According to many experts, Notion is ideal for an organisation of around 100 employees. At Wielson, we usually set up Notion for smaller businesses with up to around 30 employees. But even with just two people, like us, having a fixed structure and clear documentation is well worth it.
Building for and with the client
In a previous article, we explained why databases in Notion offer more value than a collection of separate pages. The same logic applies to your entire workspace: a predefined structure makes information easier to find. That is why we involve our clients in the development process from the very beginning.
When building or optimising a Notion workspace, we work closely with a number of key employees within the organisation.
This benefits both us and the client. From the outset, we build an environment that reflects the reality of the organisation and can scale alongside it. We take the structure, layout and language into account. The latter two may seem like minor details, but they play an important role in making the system feel natural to the people who use it every day. One company might use the term matters instead of ‘projects’, for example, while another may have a well-developed visual identity that we carry through into Notion.
Because we usually build a Notion workspace from scratch, both we and the employees involved know the environment inside out. This allows us to answer questions quickly and, in most cases, resolve issues the same day.
Top three challenges
At the start of the process, we ask a lot of questions: about the software currently in use, the workflows and often about the content itself. These conversations invariably bring all sorts of things to light.
Unclear workflows
Before setting up Notion, we map out the existing working practices.
What does a typical working day look like? Who is responsible for which tasks? What information does someone need to do their job?
This exercise often reveals that certain processes have evolved organically over many years without ever being explicitly documented. That is one of the biggest benefits of this type of project: even before we start building in Notion, you gain a clearer picture of how your organisation actually works.
Our clients operate across a wide range of sectors. For us, it is interesting to immerse ourselves in a different world each time. It also means that we ask plenty of questions about things that may seem obvious to the client.
Why is the project manager the only person who creates projects? How often is a backup made? Why are invoices tracked in three different places? These are the kinds of questions that someone who has worked within the same organisation for years may no longer stop to consider.
Change management
Who within the organisation is enthusiastic about the transition, and who is dreading it?
We have previously written about change management. We do not expect everyone to be excited about learning new software. And we certainly do not expect every employee to become a Notion expert.
To make the transition as easy as possible for everyone, we provide additional guidance about Notion from the very beginning. We also always include a comprehensive handover, a testing period and two follow-up sessions.
Getting used to Notion
Before the testing period begins, we ask clients to install Notion and start using it actively. As mentioned, we share tips and resources, such as Notion Academy, but we are all human. We often assume beforehand that getting used to new software “will be fine”, while underestimating just how accustomed we are to a traditional folder structure.
When do we not recommend Notion?
If we think Notion is not a good fit for your organisation, we will tell you. There is no value for us in having an unhappy client using a system that does not work well in practice.
Stuck in Microsoft
Notion requires a different way of working.
If everyone insists on continuing to work in exactly the same way as they do today, Notion is unlikely to solve much. The good news? Once you get the hang of Notion, there is a good chance you will find yourself wanting to use Word less and less.
As accounting or invoicing software
Notion is not accounting software.
In most cases, we recommend using specialised software for this, which we then integrate with Notion. Quotes and invoices can, for example, be created or tracked from Notion, while the actual invoicing process — such as sending invoices through the Peppol network — is better handled by software such as Billit or Teamleader.
As a cloud platform
Notion is not a cloud storage platform either.
Here too, we opt for integration. From a project in Notion, for example, you can open the correct file in Google Drive or SharePoint directly. This keeps all your information connected without having to cram everything into a single system.
Conclusion
Notion is not the solution for everything or everyone.
It only adds real value when it is implemented in the right way. That is why we pay close attention to the workflows behind the system throughout a project. An organisation needs to be willing to question existing habits and, at times, adopt a different way of working.
Not sure whether Notion fits the way your organisation works? Feel free to tell us how you currently do things.