding a data property gives a new context to the data, making it easier to organize and manage. For example, a database of clients can have data properties such as name, email, and phone number.
Using Advanced Database Filters: Notion’s advanced database filters give users even more control and customizability over their database views. Users can make their views as specific as they want for a more organized and efficient workflow. With advanced filters, users can filter data based on multiple criteria, such as date ranges, tags, and more.
Using Formulas in Databases: Notion’s formula feature allows users to perform calculations and manipulate data within their databases. Users can create formulas that automatically calculate values based on other data in the database. For example, a database of sales can have a formula that calculates the total revenue generated by a sales team.
Creating Database Relations: Notion’s database relation feature allows users to link data across different databases. Users can create relations between databases to create a more comprehensive view of their data. For example, a database of clients can be linked to a database of projects to show which clients are associated with which projects.
Using Database Templates: Notion’s database template feature allows users to create pre-designed templates for their databases. Users can create templates for specific use cases, such as project management, sales tracking, and more. Templates can save users time and effort by providing a pre-designed structure for their databases.

Overall, Notion’s advanced database features can help users manage and organize their data more efficiently. By using these features, users can create more comprehensive views of their data, automate calculations, and create pre-designed templates for their databases.

Using Formulas and Filters

Notion’s formula and filter features can help you manage and analyze data more efficiently. Here are a few tips to make the most of these features:

Create formulas for automatic calculations: Notion’s formula feature allows you to perform automatic calculations on your data. You can use formulas to calculate things like totals, averages, percentages, and more. For example, if you have a database of sales data, you can use a formula to calculate the total revenue for a given time period.
Use filters to view specific data: Notion’s filter feature allows you to view specific data based on certain criteria. You can use filters to view data that meets certain conditions, such as all the sales data for a specific product or all the tasks assigned to a specific team member.
Combine formulas and filters for advanced analysis: You can combine formulas and filters to perform more advanced analysis on your data. For example, you can use a filter to view all the sales data for a specific product and then use a formula to calculate the total revenue for that product.
Make use of Notion’s built-in functions: Notion has a number of built-in functions that you can use in your formulas. These functions include things like date and time calculations, text manipulation, and more. You can find a complete list of Notion’s built-in functions in the formula editor.
Save time with templates: If you find yourself using the same formulas and filters over and over again, you can save time by creating templates. Notion allows you to create templates for databases that include pre-configured formulas and filters.

By using Notion’s formula and filter features, you can gain valuable insights into your data and manage it more efficiently. Whether you’re analyzing sales data, managing tasks, or tracking project progress, these features can help you work more effectively.

Creating Powerful Integrations

Notion is a powerful productivity tool that can be further enhanced by integrating it with other software. The platform offers a wide range of integrations that can help you streamline your workflow, automate tasks, and save time. Here are some tips for creating powerful integrations with Notion:

Identify the tasks you want to automate: Before you start integrating Notion with other software, it’s important to identify the tasks you want to automate. This will help you choose the right integration and ensure that it meets your needs.
Choose the right integration: Notion offers a wide range of integrations that can help you automate tasks, from time tracking and file sharing to project management and communication tools. Choose an integration that meets your specific needs and integrates seamlessly with Notion.
Customize your integration: Once you’ve chosen the right integration, customize it to meet your specific needs. For example, you can create custom fields, add tags, and set up triggers to automate tasks.
Use templates: Notion offers a wide range of templates that can help you get started with your integration. Choose a template that meets your needs and customize it to fit your workflow.
Test your integration: Before you start using your integration, test it to ensure that it works as expected. This will help you identify any issues and ensure that your integration is set up correctly.

By following these tips, you can create powerful integrations with Notion that can help you streamline your workflow, automate tasks, and save time.

Collaborating with Others

Notion is a powerful tool for collaboration, allowing you to share your pages and databases with others in your workspace or even with people outside of it. Here are a few tips to help you collaborate more effectively in Notion:

Set permissions: Before sharing a page or database, make sure to set the appropriate permissions. You can choose to give others view-only access, allow them to edit the page, or even give them full admin privileges. This ensures that everyone has the right level of access and can work together seamlessly.
Use comments: Notion’s commenting feature allows you to leave feedback, ask questions, and collaborate in real-time. You can tag specific team members to ensure they see your comment, and even use emojis to add a bit of personality to your messages.
Assign tasks: Notion’s task management features make it easy to assign tasks to team members and track their progress. You can create a to-do list, assign tasks to specific people, set due dates, and even add sub-tasks to break down larger projects into manageable chunks.
Track changes: Notion’s revision history feature allows you to see who made changes to a page or database, when they made them, and what changes they made. This is especially useful when collaborating with others, as it allows you to keep track of who did what and when.
Integrate with other tools: Notion integrates with a variety of other tools, including Slack, Trello, and Google Drive. This makes it easy to collaborate with others using the tools you already know and love.

By following these tips, you can collaborate more effectively in Notion and get more done with your team.

Managing Your Tasks and Projects

Notion is a powerful tool for managing your tasks and projects. Here are some advanced tips to help you optimize your workflow:

Use the Priority Property: Assign a priority score to projects and tasks using the Priority Property. You can create different priority scores (Low, Medium, High, or P0, P1, P2) and then sort items by their importance.
Tag Different Types of Tasks: Using the Task type property, you can create tags for different kinds of tasks. This makes it easier to filter and sort your tasks based on their type.
Create a Master Task Database: Create a master task database to keep track of all your tasks and projects. This database can include all the details you need to manage your tasks, such as due dates, notes, and attachments.
Use Templates: Notion has many templates available for managing tasks and projects. These templates can save you time and help you get started quickly.
Track Your Progress: Use the Progress Bar property to track your progress on tasks and projects. This property allows you to see how much progress you have made on a task or project and how much work is left to do.
Set Reminders: Use the Reminder property to set reminders for tasks and projects. This property allows you to set reminders for due dates, meetings, and other important events.
Collaborate with Your Team: Notion makes it easy to collaborate with your team on tasks and projects. You can share your databases with your team and assign tasks to specific team members.
Use the Calendar View: Notion’s Calendar View allows you to see all your tasks and projects in a calendar format. This makes it easy to see what tasks are due when and plan your schedule accordingly.
Create a Kanban Board: Notion’s Kanban Board view allows you to visualize your tasks and projects in a Kanban format. This view is great for managing projects with multiple stages or tasks that need to be completed in a specific order.

By using these advanced tips, you can take your task and project management to the next level with Notion.

Using Notion for Personal Productivity

Notion is a powerful tool that can help you stay organized and productive in both your personal and professional life. Here are a few tips on how to use Notion for personal productivity:

Create a Personal Dashboard: Notion allows you to create a personalized dashboard that can help you keep track of your goals, tasks, and projects. You can use the dashboard to organize your to-do lists, track your progress, and set reminders for important deadlines.
Use Templates: Notion offers a wide variety of templates that can help you get started with different types of projects. For example, you can use the Weekly Agenda template to plan your week, the Habit Tracker template to track your habits, or the Reading List template to keep track of the books you want to read.
Integrate with Other Apps: Notion can be integrated with other apps such as Google Drive, Trello, and Slack. This can help you streamline your workflow and keep all your information in one place.
Use the Kanban Board: The Kanban board is a feature in Notion that allows you to visualize your workflow and track the progress of your tasks. You can use the Kanban board to organize your tasks into different categories such as “To Do,” “In Progress,” and “Done.”
Create a Knowledge Base: Notion can be used as a knowledge base to store all your notes, articles, and research in one place. You can organize your knowledge base using tags, categories, and sub-pages to make it easy to find what you need.

By using Notion for personal productivity, you can stay organized, save time, and achieve your goals more efficiently.

Maximizing Notion for Team Management

Notion is a powerful tool that can help teams stay organized, collaborate effectively, and streamline their workflows. Here are a few tips for maximizing Notion for team management:

Create a Team Dashboard: Use Notion’s database feature to create a team dashboard that includes important information such as project timelines, team member availability, and upcoming deadlines. This dashboard can help keep everyone on the same page and ensure that everyone is aware of what’s happening across the team.
Use Templates: Notion offers a variety of templates for different use cases, including project management, team meeting notes, and more. Take advantage of these templates to save time and ensure that your team is using best practices for each use case.
Set Up Shared Workspaces: Notion allows you to create shared workspaces that can be accessed by multiple team members. Use this feature to create workspaces for specific projects or initiatives, and invite team members to collaborate and contribute.
Track Progress with Kanban Boards: Use Notion’s Kanban board feature to track progress on specific tasks or projects. This can help team members visualize their progress and identify areas where they may need additional support or resources.
Automate Workflows: Notion integrates with a variety of other tools, including Zapier and IFTTT. Use these integrations to automate repetitive tasks and streamline your team’s workflows.

By implementing these tips, you can help your team maximize the value of Notion and improve collaboration and productivity across the board.

Creating a Knowledge Base

Notion is an excellent tool for creating a knowledge base. With its powerful database system, you can organize your information in a way that is easy to access and navigate. Here are a few tips to help you create a knowledge base in Notion:

Start with a clear structure: Before you start adding information to your knowledge base, it’s important to have a clear structure in place. This will make it easier to organize and find information later on. You can use Notion’s database templates to get started, or create your own custom structure.
Use linked databases: One of the great features of Notion is the ability to link databases. This means you can create a database for a specific topic, and then link it to other databases that contain related information. For example, you could have a database for “Product Knowledge,” and then link it to databases for “FAQs” and “How-To Guides.”
Include multimedia content: Notion allows you to embed multimedia content like videos, images, and audio files directly into your knowledge base. This can be a great way to make your content more engaging and informative.
Use tags and filters: Notion’s tagging and filtering system can be incredibly useful for organizing and finding information. You can add tags to individual pages or databases, and then use filters to quickly find the information you need.
Collaborate with others: Notion makes it easy to collaborate with others on your knowledge base. You can invite team members to view and edit your content, and even assign tasks and deadlines.

Creating a knowledge base in Notion can be a powerful way to organize and share information. By following these tips, you can create a knowledge base that is easy to use and navigate, and that provides value to your team or audience.

Using Notion for Content Creation

Notion can be an excellent tool for content creators to manage their work. Here are a few ways to use Notion for content creation:

Planning and Ideation: Notion can be used to capture and organize ideas for content. You can create a database of ideas, with each idea as a separate entry. You can also use the Kanban board feature to visualize your ideas and move them around as needed.
Research and Notes: Notion can also be used to collect and organize research and notes. You can create a database of sources, with each source as a separate entry. You can also create a separate page for each project and add notes and research to it.
Outlining and Drafting: Notion can be used to create outlines and drafts of content. You can use the page hierarchy to create an outline, with each level of the hierarchy representing a different section of the content. You can also use the toggle feature to hide and show different sections of the outline.
Collaboration and Feedback: Notion can be used to collaborate with others on content. You can share a page or database with others and give them editing or commenting permissions. You can also use the comments feature to give feedback on specific sections of the content.
Publishing and Promotion: Notion can also be used to publish and promote content. You can create a database of published content, with each entry containing a link to the published content. You can also use the social media integration feature to share your content on social media platforms.

Overall, Notion can be a powerful tool for content creators to manage their work. By using Notion for planning, research, outlining, drafting, collaboration, and promotion, content creators can streamline their workflow and focus on creating high-quality content.

Conclusion

In this article, we have covered 15 advanced Notion tips that can help you take your productivity to the next level. By utilizing these tips, you can make the most of Notion’s powerful features and improve your workflow.

We have explored various features of Notion, including databases, formulas, and relations. By using these features, you can create customized systems and workflows that fit your specific needs. Additionally, we have discussed how to use Notion’s AI capabilities to help you summarize content, brainstorm ideas, and fix grammar.

Furthermore, we have covered how to use Notion for project management, task tracking, and note-taking. By using Notion for these purposes, you can keep all of your information in one place and easily access it when you need it.

Overall, Notion is a powerful tool that can help you stay organized, productive, and efficient. By using these advanced Notion tips, you can unlock its full potential and take your productivity to the next level.