Is Notion the answer to making your team more productive?

There are tens of thousands of digital tools available on the market today. And yet, we're still not productive at work. Why?

Introduction

If you are reading this, then you might have come to realize your team is not as productive as you think it could be.

Unfortunately, you are not alone.

There are tens of thousands of digital tools designed for virtually any business application. And yet, we're still not productive at work. Why?

Because too many businesses either:

  • still run on pen and paper (and maybe a spreadsheet or two, but you get the point)
  • run on a single, central, but inefficient tool
  • operate on too many disconnected tools: this study reveals the average customer uses 88 apps

As a result, the average worker wastes hours each day on incredibly time-consuming manual repetitive processes and tasks such as:

  • Input of information (which often results in double or triple entries)
  • Standardising documents (offers, quotes, invoices,...)
  • Chasing up on emails and sending notifications
  • Creating or moving files
  • Switching windows and tools

But don't worry: Notion is here to help.

We went ahead and wrote a comprehensive guide as to why Notion is the answer to making your team more productive at work.

*Disclaimer: side effects include increased productivity and severe addiction to shortcuts

1. Notion: the perfect people app

Notion is not a business app. It's a people app.

Thoughts dictate actions.

If you want your team to deliver, you need it to act like an efficient well-thinking brain.

You can't have a well-functioning brain operation without efficiently generating, exchanging, and communicating information between neurons and synapses.

Otherwise you start experiencing short-circuits which eventually result in faulty mechanisms.

So if you want your team to deliver, you need a tool that mirrors their thought processes.

Thoughts are:

  • simultaneous: we have multiple thoughts at the same time
  • multidirectional: our thoughts branch out in multiple directions
  • work in associations: eg. the color green makes you think of an apple

With Notion, you can:

  • automate processes: you can perform multiple actions in one go
  • multi-task: it is designed for any team across any vertical or industry
  • collaborate: it is designed to put team members together around mutual tasks and objectives

2. No tools? Adopt one great tool that works for you

If you don't use any tools at all or rely on simple spreadsheets, then chances are most of your team work still requires lengthy manual processes.

And as we've explained previously, manual work comes with many downsides:

  • It's slow
  • Takes time: it doesn't give people the opportunity to focus on essential work
  • Bears the costs of human error, often resulting in double or triple entries and other time-wasting efforts
  • It's not automated

In a world where people increasingly search for meaningful jobs, this will also likely make your team members increasingly unhappy and therefore even less efficient at work.

And what's more: most of this work - although essential for your company - can be automated to allow your team to focus on being useful and provide real value.

This is the reason CEO's and GM's all have personal assistants.

But what if your team could also have its own PA so it could do the same? And what if that PA was Notion?

Thanks to Notion, your team can now:

1. Automate tasks

No more manual inputs, everything can be set on autopilot.

One of the many features and tools available on Notion is synced blocks, which allow you to write or enter information in one block, and then simply duplicate that block in multiple places across your Notion dashboards and pages. Any modification you will bring to your synced block will then be automatically replicated across all of your other synced blocks.

2. Get rid of human error

Although routine and repetition are gateways to perfecting tasks, human error is still a major issue which often results in double if not triple entries, and mistakes across the board whether it be in your quarterly financial report or in your offer to a client.

With Notion, you can now let software do the work for you. The tool is there to help you overcome unavoidable human mistakes by letting a machine support you in your day-to-day tasks.

3. Save time

Although essential, manual inputs take incredibly precious amounts of time off of your day.

Thanks to Notion's native capabilities for automation, you can now automate most manual tasks and finally start spending your working time more efficiently.

3. One central tool? Cool, but you might be limited.

Maybe you already use a central solution for your team or business.

Some of the most widely-used software solutions include Google Workspace (formerly G-Suite) and the Microsoft Office Suite.

They are both incredible business solutions - no doubt about it.

So we won't try to convince you Notion can replace them because the reality is: it can't.

In fact, some of the most common applications of these software solutions are the very reasons why they cannot be easily replaced.

For instance, spreadsheets are still the most optimal tool if you need to crunch numbers and build comprehensive balance sheets in the blink of an eye.

Notion isn't the greatest alternative for such functions.

That said, as much as there is nothing wrong with these great tools, they remain relatively limited due to the nature of their singular applications, meaning their functions remain static rather than dynamic and multi-purpose.

For instance:

  • Word/Docs: designed to build text files
  • Powerpoint/Slides: designed for presentations and exposés
  • Excel/Slides: great mathematical tools with wide arrays of formulas and functions to crunch numbers and build balance sheets and financial reports.

But that's about as far as these tools go.

This is where Notion bridges that gap: it acts as a knowledge base where companies can finally enable their teams to run their core processes all within one place.

For example: you can type text, then add visuals and then supplement it all with dynamic databases.

In this sense, Notion can be the perfect addition to your central solution to help you overcome these shortcomings: it allows you to multi-task with cross-functional capabilities all in one place.

Notion is focused on providing companies with a simple and effective centralised workspace.

And even then - this is one of the most basic applications of this tool.

Pro Tip: Notion databases are quite different from spreadsheets so if you would like to find out more about how databases work in Notion we wrote an article on this exact subject right here.

4. Too many tools, not enough mutual integrations

Unfortunately, the world of software is siloed which results in the average company using 90 different tools, about 10 of which represent the essential stack required to perform daily work-related tasks (link to study here).

In most cases, these are all great but very specialized software that do not come with native, mutual integrations.

At best, these tools are functional but not very practical: their limitations make it complicated both for teams and executives to execute tasks on a practical, efficiency-first level.

This means people have to keep switching between ten different tools to perform their daily work: you can't enter a formula in your Excel spreadsheet and expect results to show up in your Trello kanban board for instance.

"In the Land of Notion where productivity lies. One workspace to rule them all, one workspace to find them, one workspace to bring them all, and in the dashboards bind them; In the Land of Notion where productivity lies.."

Sorry.. we couldn't resist.

But you get the idea: companies have docs, communication systems, CRM's and countless other tools but not necessarily a central platform to bring them all together.

This is one of the many issues Notion has been focusing on: you can now integrate some of your favourite tools and files such as Google Calendar, Google Drive, Figma or Loom but also your PDF's and Typeforms.

This functions allows you to work with these tools and files directly from your Notion dashboard without having to switch from one to the other.

This comes as a great solution both for you, your employees, and the software industry as a whole: interconnectivity will get increasingly more frequent, more efficient, and provide a way out of the current siloed software world we find ourselves in.

Check out the video below if you want to find out more about this particular function

5. Notion Templates

As increasingly more companies allow their employees to work remotely, people want to shape their existing tools to directly respond to their own needs. Unfortunately, the tools that enable them to do this either don't really exist or have only started emerging over the last few years - the best one being Notion.

In fact, Notion templates are one of the main reasons the tool really took off. The app comes with a stack of 66 free templates for a wide range of businesses and teams whether you work in engineering or marketing.

These free templates have enabled people to start creating their own amazing templates to make work easier for them. Often, they share these with the world, and other people take these templates and customize them further to fit their own needs.

6. Simplicity: pages, and blocks.

Notion and simplicity go hand in hand.

At its core, Notion works in pages and blocks. It's that easy. Every page gives you the ability to create infinite amounts of blocks. A block can be anything from a text to a table, an image, a video, an embedded link or file, and anything in between. Nothing crazy, except that you can incorporate all of them within a single page on Notion.

Then, you can drag, drop, and duplicate any block anywhere on your page, duplicate pages across your dashboards, and duplicate dashboards across workspaces. And then connect everything together.

Yes, one of the primary reasons why Notion is such a great tool is its ability to serve as your go-to centralised workspace where everything you need to work exists in a single location.

But that's just the tip of the iceberg.

Notion is so well-designed it comes with minimalistic features to get you to stop thinking and start doing.

For instance, text content only comes with 3 types of fonts, and 3 types of headings. That's it. You also can't align your text to the left, right, or center.

To get you started, here is a quick breakdown of content blocks on Notion.

7. Time

Last but not least: Notion will save you and your team so much time.

Most of us spend 8-9hrs a day - ie. a third of our daily time - working either from home or at the office.

And yet, the average worker still wastes hours of their day on lengthy tasks and processes due to inefficient business practices and a lack of dedicated, in-depth software knowledge.

As we have tried to outline in the previous arguments, Notion is designed to make you more productive at work by:

  • Puting people first
  • Being your all-in-one central workspace
  • Integrating your existing tools in one place
  • Getting you started in no time with customizable templates
  • Being incredibly simple to use

These are all ways Notion can help you save time and make you more productive by reducing your focus on external distractions and driving it to Notion.

To illustrate this, let's run a quick simulation: let's assume the average worker wastes 2 hours each day. That's 10 hours a week, or 520 hours a year.

That's 22 days, roughly three weeks per year per employee.

You can imagine how much this totals up to once you start growing your team to 3, 5 or even 10 employees.

Oh and it only costs $8/user/month for team plans.

8. Conclusion

As workplaces become increasingly more flexible and adapt to new ways of working whether it be through a hybrid system of office and home-based work, or an entirely decentralized workplace, there is an increasing demand and need for companies and their teams to not only document things well and ensure information is readily available, but also efficiently actionable.

This is the future of work. And companies need the right tools to enable them to not only live and exist, but also thrive while ensuring their teams operate at the highest standards.

And this is why we think Notion is the right solution for your team: it simplifies your tasks, automates your workflows, makes them more collaborative, lets your teams run on autopilot, integrates a wide range of existing software solutions, gets you rid of unnecessary distractions and saves you incredible amounts of time to allow you to focus on essential tasks and processes.

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