Hey there!

Notion is an all-in-one workspace made for individuals and teams.

Whether you’re a team of 2 or 20,000, Notion is easy, adaptable, and fun to work with your team, plus it makes your work look less intimidating (that’s my personal take on Notion!).

So let’s get started on the basics.

How to join a team in Notion?

When someone from your team sends you an invite to the workspace using your email ID, you’ll receive an email just like the one below. Hit the link to go to your workspace.

Notion's email invite to workspace
Notion's email invite to workspace

You may be provided with either a Member or an Admin access to the workspace.

A Member can’t invite new members in the workspace nor change any settings, whereas an Admin can invite members as well as change workspace settings.

How to build a Notion workspace for your team?

When you’re new to Notion, it’s best to start with one workspace and work your way up. As new individuals and teams join your company, you can create different workspaces for specific groups of people.

Now let’s create our first Notion workspace:

How to create a Notion workspace?

Step 1] Open Notion and hover to the left sidebar, click on the three-dotted icon and click on “Join or create workspace”

Create Notion workspace
Create Notion workspace

Step 2] Now choose “With my team” to create a team account in Notion. Remember that starting out, you’re on Team trial plan which allows you to create upto 1,000 blocks only, thereafter, you must upgrade to Team plan for $8/member/mo.

Notion used by individual or team
Notion used by individual or team

Step 3] Fill in your details, such as your Workspace name, company size and your core team.

Enter details of your team into Notion workspace
Enter details of your team into Notion workspace

Step 4] Invite selective teammates by individually adding email addresses or check the box below to allow anyone with your company’s email domain to join the workspace.

Invite teammates to Notion
Invite teammates to Notion

Step 5] Congratulations! You have successfully created your first workspace for your teams. Hover to the left sidebar to view your workspace pages and private pages.

The workspace pages are shared with all of your colleagues, whereas private pages can only be seen and edited by you unless you choose to share it with selective individuals, members or guests.

Notion shared vs private pages
Notion shared vs private pages

How to use Notion for teams?

A few practices in Notion can help you form better connections between the tasks and your colleagues. Let’s learn some Notion etiquette of working with a team.

Mention a colleague on a page to get their attention

Whenever you need to get your colleagues' attention on a particular page, type the @ symbol followed by the person’s name anywhere on the page (preferably on the top).

Mention a colleague in Notion using @ symbol
Mention a colleague in Notion using @ symbol

Another way to open a discussion with your colleagues is by pinning a conversation in the comments section of any page. Similarly, type the @ symbol followed by the name to tag the relevant person and type your message and hit Send.

The person will receive a notification on their device, whether desktop or mobile, as well as a link to the page mentioned so that they can easily track down the conversation and reply ASAP.

Mention teammates in the comment section using @ symbol
Mention teammates in the comment section using @ symbol

Comment on individual blocks

When you want to discuss a particular content block or text on a page, simply select the block or text and click on Comment to add your views and mention the relevant person using the @ symbol like before and hit Send.

They’ll be instantly notified of your comment along with the link to the page. This is especially useful when you’re collaborating with a colleague in a different time zone and need to explain or gather thoughts on a specific part of the task, helping you to stay on top of priorities at all times.

Comment on individual content blocks in Notion
Comment on individual content blocks in Notion

View all updates/edits made by your colleagues

Whenever someone adds new information or updates/edits existing data, other colleagues, including you receive a comprehensive alert of the updates. This is especially helpful for core databases such as CRM tables, editorial calendars, on-boarding material, team wiki and others.

The change log of everything happening on a page is useful for knowing who did exactly what on any given project in the pipeline, considering there are multiple cross-functional teams working in different time zones.

You receive the exact timestamp when the changes happened. Say, a colleague moved a task from in progress to completed, you will know exactly when the task was completed, or if someone added a new file or comment to the page, or made changes to any doc. Notion will document even the tiniest update on the page.

View updates made to the page by your teammates
View updates made to the page by your teammates

Note: To receive Slack notifications for any update happening on the page, simply connect Notion to Slack.

Set access permissions to teams

Notion groups
Notion groups

People who share the same function and role in the team, say for example, marketing, sales, HR, engineering need not have different access permissions. With Notion groups, you can assign the same permissions to multiple people in a team at once.

When you’re sharing your workspace with colleagues from different teams, it’s important to maintain an appropriate level of access to information, where only a few people can edit while others can only view the pages. This way you help prevent accidental changes to the pages.

For example, your on-boarding page should only be edited by people in HR. 🙂

And yet there’s so much more to say… 🤯

Notion has made it super easy to establish asynchronous communication among your colleagues, like never before, increasing team efficiency and productivity.

Not only that, Notion can also be used for managing your most toughest projects, take a look at the best project management tools yet.

See you again with yet another interesting read, bye.