Notion FAQs

This article contains some of the most frequently asked questions on the web about productivity tool Notion.

What is Notion so used for?

Notion is a productivity tool designed for personal organization, team collaboration, workflow management, and project management, and includes note-taking, database management, task tracking, and more. Here are some use cases:

Personal Use

  • Task Management and Planning: Individuals can use Notion to track weekly tasks, personal projects, and life planning. It can serve as a comprehensive system to manage study, work, side hustles, and family matters.
  • Note-Taking and Knowledge Management: Notion is a handy tool for capturing insights, learnings, interview preparation questions, side-project ideas, and organizing digital notes for easy recall.
  • Writing and Creative Projects: Notion is also very useful for planning fiction projects, story writing, and managing social media information.

Professional Use

  • Team Collaboration and Project Management: Notion stands out for its team collaboration by allowing members to access the same information and work on projects together. It’s a great tool for project planning, event planning, managing tasks, and scheduling.
  • Database and Content Management: Teams can use Notion’s database management tools to store and organize data, including text, images, and files. This feature is particularly useful for managing content calendars and tracking project progress.
  • Meeting Notes and Documentation: Notion serves very well as a central repository for meeting notes, tasks, images, and documents.
  • Integration with Other Tools: Notion integrates with other applications, such as Zapier, to automate tasks and streamline workflows.

Is using Notion so worth it?

Using Notion can be worth it depending on your specific needs and how you plan to use the tool. It is particularly beneficial for individuals and teams looking for an all-in-one workspace to streamline their operations and enhance collaboration. Here are some pros and cons of Notion:

Pros of Using Notion:

  • Versatility: Notion is a highly customizable tool to create a workspace that fits specific needs, whether it is for personal use or within a team.
  • Collaboration: It supports real-time collaboration, making it easier for remote teams to work together and stay connected.
  • Customizable Templates: Notion offers a range of templates that can be adapted for various use cases, from startups to education and nonprofits.
  • Integration: It also integrates with other tools, which can help in importing and exporting data seamlessly.

Cons of Using Notion:

  • Complexity: With so many features and options Notion can be overwhelming for new users.
  • Goal Tracking: It may not be the best tool for goal tracking, especially for large projects, as it lacks built-in features specifically for this purpose.
  • Reporting: The absence of a built-in reporting tool can make it difficult to generate reports and analyze data within the platform.

Is free Notion enough?

Notion’s free version offers a set of features that can be sufficient for most individual users and even small teams. Here are some key aspects and limitations of Notion’s free version:

Key Features of the Free Plan

  • Unlimited Pages: Users can create as many pages and blocks as they want for note-taking, project management, and personal organization
  • File Uploads: The free plan allows for the upload of images, videos, and file attachments up to 5MB each.
  • Collaboration: You can add up to 5 guests for lightweight collaboration to edit or comment on pages
  • Templates: You get access to a wide range of templates for various use cases, such as to-do lists, journals, recipe storage, and more.

Limitations of the Free Plan

  • File Upload Size: The 5MB limit on file uploads may be restrictive for tasks that involve larger files.
  • Page History: The free plan retains page history for only 7 days, which could be limiting if you need to access older versions of your content.
  • Collaboration Features: While you can collaborate with up to 5 guests, the free plan lacks advanced collaboration features like detailed commenting, tagging, and setting page permissions.
  • Database Size: Databases are restricted to a maximum of 100 rows, which may not be sufficient for more extensive data management needs.


For Individual Use: The free plan is highly capable for individual users who need a versatile tool for note-taking, organizing personal projects, or managing small-scale collaborations.

For Small Teams: Small teams might find the free plan adequate for basic project management and collaboration, but the limitations on file size, page history, database size, and collaboration features could be restrictive for more complex needs.

Upgrade Options: If you find the limitations of the free plan too restrictive, Notion offers paid plans (Plus, Business, and Enterprise) with additional features, such as unlimited file uploads, extended page history, more collaboration options, and advanced security and administrative tools.

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