Organize, connect, and scale your Notion knowledge management system

Scattered or incomplete company knowledge can slow down onboarding, delay client projects, and create silos between teams.

But, with a centralized hub in Notion, everyone has instant access to up-to-date information, so they don’t need to waste time asking for details or reinventing processes for each new project.

With all your knowledge organized, you can standardize work, increase your efficiency, and focus on delivering results and scaling your business.

This guide will show you how a simple system for gathering company knowledge can evolve into a connected Notion workspace where work and knowledge live side by side.

Think of your company home as a page where key information is laid out clearly so team members can find what they need on a self-serve basis.

Start a new page in your general teamspace that everyone has access to, and add sub-pages for all the information you need, from pitch templates to office information, benefits policies, and more.

Organize pages under relevant headers, add links or embed files, and insert databases and charts to show helpful snippets of information.

Your home page could include:

• Your company’s mission statement— Put your mission statement, vision, and values front and center to keep everyone aligned.

• A directory of team members— Details about who does what at your company, and how to contact them, is especially useful for remote or distributed teams.

• Policies and benefits— Employees can find out how to book time off, how to file their expenses, and discover other benefits you offer.

• Standard operating procedures— Create step-by-step guides for onboarding, approvals, reporting, and more.

• Client manuals— Give your team members clear guidelines on how to work with clients, from onboarding to collaboration and deliverables.

• Performance metrics— Your total yearly revenue so far split by client, shown as a chart.

• Quick links to your deal pipeline or projects — Get an overview of active leads and ongoing projects for easy access from the company home page.

• PTO calendar— With a linked view of your vacation calendar, everyone can see upcoming leave and plan accordingly.

Ultimately, Notion's flexibility means you can customize this home page to include everything you need.

Notion databases help you keep larger sets of data organized, searchable, and up to date.

Client records, project tracking, meeting notes, or other complex sets of information benefit from being categorized and tagged in a database.

Choose from various layouts (Table, Board, Calendar, etc.) and add database properties, which help to categorize, organize, and filter information efficiently.

Here are three ways you might use databases:

As you welcome more clients to your roster, it’s helpful to store client details, projects and proposals in databases.

• A table to collect information about every client— Using a Table or Board layout, enter each client in your database. Add person properties to tag your point of contact and the account manager. You could create fields for contact details, status (Prospect, Lead, Active Customer, etc), and source of the lead.

• Link clients to projects and meeting notes — Relation properties allow you to link items in separate databases. You could use a Relation properties to connect meeting notes and projects to your client database. That way, you’ll be able to access all client interactions and work from your client page.

• Build client portals for better collaboration — Give each client their own portal which contains helpful resources, assets and files, and an overview of ongoing campaigns, projects, and deliverables. Portals keep your clients updated and provide transparency as you collaborate. You can publish these to the web using Notion sites or add your point of contact as a guest within your workspace.

You can track all ongoing work in a database where you manage tasks and deadlines, assign project owners, and update project status.

Depending on what kind of services you offer, you might:

• Visualize your content production workflow —Use a Kanban-style Board view to track the progress of blog posts, videos, or social content. Columns can represent stages like Idea, Drafting, Review, Approved, and Published. And, you can create sub-groups to slice content based on the requesting client. Drag and drop the project cards to easily update progress.

• Monitor client campaigns from start to finish— The Timeline layout can be used to track the lifecycle of marketing campaigns, PR launches, or ad placements. Link a task database to break larger initiatives into individual tasks and help team members complete their deliverables on time.

• Arrange projects on a deadline calendar— Stay aligned on deadlines and deliverables with a shared

  Calendar layout. Instead of having to contact you for status updates, clients can monitor progress and can leave feedback on projects.

Keep a record of what happens in internal meetings and client calls with a meeting notes database.

• Tag meeting attendees— Use a Person property to tag everyone who attends a meeting.

• Record dates and times— You can later sort to show the most recent meetings, or filter all meetings that took place this month.

• Log discussions, decisions, and action items in a database entry— Use the database page as your space for taking notes, recording action items, and logging key decisions and outcomes.

• Link meeting notes to clients— With a Relation property, you can connect meeting notes to your client database to easily review all client meetings about a particular project.

• Use templates to standardize meeting agendas— Create templates for client introductions and kickoff calls to make sure meetings are productive and everyone stays on-topic.

Company knowledge shouldn’t just be a collection of documents.

In Notion, your knowledge is dynamic and connects to all aspects of your work.

You can use Notion AI to surface information and extract insights, even when you don’t know where it is, or what a document might be called.

You can ask natural language questions like “What was discussed in last week’s sales meeting?” or “Show me the campaign plan for our newest client.”

AI will not only surface the relevant pages, but provide a succinct answer based on the page content, and summarize key insights so you can review a long document without reading everything.

Collaborating internally and with clients is effortless.

Add your comments at the top of a page, or on any specific block on the page, using the @ to tag a team member in a comment.

You can bring clients into your workspace as guests and use commenting to review drafts and work-in-progress with your clients.

With your knowledge organized there’s no need to duplicate work.

Notion’s synced blocks mean you can resurface the same information in different places, and when the original block is edited, it will update everywhere.

You could use synced blocks to put a copy of your Q3 goals in your company home page, resurface your client’s contact info or bio in a project scope doc, or include your company details in customer-facing docs.

It’s inevitable that some knowledge will live in other tools, like when your clients send examples in PDFs, share project briefs in a Google Doc, or designers work in Figma.

But, just because information lives outside of Notion doesn’t mean it should be inaccessible.

You can embed content from other tools directly into Notion pages, and through AI Connectors, Notion AI can also reach into other tools like Slack and Gmail to provide even more context and accurate results.

Sharing and permission settings let you control the level of access team members have to workspace content.

Flexible permission settings mean that:

• Every team can have a corner for their work— Teamspaces let you divide up the workspace by department, so each team has a separate area to build their own wikis and store relevant information. Teamspaces can be Open (anyone can join) or Closed (you need an invite).

• Permissions can be customized at page level— Adjust who can edit pages with different settings like Full access, Can edit, or Can comment. Wiki pages, like your benefits policy, should be “Read only” for all except certain managers.

• Invite clients into your workspace— Clients can join your workspace as guests, so you can share content and collaborate with them. Invite them to a client portal or home page that contains all the work you do together.