Although much is written about AI, what about IA? Information architecture is, just as with a website or app, a fundamental building block when creating an effective Notion workspace. In short, good information architecture helps users find what they need quickly. This leads to greater efficiency and a digital working environment that can grow alongside the organisation.
What is information architecture?
IA is the way information is structured within your website or application. It is not only about pages and databases, but above all about creating a logical and understandable system.
Users
Before setting up your Notion workspace, identify who the users are. What is their role? What does their working day look like? Which terms do they use? Map the different user groups using personas, user stories, and/or interviews. A project manager and an HR professional will each search for different information in a different way.
Use recognisable themes and work with a clear hierarchy. Users do not think in terms of databases and properties, but in terms of projects, clients, documents, … A logical and intuitive structure that reflects users’ natural way of thinking helps them find their way more quickly without needing technical knowledge of the system.
A personalised page with additional filters and customisations, tailored to a user’s experience with Notion or their role within the organisation, makes working in Notion even simpler and more enjoyable.
Access
Permissions and access play an important role in maintaining a well-structured Notion environment.
Limit full access to a small number of users and appoint one or more systems leads responsible for overseeing the structure, permissions, and data quality.
Training and follow-up
Gather feedback before, during, and after building your digital workspace. This can be done using techniques such as card sorting and tree testing, an extended testing period, one or more review sessions, and training sessions.
Document the structure so that new employees can understand the overall system and workspace owners can ensure proper governance and maintenance.
New employees
For new employees, the Notion workspace is often their first introduction to the organisation. A clear and organised digital environment helps new colleagues become productive more quickly and also conveys professionalism and reliability.
Simplicity and consistency
Start with the essentials.
The biggest trap in Notion is building everything. Not every exception needs to be supported from the outset. Features that are rarely used often make the environment unnecessarily complex.
Be consistent.
Users should be able to recognise patterns. When databases, pages, and navigation follow the same principles throughout the workspace, users become familiar with the system more quickly.
Also choose clear and unambiguous terminology. Avoid vague or meaningless labels. If you have a tags database or knowledge base, do not use tags such as “tag” or “task”.
Pay attention to the following:
- Database naming conventions
- Use of icons and emojis
- Colours (light versus dark mode)
- Properties
- Page layouts
- Templates
- Navigation structure
Databases
Using databases makes the system more flexible, maintainable, and scalable.
Instead of creating standalone pages, centralise information in databases that can be displayed in different places through linked views. For example, a task should exist in a single task database. Through filters, views, and linked databases, the same information can then appear on:
- An employee’s personal task page
- A project page
- A team dashboard
- A management overview
This creates a single source of truth.
If you use (Notion) AI, databases are essential.
Navigation
The best navigation is often the kind users barely need to think about. Thanks to Notion’s flexibility, this may vary slightly between users. Some options include:
- Search (
Ctrl/Cmd + K) - Notion AI
- Breadcrumb navigation
A clear homepage should serve as the central starting point. Consider including:
- Callouts or toggles by theme
- Overview pages for each database
- Personal dashboards
- Clear breadcrumb navigation
- Consistent database views
The expandable breadcrumbs at the top show users where they are within the structure and at what level they are working. Ensure that less experienced users do not get lost and can always return to the homepage within a few clicks—ideally no more than two.
Also add instructions to each page and, where necessary, include a short video.
Context also matters. Do employees primarily work on desktop, in a browser, through the mobile app, or a combination of these?
Conclusion
Creating a clear and well-considered structure before you start building a Notion workspace is crucial.
When a digital environment is consistent and easy to understand, users find what they need more quickly and work more efficiently.
A well-documented information architecture provides a professional appearance, smoother onboarding, and a solid foundation for future growth and development.