The Ultimate Guide to Getting Started with Notion as an Entrepreneur
Notion is one of the most powerful tools for organising and managing a business, yet so many entrepreneurs open it up and feel completely overwhelmed. They see a blank page, maybe play around with some blocks, and then give up because they don’t know where to start. And you might be reading this article because that’s exactly how you feel too!
I get it. Notion is flexible, which is amazing, but it also means there’s no predefined structure to follow, which can feel overwhelming.
The good news? Once you understand how it works, you can build a system that fits your business perfectly.
In this guide, I’ll walk you through everything you need to know to get started with Notion for your business, without getting lost in the weeds. Whether you're a solopreneur, a small business owner, or managing a team, this guide will help you build a structured, efficient workspace that saves time, reduces stress, and helps you move the needle on what matters.
1. Why businesses struggle without a proper system
Running a business without a solid organisational system is like trying to build a house without a blueprint. You might get some walls up, but sooner or later, things start to collapse. Without a centralised hub for managing work, businesses face chaos, inefficiency, and wasted opportunities. Here’s why:
Scattered docs, messy tools, and lost ideas = lost time and money
One thing I’ve noticed in my previous career as a freelance marketing manager, and now in my discussions with prospects and clients is that most businesses operate across multiple apps, which often includes Google Docs for notes, Trello for project management, Slack for team communication, and countless spreadsheets for tracking tasks and finances.
The result? Information is scattered, collaboration becomes frustrating, and things slip through the cracks.
Ever spent 20 minutes searching for an important document? That’s 20 minutes you could have spent working on this cool project.
Struggling to keep track of client details across different tools? That’s potential revenue slipping away.
Repeating the same explanations to your team over and over? That’s inefficiency eating into your bottom line.
Without a structured system, businesses waste hours every week just trying to stay organised. And let’s be honest, no one starts a business because they love managing admin chaos (Unless you do? I’d totally respect that).
Why businesses need one hub for strategy, execution, and knowledge
Successful businesses don’t just track tasks, they create workflows that align daily execution with long-term strategy. They don’t just store documents, they build a knowledge base that makes onboarding, decision-making, and collaboration seamless.
What’s needed is a single source of truth where:
Strategy, execution, and documentation all live in one place.
Projects, tasks, and ideas stay connected, not scattered.
Teams can easily access the information they need, when they need it.
Workflows are streamlined, not reinvented every time.
When everything is centralised, you spend less time managing your business and more time growing it.
Enter: Notion—The all-in-one workspace that actually helps you do just that
Notion is not just another tool, it’s the operating system for your business. It combines documents, databases, project management, and collaboration into one fully customisable platform. Unlike rigid software that forces you to work their way, Notion adapts to your unique business needs.
Need a project tracker? Done.
A CRM for clients? Easy.
A knowledge base for your team? Built in.
An editorial calendar? No problem.
With Notion, you’re not just storing information, you’re building a system that works for you and helps you work smarter, faster, and with less stress.
In the next sections, I’ll show you exactly how to set up Notion for your business, step by step, so you can stop drowning in disorganisation and start running your business like a well-oiled machine.
2. What is Notion and why is it so great for businesses?
Notion is more than just a note-taking app, it’s your digital HQ, a single platform where you can centralise all parts of your business. Think of it as a hybrid between a document editor, a project management tool, and a database, but with the flexibility to structure things your way.
Why Notion is a game-changer for businesses
Unlike traditional tools that force you into rigid workflows, Notion adapts to your business needs. Here’s why businesses love it:
More than just notes: Unlike Google Docs or Evernote, Notion lets you combine text, databases, tasks, and embedded content into one unified system.
Fully customisable: Instead of forcing you into predefined templates, Notion gives you building blocks to create workflows that match your unique way of working.
Scales with you: Whether you're a solopreneur, a growing small business, or managing a large team, Notion grows with your needs.
Collaborative by design: Work with your team in real time, assign tasks, leave comments, and keep everyone on the same page.
All-in-one efficiency: No more jumping between 10 different apps—Notion consolidates project management, documentation, and operations in one place.
Who is Notion best for?
Notion’s flexibility makes it ideal for different types of businesses:
Solopreneurs and freelancers who need an all-in-one system to manage clients, projects, and tasks.
Small businesses that want an affordable, scalable tool without complex setups.
Marketing teams that need a space for content planning, campaign tracking, and collaboration.
Agencies managing multiple clients, projects, and deliverables.
Operations teams looking to build a knowledge base and streamline internal processes.
How businesses use Notion
IMO Notion isn’t just a tool, it’s a business operating system. Here are some ways businesses use it:
Client and project management: Track client details, ongoing projects, deadlines, and deliverables in one place.
Content planning and marketing: Build an editorial calendar, organise content ideas, and manage social media campaigns.
Company wiki and knowledge base: Store SOPs (Standard Operating Procedures), team documentation, and onboarding materials.
Task and workflow management: Create to-do lists, assign tasks, and monitor progress.
Goal tracking and KPI dashboards: Measure key business metrics and performance in real time.
Meeting notes and team collaboration: Centralise discussions, notes, and action items to keep everyone aligned.
With Notion, businesses can finally have one organised hub where everything comes together, boosting efficiency, reducing stress, and making growth more manageable.
3. Notion 101: What you need to know before you start
Before you start building your Notion workspace, it’s essential to understand how Notion works at a fundamental level. Unlike rigid tools with predefined structures, Notion is built on a modular system, a bit like LEGOs, that lets you create and customise everything from simple notes to complex dashboards.
Let’s go over the core elements you need to know to navigate Notion with confidence:
Navigating Notion: Your control centre
When you first open Notion, you’ll see the lateral menu (sidebar) on the left. This is your navigation hub, where you can access everything in your workspace.
Key elements in the sidebar:
Workspace: Your main Notion environment, whether for personal or team use
Quick find: A search function to locate pages and content instantly
Home: A view of all of the docs, tasks, and events that need your attention
Inbox: Your notifications, showing mentions, comments, and recent activity
Favourites: Pin frequently used pages for quick access
Private and shared pages: Your workspaces are split into private and shared sections
Settings and members: Manage your account, notifications, and team members
What are blocks?
Everything in Notion is built using blocks. Think of blocks like LEGO pieces: you can stack, move, and format them however you like to create documents, databases, dashboards, and more.
Each piece of content, whether it’s text, an image, a database, or an embedded video, is a block.
Why blocks matter:
They make Notion incredibly flexible
You can rearrange or nest blocks for better organisation
Blocks let you build anything from a simple note to a full business operating system
Key block types you’ll actually use
There are dozens of block types in Notion, but you don’t need to know them all. Here are the ones you’ll use most often:
For structuring content
Text block: The simplest way to add written content.
Headings (H1, H2, H3): Organise your content like a document or webpage.
Callout block: Highlight key points with a coloured or outlined box.
Checklist: Perfect for to-do lists and action items.
For keeping things tidy
Toggle block: A collapsible section for organising information.
Table of contents: Automatically generates links to sections on a page.
For making your pages dynamic
Image block: Upload images or embed from a URL.
Video block: Embed YouTube, Loom, or other video links.
Embed block: Pull in external content like Google Docs, tweets, or maps.
For structuring data
Table, Board, List, Calendar, Timeline database views: More on this in the next section!
👉 Pro tip: Type / in any Notion page to bring up the block menu and quickly insert any block type.
How to create pages and organise your space
Everything in Notion exists inside pages. Think of pages like folders that can contain text, images, databases, and even other pages inside them.
Creating a new page
Click the + New Page button in the sidebar
Give your page a title
Start adding content (text, images, databases, etc.)
Organising your pages
Nest pages inside each other (drag one page into another)
Favourite your most-used pages for quick access
Use an index page as a home base with links to your key pages
👉 Quick start tip: Set up a simple Home Dashboard where you keep links to your key business pages (Tasks, Notes, Meetings, etc.). I prefer this to using Notion’s default Home as it’s more flexible.
4. The power of databases: What makes Notion so powerful
Notion is often compared to tools like Google Docs or Evernote, but what truly sets it apart is its databases. Think of databases as spreadsheets, but smarter, they don’t just store information, they make it interactive, flexible, and dynamic.
Whether you’re tracking tasks, managing content, or organising client projects, databases allow you to structure information in a way that works for you.
What are Notion databases?
At their core, databases are collections of information that you can filter, sort, and view in multiple ways. Unlike static spreadsheets, Notion’s databases allow you to:
Create structured systems for work and projects
Customise properties (dates, tags, checkboxes, etc.)
Filter and sort dynamically to find exactly what you need
Link related data to avoid duplicate work
Instead of jumping between tools (Google Docs, Trello, Airtable, etc.), databases let you keep everything in one place, without losing flexibility.
Choosing the right database view for what you need
One of Notion’s biggest strengths is that the same database can be viewed in different ways. This means you don’t have to choose between a table, a board, or a calendar, you can have them all.
Here are the main database views and how they can help:
Table view: A familiar spreadsheet-like format, great for structured data
List view: A clean, linear list, perfect for simple tracking
Board view (Kanban): Ideal for moving tasks through stages (e.g. To Do → In Progress → Done)
Calendar view: Best for date-based planning, like content calendars or event tracking
Gallery view: A visual grid, great for mood boards, portfolios, or categories
Timeline view: Similar to Gantt charts, perfect for project planning
👉 Pro tip: You can create several views and switch between these views inside the same database, so you can see the same information in different ways.
Why databases change everything
Most productivity tools are static, you write down a note, and that’s it. But with Notion’s databases, your information becomes interactive and connected.
Here’s why databases are a game-changer:
They reduce double-handling: No more copy-pasting the same data across different tools
They make information searchable: Filter and sort content instead of scrolling endlessly
They enable automation: Use formulas, relations, and rollups to work smarter, not harder
They connect your entire workflow: Link projects, tasks, and documentation seamlessly
In short: Notion databases turn disorganised notes into a structured system that saves time and keeps everything in sync.
Linking databases: Connecting work across teams
The real magic happens when you link databases together. Instead of keeping tasks, projects, and notes separate, you can connect them for better organisation and visibility.
For example:
Content calendar + Tasks database → Assign tasks to specific content pieces
Client database + Meeting notes → Automatically pull up client info when taking notes
Project tracker + Team assignments → Keep track of who’s responsible for what
How do you link databases?
Relations: Connect two databases (e.g., linking a task to a project)
Rollups: Pull information from a related database (e.g., showing the due date of a related task)
👉 Pro tip: Start by creating central databases for key areas (e.g., tasks, projects, content) and build relationships between them as needed.
Mastering databases is the key to unlocking Notion’s full potential. Once you set up a system that works for you, you’ll spend less time managing information and more time getting things done.
5. My #1 tip before you start building in Notion
The biggest mistake I see? People jump into Notion and start building without a plan. They create pages, add databases, throw in some fancy widgets… and before they know it, they’re stuck with a cluttered, confusing system that doesn’t actually help them.
Notion’s flexibility is both its greatest strength and its biggest trap. Without a clear structure, you’ll end up spending more time fixing your setup than actually using it.
Before you build, ask yourself:
What do I need to track? Projects, tasks, clients, content, habits?
How do I want to see this information? Lists, boards, calendars?
Who needs access? Is it just for you, or will your team use it too?
What do I actually need day-to-day? Don’t overcomplicate things!
Scribble it down first
Before opening Notion, grab a piece of paper (yes, actual paper!) and sketch out your ideal setup.
List the key areas of your workspace (e.g., Tasks, Projects, Meetings)
Draw a rough layout (how will pages and databases connect?)
Map out workflows (how will tasks move from idea to done?)
Why this works:
You’ll spot gaps before they become a problem
You’ll avoid unnecessary complexity
You’ll build with intention, not trial and error
Notion is powerful, but a messy mind = a messy workspace. Taking just 10 minutes to plan before you build will save hours of frustration later.
6. Need inspiration? Learn from proven systems
Feeling stuck on how to set up your Notion workspace? You don’t have to start from scratch. The best way to learn is by seeing how others have built their systems. Here are a few battle-tested Notion setups I designed for business owners, freelancers, and teams:
Multi-platform content calendar
A central space to plan, create, and track content across multiple platforms.
Brain dump your content ideas (finally give your brain a break!)
Add details like goals and platforms as you go
Set publish dates, and watch your ideas flow into the calendar
Track the progress of each piece, from draft to publication
Manage all the platforms you’re active on, and adjust them as needed
Task management system
This Task Management System helps you focus on what truly moves the needle. Designed to prioritise tasks based on urgency and energy, it empowers you to work with intention and avoid burnout.
Prioritise with ease: Smart formulas rank tasks by importance, urgency, and your available energy
Stay ahead of deadlines: Know what to tackle today, this week, and beyond
Work with clarity: Choose tasks based on what truly matters, not just what’s due next
Keep your workload balanced: Avoid overwhelm with an intuitive, structured approach
Business goals and KPIs tracker
This SMART Business Goals and KPIs Tracker brings everything into one place, helping you set clear objectives, track key performance indicators, and make informed decisions, without the stress.
Set and track your big-picture goals
Monitor key performance metrics with ease and clarity
Log data seamlessly and visualise trends over time
Get instant insights with a pre-built dashboard and chart
Want more? Explore all my Notion templates for businesses
7. Get started: Setting up a business hub in Notion
Running a business often feels like juggling a million things at once, client projects, marketing reports, content planning, and daily tasks. Without a central place to track it all, things can quickly get overwhelming. That’s where a Notion Business Hub comes in.
A Notion Business Hub is a custom dashboard that brings all the essential aspects of your business together in one place, helping you stay organised and focused without constantly switching between tools and apps.
Quick overview: Setting up your own business hub
Building a Business Hub in Notion doesn’t have to be complicated. You just need to focus on the essentials, and you’ll save time, reduce stress, and boost productivity.
Here’s what you’ll likely need:
To dos (with a daily and weekly view)
Keep track of what needs to get done today and tomorrow without the guesswork. Use Notion’s filtered views to highlight priority tasks, deadlines, and ensure you always know what your focus is for the day.
Goals and projects overview
Having a bigger picture helps you stay aligned with your long-term goals. Track your quarterly goals, see project progress, and get a quick overview of what you’re working on—all in one space.
Content calendar snapshot
If content creation is a big part of your business, this section helps you stay on top of deadlines and content launches. Link to your full content calendar for easy access and planning.
Quick links to key reports
Instead of digging through files for reports, have quick links to your marketing performance, client tracking, and other analytics, right on your dashboard.
For a more detailed walkthrough of how to set up your Notion Business Hub step-by-step, including the layout and customisation tips, check out the full guide.
8. Notion for teams: Workspaces vs. teamspaces
Whether you're working solo or with a group, knowing how to structure your workspace is crucial. Let's break down Workspaces and Teamspaces so you can set your team up for success.
What’s the difference between workspaces and teamspaces?
Workspaces: A workspace is your overall Notion environment. Think of it as the big umbrella that houses all your projects, databases, and pages. Every team member in your organisation has access to this shared workspace.
Teamspaces: These are sub-sections within a workspace, designed to organise different teams or departments. If you’re working on projects with multiple people, a Teamspace gives you a space to create and share documents relevant only to that group. It's like setting up distinct rooms for each department or team within your organisation.
Best practices for collaborating as a team in Notion
Collaboration in Notion can be seamless, but it requires a bit of organisation. Here are some best practices for team collaboration:
Structure your Teamspaces by function:
Create separate Teamspaces for each team or department. For example, one Teamspace for Marketing, another for Product Development, and so on. This keeps information organised and relevant to the right people.
Use linked databases for cross-team collaboration:
If your teams need to share data (e.g., project timelines, client information, etc.), use linked databases to keep everyone on the same page without duplicating work.
Templates for repetition:
Streamline workflows by creating templates for commonly used documents or project types. This ensures everyone is working from the same starting point and saves time.
Permissions, roles, and keeping information organised
Notion allows you to control who sees and edits what. Here's how to maintain organisation and security:
Permissions:
You can set view, comment, or edit permissions for each page or database. This ensures only the right people can make changes or even see sensitive data.
Roles:
Assign different roles within your team. This could include admins (who have full control over the workspace) and members (who have restricted access). It's a great way to keep control while still allowing collaboration.
Organise with pages:
Use pages to keep content structured within each Teamspace. This makes it easy to find information quickly and avoid information overload.
9. Real business use cases: How companies use Notion
Notion’s flexibility is a powerful tool for businesses looking to streamline operations and enhance team collaboration. Let’s have a look at some real-world examples of how businesses use Notion to drive efficiency and improve workflows, with a case study from Good On You, the world’s leading sustainability ratings platform for fashion and beauty.
Good On You case study: Transforming content management
Good On You empowers millions of users to make more sustainable choices by providing detailed ratings on the fashion and beauty industries. Despite their massive reach—238K+ followers on Instagram, 25K+ on LinkedIn, and 150K+ newsletter subscribers—Good On You’s small but ambitious marketing team faced inefficiencies with their content management system.
The problem: Fragmented content workflow
The marketing team was juggling several tools to manage content:
Trello boards for tracking journal articles and newsletters
Google Spreadsheets for social media content scheduling
Google Docs for drafting articles
This led to several challenges:
Duplicated effort: Content updates had to be repeated across multiple platforms.
Missed deadlines: Changes made in one platform weren't reflected elsewhere, causing misalignment.
Lack of visibility: It was difficult to track which brands were featured and where.
Overwhelm: Too much time was spent on admin work instead of content creation.
The solution: A custom Notion system
After assessing the workflow and bottlenecks, we implemented a custom Notion system that streamlined the content operations while maintaining flexibility. Here’s how it looked:
Centralised content hub:
One content ideas database to store different types of content (articles, social posts, newsletters) and encourage repurposing.
A linked brands database to track which brands were mentioned in which content pieces, ensuring visibility and consistency.
A marketing channel database to categorise content by platform, making it easy to track which content went where.
Unified team dashboard:
A quarterly project tracker to keep track of the team’s focus areas.
A calendar view of upcoming content, integrated with Slack for real-time updates.
Dedicated dashboards for each function:
Journal: Kanban board to track articles by status and a calendar for publishing schedules.
Social Media: Kanban board and calendar for content planning.
Newsletter: Monthly list view to manage weekly newsletters efficiently.
Seamless collaboration tools:
Templates for each content type to maintain consistency.
Project and goals tracking to ensure alignment across the team.
Meetings tracker to document key discussions.
Community management tracker to coordinate responses to comments.
PR requests tracker to streamline media engagements.
The results and transformation
The impact of this Notion system was immediate:
50% reduction in content management and admin time: Amy, Good On You’s Content Manager, reported that the time spent on administrative tasks was cut in half.
Improved cross-channel collaboration: With a clear overview of content, teams were more aligned, reducing missed deadlines and delays.
Increased visibility: Changes in one place were automatically reflected elsewhere, improving content alignment and efficiency.
Automations: Slack integrations reduced approval bottlenecks and kept everyone on the same page.
Good On You’s content creation process is now faster, more efficient, and future-proofed—giving the team more time to focus on what they do best: empowering consumers to make better choices.
How Notion can be used for various business functions
Notion isn’t just for content management—its versatility makes it a great tool for a variety of business tasks. Here are some key use cases:
Content planning
Use Notion’s database features to create editorial calendars, track content production, and streamline publishing workflows. This can be done with centralised content hubs and custom views to ensure that everyone stays aligned.
Project management
Organise your projects using Kanban boards, Gantt charts, or simple to-do lists. With Notion, you can track progress, assign tasks, and set deadlines to ensure nothing falls through the cracks.
Team documentation
Build comprehensive knowledge bases within Notion. Document standard operating procedures (SOPs), guidelines, and other important information so that your team can access and contribute to them at any time.
Meeting notes
Capture key takeaways from meetings in real-time and share them with the team. Notion allows you to keep meeting notes organised by project or team so that they can easily be referenced later.
Client work
Create dedicated client workspaces to manage contracts, deliverables, and timelines. You can easily track progress and ensure your team delivers high-quality work on time.
Knowledge bases
Use Notion to build a structured knowledge base where teams can store and share resources, guides, and FAQs. This ensures that everyone is on the same page and can quickly access information.
Good On You’s case study shows that with the right Notion system, even small teams can increase efficiency and reduce administrative overhead. Whether you're managing content, client work, or internal processes, Notion’s flexibility allows businesses of all sizes to optimise workflows and create a more organised, collaborative environment. If you’re tired of fragmented systems holding you back, a custom Notion solution could transform the way your team works—just like it did for Good On You.
10. Ready to get Notion working for your business? Here’s how I can help
Notion is a powerful tool, but only if it’s set up in a way that truly supports your business needs. Whether you’re a small team or a growing organisation, I can help you leverage Notion to boost your efficiency, streamline workflows, and enhance collaboration.
Templates
Save time and skip the setup process with my pre-built business hubs. These templates are designed to help you get started quickly and easily, whether you need a content calendar, project management system, or team collaboration workspace. Each template is customisable, so you can make it work for your specific business needs.
Consulting
Need a custom Notion setup tailored to your business? Let’s work together to create a system that fits your unique workflows, maximises your productivity, and helps your team thrive. I’ll guide you through every step, ensuring that your Notion setup is as efficient as it is user-friendly.
