Notion Review: This Workspace Can Replace 5 Apps Easily

Have you ever opened five different apps to plan one project? Example: Google Docs for notes, Trello for tasks, and Excel for tracking. Pretty ridiculous if you ask me.

With Notion, juggling multiple apps at once can be a thing of the past. Over 100 million people now use Notion to ditch scattered tools and build one flexible workspace that does it all!

In this Notion review, I’ll discuss the pros and cons, what it is, who it’s best for, and its key features. Then, I’ll show you how I used Notion to create a page, add content blocks, add a database, and more.

I’ll finish the article by comparing Notion with my top three alternatives (Miro, ClickUp, and Monday.com).

If you’ve ever wished your notes, tasks, and team chat could live in one customizable place, Notion might be your new favorite tool.

Verdict

Notion is an all-in-one flexible workspace that combines notes, tasks, databases, and real-time collaboration. However, it can be complex to learn initially, and it misses some advanced project and security features.

What is Notion?

Notion is a note-taking app and all-in-one workspace for individuals and teams. You can use it to capture thoughts, manage projects, organize information, and collaborate with others.

Founded in 2013 by Ivan Zhao and Simon Last, Notion has evolved from a simple note editor to a comprehensive productivity platform used by freelancers, students, startups, and enterprises alike.

The easiest way to understand Notion is to imagine combining Google Docs, Excel, Trello, and wikis into one cohesive system where everything connects. That’s essentially what Notion does: it creates a flexible workspace where you can build almost anything you need to organize information and manage projects.

Notion is more than a note-taking app. It’s a flexible digital workspace for managing productivity and business collaboration under one unified interface.

From Simple Notes to Business Powerhouse

When Notion first launched in 2016, it offered basic note-taking features. However, the founders wanted to create something more flexible than traditional document editors. They wanted to make a platform where you could mix different types of content on the same page.

People began creating complex project management systems, company wikis, CRM databases, and even full business operating systems within Notion. The platform’s block-based structure (where every piece of content is a movable block) made this kind of customization possible.

By 2019, Notion had evolved from a personal productivity tool into a serious business platform that companies were using to replace entire software stacks.

What Makes Notion Different

Traditional productivity tools tend to be pretty rigid compared to Notion. Microsoft Word is great for documents, Excel handles spreadsheets, and project management tools like Asana or Monday.com focus on task tracking.

However, these tools don’t talk to each other. That means you end up with information scattered across multiple platforms, making it harder to find what you need.

Notion flips this approach entirely. Instead of separate tools for different functions, everything lives in one connected workspace. You can embed a database inside a document, link tasks to meeting notes, and create templates that combine multiple content types.

The customization level is also pretty high compared to other tools. While Google Workspace provides built-in apps, Notion has building blocks that you can arrange however makes sense for your workflow.

AI Integration & Smart Features

The addition of AI has pushed Notion into new territory. The AI assistant helps with writing, summarizing content, and building workflows. Instead of switching to ChatGPT or other AI tools, you can generate content directly within your existing Notion pages.

What I love about their AI implementation is how it integrates with your existing data. The AI can reference information from your databases, understand the context of your projects, and help automate routine tasks. This contextual awareness makes it more useful than standalone AI tools for many business workflows.

Who is Notion Best For?

Here are the types of people who get the most out of using Notion:

• Students can use Notion to organize notes, study materials, projects, and schedules in one place. They can also use templates for journaling and goal tracking.
• Freelancers can use Notion to track clients, deadlines, invoices, and portfolios. They can also plan content, organize ideas, store research, and customize dashboards to fit their unique workflows.
• Small teams can use Notion to collaborate in real-time, share files, manage tasks, and organize information.
• Startups can use Notion to replace multiple tools with one flexible workspace to save money and work faster.
• Enterprises can use Notion to collaborate and build company wikis.
• Anyone can use Notion for note-taking, task management, project tracking, reading lists, and meal planning.

Notion Key Features

Here are Notion’s key features:

• Blocks & Pages Architecture: Content is built using drag-and-drop content blocks (such as paragraphs, lists, images, code, tables, databases, etc.), and pages can contain any content with a nested structure and links.
• Databases: Fully flexible databases with multiple views, where each entry is its own detailed page.
• Templates: Create templates for pages and databases to save time and keep work consistent.
• Collaboration Tools: Work together live, comment anywhere, tag people, and keep teamwork in one place.
• Rich Media & Embeds: Add images, files, audio, video, and embeds with previews.
• Project & Task Management: Use task lists, boards, reminders, and calendars to track work and progress.
• Advanced Search & Organization: Find anything fast with unified search across all pages and files.
• AI Integration: The built-in AI can summarize, write, translate, and analyze your workspace.
• Integration & Extensibility: Connect Notion with Slack, Google Drive, GitHub, Jira, and automate with Notion’s API.
• Website & Portfolio Creation: Publish pages and databases online for sites and portfolios.
• Customizable Workspaces: Design dashboards, wikis, and projects with privacy settings and assigned roles.
• Version History: See document history and restore old versions anytime.
• Notion for Startups: Get a connected workspace with AI tools to build and scale your startup.

How to Use Notion

Here’s how you can get started with Notion:

1. Sign Up for Notion
2. Create Your First Page
3. Add Content Blocks
4. Rearrange Your Blocks
5. Add a Database
6. Add Properties to the Database
7. Change the View
8. Create a Template
9. Customize Your Template
10. Use the Search Feature
11. Share Your Page
12. Mention a Collaborator

Step 1: Sign Up for Notion

I started by going to notion.com and selecting “Get Notion Free” on the top right.

Step 2: Create Your First Page

After creating my account, I landed in an empty workspace with a list of ways to get started.

This was my first “Page” in Notion. It’s an excellent testing ground to experiment without any pressure.

Step 3: Add Content Blocks

Everything in Notion is built with blocks:

• When you type a paragraph, that’s a text block
• Add a heading, that’s a heading block
• Insert a table, and you’ve created a database block

To access these blocks, I hit “Enter” on my keyboard to start a new line and then “/” to see a menu of everything I could insert.

Here are some essential slash commands to remember:

• /h1 for large headings
• /todo for checkboxes
• /table for simple tables
• /page for linking to other pages

Step 4: Rearrange Your Blocks

I added a table to my document, and could easily move blocks around by clicking and dragging the six-dot handle that appeared when I hovered over the content.

This drag-and-drop functionality meant I could reorganize my thoughts as they developed, rather than being stuck with my original structure.

Step 5: Add a Database

Databases are where Notion gets powerful, but they’re also where many people get stuck. I created a new database by typing “/database” and selecting “Database – Full page.”

Step 6: Add Properties to the Database

From there, I gave it a clear name and started with just a few properties: Title (text), Author (text), Status (select), and Rating (number). You can track all kinds of things, including projects at work or restaurants to try.

Step 7: Change the View

Notion databases are not just spreadsheets. They’re more like flexible data collections that can be viewed in different ways. That same book database can be displayed as a table, a kanban board, a calendar, or a gallery, depending on what makes sense for your workflow.

To add different views, I just hit the “+” under the title of my database.

Step 8: Create a Template

Next, I turned my book tracker database into a template. Templates save massive amounts of time once you start creating repetitive content.

If you find yourself creating similar pages, turn one into a template. Meeting notes, project plans, and weekly reviews are perfect for templates.

To create a template, I clicked the dropdown arrow next to “New” in my database and selected “New template.”

Step 9: Customize Your Template

This opened a new window where I could customize my template with pages, text, checklists, and any blocks I needed. Once complete, I saved it. I can now reuse it anytime.

The biggest mistake people make is trying to create the perfect organizational system before they understand how they work. Start simple and let your system evolve organically. Create pages when you need them, not because you think you should.

Use a combination of nested pages and databases to organize different types of information:

• Pages work well for static content like documentation or reference materials.
• Databases are great at managing dynamic information that you need to sort, filter, or track over time.

Step 10: Use the Search Feature

The search function is powerful, so don’t stress too much about perfect organization.

You can find almost anything by typing Ctrl+K (or Cmd+K on Mac) and searching for keywords. This means you can focus more on creating useful content and less on filing it perfectly.

Step 11: Share Your Page

Sharing in Notion works at the page level. You can share individual pages or entire databases with specific people or make them public by selecting “Share” on the top right, inviting collaborators, and changing the permission levels.

The permission levels are straightforward:

• “Can edit” lets people modify content
• “Can comment” allows feedback without changes
• “Can view” provides read-only access

For team collaboration, establish some basic conventions early. Decide how you’ll name pages, when to use comments versus direct edits, and how to handle notifications.

Step 12: Mention a Collaborator

The @mention system works well for getting someone’s attention, and you can mention entire teams or groups if your workspace is set up that way.

The real-time collaboration features work smoothly. You can see other people’s cursors and edits as they happen. This makes Notion particularly effective for collaborative planning sessions or group brainstorming, where everyone needs to contribute simultaneously.

Overall, Notion becomes most valuable when you stop trying to use it like other tools and start thinking about your actual workflows. Instead of recreating your existing systems exactly, consider what you’re trying to accomplish and build from there.

Many people find success starting with one specific use case (e.g., project tracking or note organization) and gradually expanding as they get comfortable. Trying to migrate everything at once usually leads to frustration and abandonment.

Notion’s flexibility is both its greatest strength and its biggest challenge. You can build almost anything, but that doesn’t mean you should.

Focus on solving real problems you have rather than creating elaborate systems because they look impressive. The best Notion setup is the one you use consistently!

Top 3 Notion Alternatives

Here are the best Notion alternatives I’d recommend:

Miro

The first Notion alternative I’d recommend is Miro. Miro is a visual tool for brainstorming, planning, and collaborating on an endless online whiteboard.

Miro and Notion both offer flexible, no-code workspaces for teams to manage projects and collaborate in one place.

However, Miro stands out from Notion with its visual canvas. You can brainstorm with sticky notes, build flowcharts, wireframes, and mind maps. You can also use templates for workshops, presentations, and ideation.

Miro’s real-time tools are great for remote teams who thrive on visual, interactive sessions. It also connects easily with Slack, Jira, Microsoft Teams, and more.

Meanwhile, Notion is great at keeping work organized and documented. It combines notes, wikis, tasks, and databases in a customizable, block-based workspace.

Notion is loved for being an all-in-one information hub. With Notion, you can nest pages, manage tasks, build databases, and automate workflows backed by AI. It’s great for company wikis, project management, and keeping tasks, docs, and teamwork in one searchable place.

For visual teamwork and live whiteboarding, choose Miro. For notes, tasks, wikis, and organization, choose Notion!

ClickUp

The next Notion alternative I’d recommend is ClickUp. ClickUp is a full project management tool with time tracking, 15 views, and automation.

Its free plan is more generous than Notion’s in some areas, like offering unlimited seats. This makes ClickUp more appealing to larger teams on a budget.

Meanwhile, Notion excels as a versatile all-in-one workspace. It combines notes and flexible databases with a customizable interface and templates. It has more powerful note-taking and rich content features than ClickUp.

For detailed project management and automation, choose ClickUp. For a flexible workspace with notes, docs, and project tracking, choose Notion!

Monday.com

The final Notion alternative I’d recommend is Monday.com. Monday.com is a team platform for managing projects, workflows, and tasks with strong automation and easy customization.

On the one hand, Notion stands out with its block-based architecture. Every piece of content is completely customizable using drag-and-drop blocks.

Meanwhile, Monday.com emphasizes workflow automation and project management. You can integrate your favorite apps, like Slack, Gmail, and Microsoft Teams. The permission controls and built-in reporting help teams track progress.

For an all-in-one workspace with strong customization, choose Notion. For project tracking and workflow automation, choose Monday.com.

Notion Review: The Right Tool For You?

Notion is flexible enough to handle my scattered ideas and smart enough to replace half a dozen other apps. However, it takes some time to set up.

So if you’re someone who loves building systems and tweaking them as you go, you’ll love Notion. If you prefer strict structure and ready-made workflows, you might want something more focused.

Otherwise, consider these alternatives:

• Miro is best for teams who thrive on brainstorming, mind mapping, and live whiteboarding.
• ClickUp is best for those who want project management with built-in time tracking and automation.
• Monday.com is best for teams that need workflow automation, project tracking, and easy integrations.

Thanks for reading my Notion review! I hope you found it helpful.

Notion offers a free plan for individuals to organize their projects and life. Try it for yourself and see how you like it!

Frequently Asked Questions

What is Notion so used for?

Notion is primarily used as an all-in-one workspace for note-taking, project management, and collaboration. It allows you to think, write, and plan in a single customizable space.

Is Notion so free?

Notion’s free plan offers unlimited pages and blocks, as well as collaboration with up to 10 guests. However, advanced features like full AI access, unlimited file uploads, extended page history, and enhanced collaboration are only available on paid plans.

Is Notion better than OneNote?

Notion is better than OneNote for organization, databases, and powerful collaboration. Its modular structure and templates outperform OneNote for managing complex projects or building custom productivity systems.

However, OneNote is better for quick, freeform note-taking. This is especially true if you prefer handwritten notes or depend heavily on the Microsoft Office ecosystem.

What is the meaning of the word Notion?

The word “notion” generally means a concept, idea, or belief about something.

Is Notion really worth it?

Notion is worth it for anyone seeking a flexible workspace to manage notes, projects, databases, and collaboration. However, some may find its learning curve and interface overwhelming for basic tasks.

Is Notion overkill for personal use?

Notion can feel like overkill for personal use if your needs are simple (e.g., to-do lists or basic note-taking), due to its abundance of features. However, if you enjoy customizing workflows or need to organize complex projects, Notion can be powerful even for individuals.

Is Notion AI better than ChatGPT?

Notion AI is better than ChatGPT for document management, content organization, and productivity. However, ChatGPT offers stronger conversational abilities and better performance for creative writing, coding help, and answering general questions.

Is Notion better than Google?

Notion is better for creating customizable workflows that combine notes and databases in a single space. Meanwhile, Google Workspace is better for emailing and document editing thanks to its suite of tools like Gmail, Docs, and Drive.

Ultimately, Notion excels at organizing complex information and tasks in a highly personalized way, while Google Workspace is ideal for document creation, file sharing, and business communication at scale.