Notion Software Pros & Cons


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Remote teams have enabled businesses to continue their operation in the most critical times, especially when on-site, face-to-face working was not possible. So companies continue to look for and provide their remote teams with the best productivity app to help in team collaboration, task management, and document sharing. Notion is a popular option with many teams. But every solution has its Pros and Cons. 

This article looks at Notion’s positives and negatives to help you decide if it is the right project management tool for your team.

Table of Contents

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What is Notion Software?

Notion is an online tool for individuals, teams, small businesses, and enterprises. Notion differentiates itself by positioning itself as versatile project management solution with a variety of use cases. A student or freelancer can use it as a note-taking app for personal knowledge management. Teams and businesses can adopt it as a productivity tool that simplifies and organizes how each user communicates, performs a task, and shares updates. Big organizations and enterprises can use it to centralize and standardize announcements, policies, and procedures with the option to integrate with other systems using Notion API.


Notion syncs its data across devices. A user can access the same consistent and updated information whether they use a web browser, a desktop app, or a mobile app. This scalable solution offers a free plan for individuals, a Personal Pro plan for power users, a Team plan, and an Enterprise plan with advanced controls and priority customer support.

Going beyond its online wiki and note-taking feature, Notion also gives its users the power to create custom workflows and various task views, access to a library of ready-to-use Notion templates, version history, and real-time collaboration.

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Notion Software Use Cases

Project teams prefer the Notion app for its versatility and flexibility. Here are some of the most common uses of the online tool in promoting and supporting organized work.


Notion’s robust wiki is built on a powerful database. Users can create a variety of content such as company goals, office policies, engineering practices, and meeting notes, which they can easily locate from a central place.

Teams can add different types of content, including embeds, images, and lists. A drag-and-drop interface lets users arrange the layout that can include different types of blocks such as a list, table, and board in the same page. The tool also makes updating of information simple.

Project and Task Management

Notion’s power lies in the way it lets teams plan, track, and update multiple projects and recurring tasks from a single platform. Instead of using different software solutions for each phase of the project lifecycle, Notion provides a single tool where users can place the task list, project documents, file attachments, and schedules in an organized layout that is easily searchable.

Remote teams can easily access any project note side-by-side with relevant task assignments and the latest updates to stay on the same page with the rest of the team. Team members can post comments and start conversations with anyone at any time. Notion supports tagging (aka @ mentions) to directly address and communicate with a colleague.

Note Tracking and Document Management

Notion is an advanced content tool that uses databases to track various note and document types. Users can add various types of content in Notion such as videos, code, bookmarks, or images. They can drag and drop content, and then arrange it in different ways. 


Notion also makes it simple to add custom keywords for tracking, invite teammates to collaborate, and set due dates for project scheduling. Users can keep a note private, share it with the team, or publish it on the public web.

Workflow Management

With Notion users can create and manage custom workflows to help execute ideas, processes, and methods. Using the same tool that contains the team’s brainstormed ideas, business processes, or research methods, users can add a table, list, calendar, Kanban board, gallery, or timeline, to create a dashboard, website, or any other system to implement a particular workflow.

Users can speed up their project launch by choosing a template from the library. Choose a to-do template to organize, manage, and track tasks. Use the weekly agenda to plan all the work to accomplish over the next week. Or select the roadmap template to track project work, organize projects by epics, sprints, or bugs, and view the project by status, engineer, or project manager.

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Notion Cons and Disadvantages

While Notion offers a combined note app and task management tool for a wide range of use cases, some users may wonder if this “jack-of-all-trades” approach is powerful and customizable enough for their needs.

Tricky Navigation

It can be a challenge for first-time users to navigate Notion. Users unfamiliar with its interface and navigation may have to spend time to be more accustomed in locating pages and dashboards.

Set-Up Time

Notion is a customizable tool for different workflows. However, your team will need to invest some time setting it up for task management and team collaboration. This differs from dedicated project management software solutions that can readily provide teams with a tool for quickly creating, assigning, and tracking project tasks.

Text Formatting Issues

Some users feel that editing and formatting text is not intuitive enough. Users who want a smoother and faster way to edit or highlight text, or even add sections to a page are sometimes frustrated with the inconsistent response and experience they get in using the app.

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Notion Pros and Advantages

For some types of users such as writers, creatives, engineers, and product teams, Notion can be an ideal tool that provides an all-in-one functionality that is accessible from multiple devices including a mobile app.

Easy to Use

Notion is generally user-friendly. Although it takes a bit of time to set up, once users get familiar with the interface, they can start working within minutes to create custom pages, use tables, work with web clippings, and format content. With Notion, users get access to a powerful feature usually only found in relational database without having to learn any query language or coding. There are also many Notion tutorials available, and technical support is responsive.


Notion an all-in-one productivity app that provides users with more than a note taking feature. Users don’t have to open multiple tabs or switch applications more times than necessary. A single tool the equivalent of multiple software saves users time and money. It also has a free plan with unlimited pages and blocks and up to five guests ideal for individuals.


Notion works across different devices. It has a web app, a Mac and Windows desktop app, and a native mobile app for both iOS and Android. Remote teams have more options to access work from anywhere including off-site and while on the go. Sharing of information is also simple.

Clean Interface

A clutter-free interface with built-in customization enables individuals and teams a flexible way to organize tasks, workflows, and projects. A Notion project management review might not put the tool in the same category as other enterprise PM tools, but the feature combination, especially its wiki tool and multiple task management views, give teams and organizations the flexibility to use Notion as a tool for more straightforward and less complex projects.


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Ready to try Notion Software?

Notion appeals to a growing customer base with business needs and workflows that are too unique for existing solutions. The software allows them to create a tool as simple or as complex as they need it to be. Furthermore, Notion as a project management app provides teams the visibility when changes happen. Project teams get real-time status updates using a single platform with the workspace for documentation and collaboration each team member needs to keep projects on track.

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If you’re interested in learning more about a more robust project management-focused solution, check out these top-rated options.

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