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Notion - Notes, Docs & Workspaces | Klero Resources

A practical guide to Notion: pages, databases, templates, and when to use it for docs, wikis, and lightweight project tracking.

Notion

Notion is a flexible workspace built from pages and blocks. You get docs, wikis, tables, kanban boards, and project trackers in one product. A free tier and minimal structure make it easy to start; this guide covers how to use it without ending up in a mess of nested pages.

Notion Training: The Basics

Why notion fits product work

  • One place for docs and planning - Wikis, specs, meeting notes, and light project lists in one tool. Fewer tabs and “where did we put that?”
  • Blocks - Text, headers, lists, tables, embeds, code, toggles. Build pages the way you think, without switching apps.
  • Databases - Tables, kanban, calendar, gallery. Filter, sort, and relate. Use for backlogs, content calendars, or trackers without a dedicated tool.
  • Templates - Start from meeting notes, PRD, retro, roadmap. Reuse structure instead of creating from blank every time.
  • Collaboration - Comments, mentions, shared editing. Works for async and live.

    • Core concepts that matter

    Pages and hierarchy

    A page is a doc. Pages can live in other pages (nested). Sidebar shows the tree. Keep depth shallow (2–3 levels). Use a few top-level “hubs” (e.g. Product, Engineering, Company) and branch from there. Avoid one giant folder of orphan pages.

    Blocks

    Blocks are the units: paragraph, heading, list, table, image, code, embed, toggle, etc. Use toggles for “expand if needed” (e.g. appendix, details). Use callouts for warnings or tips. Consistent block use makes pages scannable.

    Databases

    A database is a collection of entries (rows) with properties (columns). View as table, kanban, calendar, or gallery. Linked databases show a filtered view of another database. Use one database per “kind of thing” (e.g. projects, features, meeting notes) and link or embed views where needed.

    Templates

    Templates are page or database layouts you save and reuse. Use them for recurring structure: spec template, retro template, 1:1 template. Create from the “+” or from a database property. Start from Notion’s gallery or build a few of your own.

    10 Notion Tips to Speed Up Your Workflow

    Sharing and permissions

    Share by link or by invite. Permissions can be by workspace, by page, or by database. Use “share with workspace” for team defaults; restrict only when needed. Avoid sharing every single page one-by-one.

    Practical habits

  • Few top-level areas - Product, Engineering, Company, or similar. Don’t create a new top-level item for every project.
  • Name pages for search - “Q1 roadmap” and “Retro 2024-01-15” beat “Doc1” and “Notes”. You’ll search; make it findable.
  • Use databases for repeating structure - Features, projects, meeting notes. One source of truth; multiple views (table, kanban, etc.).
  • Templates for repetition - Same structure for specs, retros, or weekly updates. Saves time and keeps format consistent.
  • Archive instead of delete - Archive old or obsolete pages so they’re out of the way but still reachable.

    • When notion isn’t the fit

  • Heavy issue tracking - Use Linear or Jira. Notion databases can do light backlogs, but they’re not built for cycles, releases, and deep workflow.
  • Strict access and audit - Notion’s permissions and audit story may not meet compliance needs. Evaluate for regulated or highly confidential use.
  • Real-time structured data - For live forms, workflows, or system-of-record data, consider Airtable, dedicated tools, or your app’s DB. Notion is for human-authored content and light structure.

    • Pricing (high level)

    Free - Core blocks, collaboration, some integrations. Enough for small teams and personal use.

    Plus and above - More members, advanced permissions, analytics, API, support. Check Notion’s pricing for current plans.

    Getting to know databases in Notion

    Notion is a strong default when you want one workspace for docs, wikis, and light project tracking. Keep the hierarchy shallow, use databases for repeated structure, and lean on templates so structure stays consistent.

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