Notion, a versatile productivity solution, has gained significant attention as a multifunctional software in the realm of personal productivity. The company’s distinctive approach to life organization and note-taking has garnered them a substantial following within a brief timeframe. However, there are some tips and tricks to further enhance your productivity when you use Notion.
Notion has a minimalist approach in all aspects. Unlike other applications, it refrains from overwhelming the user with an excessive number of functions. The options are cleverly hidden within the UI, creating a non-intimidating appearance. A significant number of individuals favor Notion’s methodology compared to the crowded menu of OneNote and Evernote. It is a contributing factor to Notion’s appeal among consumers and small enterprises.
The manner in which you choose to represent blocks on a Notion page is totally at your discretion. Initially, you have the ability to commence composing a basic note and make adjustments to it once it is finished. Additionally, you have the option to commence with pre-designed templates, which can help you conserve time.
1. Explore Notion AI
Notion is also making significant progress in the field of artificial intelligence. The organization has seamlessly used artificial intelligence to assist in summarizing current information, generating ideas, composing a preliminary outline, correcting grammatical errors, and translating content. To utilize the feature, simply highlight the desired word on any page and then proceed to click on the ‘Ask AI’ option located in the floating menu bar.
To accomplish tasks, you can choose a suitable alternative and utilize the AI technology. Notion AI facilitates rapid composition of various written forms such as blog posts, essays, short stories, social media posts, and press releases. To access Notion AI, simply start a new page and press the space key.
The development of Notion AI is now at its nascent phase and there is a possibility of it providing inaccurate or obsolete outcomes. During our testing, Notion AI demonstrated a high level of acumen in summarizing the preexisting content. We encountered difficulties on multiple occasions while composing an article using it.
2. Sync blocks in Notion
This is another useful extension provided by Notion. Users now have the capability to generate synchronized blocks, transfer the content to a different page, and simultaneously modify all of these blocks. For instance, if you have generated a ‘About us’ page in Notion and replicated it on other pages, there is no need to modify the information on each individual page. You have the ability to establish a synchronized block and modify its content from any other block.
Highlight the content and then click on the menu icon consisting of six dots located next to it. To access the ‘Turn into’ feature, please expand the menu and choose the ‘Synced block’ option.
An indicator of the color red will be visible surrounding the block. Click the “Copy and sync” option and then paste it onto other pages. Modifying a particular block will result in the modifications being applied to all synchronized blocks. Managing your workflow is made easier with this useful Notion tip.
3. Append a date to a block
To effectively manage revisions when utilizing Notion for extensive writing or report creation, employ this useful technique. To input the date, you can enter the command ‘/date’ followed by the month name and date. It is possible to click on the date and modify the date format and timezone.
4. Employ code blocks
Many developers favor using Notion as a means of managing and monitoring current projects. You have the ability to compose lines of code within a note using differentiation. Enter the command ‘/code’ to display a specialized code block. It is an efficient method to create a webpage containing notes and code information for a prospective project.
5. Discover the functionality of Notion widgets
Although Notion does not have official support for widgets, there is an abundance of third-party widget creators available. To enhance your personal workspace, you may incorporate various widgets such as a clock, weather display, countdown timer, Spotify integration, whiteboard, life progress meter, and more. To locate and include widgets into your Notion page, please consult the following sources.
6. Incorporate external applications within Notion
The primary benefit of Notion lies in its exceptional visual representation of the page. As an illustration, you have the option to input ‘/Video’ and provide a site address from YouTube, Twitter, or Vimeo. The entire video will be embedded on the page, allowing you to view it within Notion without the need to navigate away.
Notion allows you to include Figma files, Framer prototypes, Lucidchart diagrams, and Twitter threads into your Notion page, enabling you to access and reference them without needing to exit the application.
7. Investigate the integration of Google Drive
Google’s portfolio of productivity applications is highly advantageous for small businesses and educational institutions. Notion provides a seamless interaction with Google Drive within the application. To initiate the action, input the command ‘/Google’ which will prompt the application to display a designated area for pasting the Google Drive URL. You have the ability to choose a document file, spreadsheet file, or any image from your cloud storage and seamlessly include it into Notion with a well-organized and comprehensive format.
When building a page about a potential project, utilize the command to incorporate the client’s Google Doc file into Notion.
8. Enable the dark theme
To optimize your experience when working on your Notion database during nighttime hours, activate the dark theme within the desktop application. The company’s mobile applications also include support for a dark theme.
To enable Dark mode on the desktop, you have two options. The first option is to navigate to the Settings menu and activate Dark mode. Alternatively, you may use the keyboard shortcut Command + Shift + L on macOS or Ctrl + Shift + L on Windows to move between the Light and Dark themes.
9. Utilize the reminder feature
In addition to its note-taking capabilities, Notion also positions itself as a specialized task manager. To receive notifications about a certain block, you have the option to include a reminder. To receive a notification, enter ‘/remind’ followed by the specific day and time.
The provided screenshot displays a weekly task management template designed to efficiently arrange and incorporate tasks for the forthcoming week, complete with reminders.
10. Efficiently oversee projects like an expert
Notion templates are essential to the whole software experience. By utilizing the Roadmap template, you may experience the same capabilities as Trello in Notion. One can employ visualization to observe the entirety of the project’s development, extend invitations to others for making alterations, and establish a connection between the template and the team’s Slack channel. It facilitates the entire process of communication.
Frequently, we employ it to monitor each project complication, append specifics, and assign a Notion member to rectify the defect. To track down every modification made by the team members, you can utilize the ‘View all updates’ area.
11. Organize travel arrangements with elegance
Despite the availability of top-notch travel planning software, organizing your forthcoming vacations can still be very challenging. Ultimately, you will not desire to overlook any particulars concerning your forthcoming journey. The travel planner template provided by Notion is an ideal tool for organizing and outlining every aspect of a journey. To initiate the process, access the template gallery in Notion and conduct a search for the Travel Planner template.
Incorporate various details, such as recommended tourist destinations, names of accommodations, specific travel arrangements for the day, pertinent website links, and more information, into an aesthetically pleasing table structure. Additionally, the Google Maps feature can be integrated to incorporate directions into the Notion page.
12. Secure and Transfer Pages
Notion provides the functionality to secure the page. Furthermore, it should be clarified that the absence of a password does not imply that the website is protected. To prevent the editing process, you have the ability to lock a page.
From the page menu, you have the option to export a page to HTML, Markdown, and PDF file formats. You have the option to either export sub-pages using it or choose to export only a single page.
13. Establish connections between your current webpages
You have the ability to generate a backlink to your current page and conveniently access it from any location within Notion. It is a convenient method for navigating between pages without having to navigate through sections. To copy a link, simply click on the six-dot menu next to a block and choose the option ‘Copy link’. You can easily replicate this on any page to enable instant access with a single click.
14. Utilize the Notion Web Clipper
Notion provides a convenient web clipper as well. To acquire the extension, simply access the Chrome Web Store and proceed with the installation on your selected Chromium browser. With this feature, you can effortlessly transfer any online content onto your Notion page by simply clicking once.
15. Generate a table of contents in Notion
Notion includes a table of contents feature, which is particularly useful for individuals who frequently create essays, stories, and lengthy drafts. To obtain a summary, simply utilize the ‘/table of content’ command located at the top of the page.
IMPROVE YOUR PROFICIENCY IN NOTION
Notion’s UX, or User Experience Design, differs significantly from those of typical applications such as OneNote, Asana, Trello, and Jira. Some individuals may encounter challenges when first attempting to use it. However, with dedicated time and experimentation with a few pages, your proficiency in using Notion will undoubtedly improve.
As shown from the aforementioned list, Notion is replete with ingenious techniques and strategies. Furthermore, this is but a little glimpse of the larger issue at hand. With increased familiarity, we are confident that you will discover additional methods to accomplish the task. Commence your exploration of Notion by implementing the aforementioned suggestions, and kindly share your preferred supplementary features in the comments section below.