Running a small business often means juggling projects, documentation, internal processes, and team collaboration - all while trying to
keep systems simple and cost-effective.
One platform we’ve found useful in our own operations is Notion,
a flexible organisational app designed to bring information, workflows, and collaboration together in a single workspace. If 2026 is the
year you really want to get organised, it might just be worth a read of our blog.
While it’s not a solution for every business, Notion offers a range of features that may appeal to Australian small business owners looking
to improve productivity and organisation.
It’s important to note that we have no association with Notion. This article is based purely on our experience using the platform, and we
recommend that each business assesses its own requirements before deciding if Notion is a suitable fit.
What Is Notion?
Notion is a cloud-based productivity and organisation tool that combines note-taking, task management, databases, and collaboration
features into one platform. Rather than being built around a fixed structure, Notion allows businesses to customise their workspace to
suit their specific workflows.
Key Notion Features
Centralised Business Documentation
Notion can act as a central knowledge base for your business. Documents such as policies, procedures, onboarding guides, meeting
notes, and internal reference materials can all be stored in one searchable location.
Having a single source of truth can help small teams reduce time spent searching for information and ensure consistency across the
business.
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Customisable Databases and Lists
Notion’s database functionality allows businesses to track and organise information in a structured way. Common small business use cases
include:
- Project and task tracking
- Client and contact management
- Sales pipelines
- Content and marketing calendars
- Asset and inventory tracking
Each database can be viewed in different formats, such as tables, boards, calendars, or timelines, giving teams flexibility in how they
manage their work
Task and Project Management Tools
Notion can be used as a simple project management tool, allowing teams to assign tasks, set due dates, track progress, and link work to
broader projects or goals.
For small businesses that don’t require complex project management software, this can be an effective way to keep projects visible without
adding unnecessary complexity
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Team Collaboration and Permissions
Notion supports real-time collaboration, making it easy for teams to work together within shared pages and databases. Comments, mentions,
and page sharing help keep conversations connected to the relevant information.
Access permissions can be managed to control who can view or edit specific areas, which is especially useful when working with contractors,
consultants, or external partners.
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Ready Made Templates
Notion provides a library of pre-built templates covering common business needs such as project tracking, meeting notes, customer
relationship management, and content planning.
These templates allow businesses to get started quickly and can be customised over time to better reflect internal processes.
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Integrations With Popular Business Tools
Notion integrates with a range of commonly used business tools, including Google Drive, Slack, and Microsoft Teams. This allows relevant
files, links, and conversations to be referenced directly within Notion, helping reduce tool sprawl.
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Things to Consider Before Using Notion
Although Notion is highly flexible, it does come with a learning curve. Setting up effective systems often requires some upfront time and
planning.
Australian businesses should also consider data security, access controls, and compliance requirements to ensure the platform aligns with
their operational and regulatory obligations.
As with any productivity software, careful evaluation is essential before fully adopting it into day‑to‑day operations.
Final Thoughts
Notion is a versatile organisational app that can support many of the operational needs of small businesses. Its ability to bring
documentation, task management, and collaboration into a single workspace makes it a popular choice for teams looking to simplify how they
work.
While we’ve found Notion useful in our own business, it’s important for each organisation to assess its unique requirements and determine
whether the platform is the right fit.
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