10 Things You're Doing WRONG in Notion

Top 10 Notion Mistakes Beginners Make

In this video, Thomas Frank explains the top 10 mistakes beginners make when using Notion. He covers actual mistakes and some little-known tips, tricks, and more efficient features that you might not have heard of already.

Not Using Your Favorites Bar

• The favorites bar is a quick way to access pages that you use frequently.

• Use a Quick Links Page to keep your favorites bar clean and toggle open quick links for instant access to less frequently used pages.

Not Using Database Templates

• Create templates that will auto-populate new pages with whatever content you want.

• Use database templates to create a whiteboard in digital form for planning out your entire day.

Overcomplicating Your Workspace

• Keep your workspace simple by avoiding overcomplication.

• Avoid creating too many databases or sub-pages within databases.

Not Utilizing Linked Databases

• Linked databases allow you to connect information across different pages in your workspace.

• Use linked databases to create a master task list that pulls tasks from multiple projects.

Not Taking Advantage of Properties

• Properties are customizable fields within databases that allow you to sort and filter information.

• Use properties to track important information such as due dates, priority levels, and project status.

Creating Duplicate Pages

• Creating duplicate pages can clutter your workspace and make it difficult to find the right information.

• Instead of duplicating pages, use linked databases or page templates.

Ignoring Keyboard Shortcuts

• Keyboard shortcuts can save you time and make your workflow more efficient.

• Learn some of the most useful keyboard shortcuts in Notion to speed up your work.

Not Using Templates

• Notion offers a variety of templates for different use cases, such as project management, note-taking, and personal finance.

• Use templates to jumpstart your productivity and customize them to fit your specific needs.

Not Collaborating Effectively

• Collaboration is a key feature of Notion, but it's important to use it effectively.

• Use comments and mentions to communicate with team members and assign tasks within pages.

Neglecting Mobile Access

• The mobile app for Notion allows you to access your workspace on-the-go.

• Take advantage of the mobile app by creating pages specifically designed for mobile use.

Overall, these are the top 10 mistakes beginners make when using Notion. By avoiding these mistakes and utilizing the tips provided in this video, you can become a more efficient user of this all-in-one productivity app.

Creating a Database Template

In this section, the speaker explains how to create a database template in Notion.

Steps to Create a Database Template

• To create a database template, go to any view of your database and click on the blue arrow.

• Select "Templates" and either create a new template or edit an existing one. You will know you are editing a database template when it says "You are editing a template in [database name]."

• Create the skeleton for your book summary or project by adding headings and blocks. The speaker provides examples such as overall thoughts call out, main takeaways call out, and heading two for Book Notes.

Using Database Templates in Notion

In this section, the speaker demonstrates how to use database templates in Notion by showing an example of YouTube video projects.

Example of YouTube Video Projects

• The speaker shows an example of using Creator's Companion's database template for planning YouTube videos. The project tasks area brings in links from their task database, there is an entire B-Roll list, description meta stuff, checklists, internal pages for scripts research and notes related content topic validation.

• You can create anything you want inside of Notion with database templates which gives you essentially a head start whenever you start a new project.

Mistakes to Avoid When Designing Your Dashboard

In this section, the speaker talks about common mistakes people make when designing their dashboard.

Mistakes to Avoid

• Mistake number three is trying to shove everything and the kitchen sink into a single dashboard page. The speaker cautions against always trying to shove a ton of information on a single page because it can be overwhelming and difficult to navigate, especially on mobile devices.

• Instead, the speaker recommends splitting things out onto their own pages. For example, having an inbox page that only shows your task inbox or recent notes page that only shows recent notes. This is especially useful when using Notion on mobile devices.

• A trick to have the best of both worlds is creating toggle blocks with underlined links that lead to separate pages for specific information such as tasks or inbox.

Using Mention Page and Sync Block

This section covers how to use Mention Page and Sync Block in Notion.

Using Mention Page

• To add a page link inside of a toggle title, choose Mention Page instead of Link Page when pasting the URL.

• A sync block is a red outlined area that can be copied and pasted to other places in your workspace.

Using Sync Block

• Copy and paste the sync block inside of a toggle to have access to its content from another location.

• Use sync blocks to create different views for desktop and mobile devices.

Learning Markdown Syntax and Keyboard Shortcuts

This section covers the importance of learning markdown syntax and keyboard shortcuts in Notion.

Markdown Formatting

• Learn markdown formatting such as using hashtags for headings, asterisks for bold or italic text, and HTML brackets for toggles.

• Use regular keyboard shortcuts like Command or Control B to format text quickly.

Keyboard Shortcuts

• Use keyboard shortcuts like Control P for search bar, Control L for grabbing URLs, and Control or Command with bracket buttons to go back and forth between pages.

• Check out Notion's detailed documentation guide on all their keyboard shortcuts.

Managing Access Permissions in Notion

This section covers managing access permissions in Notion.

Sharing Pages

• Notion is great for collaboration, but be careful about giving people too much access to your workspace.

• Learn the access and permissions controls available on any page inside of Notion by clicking the Share button.

Permissions

• Check if a page is shared to the web and see what people can do if they are not logged in or part of the public.

• See which groups or people specifically in your workspace have access to a page.

Notion Mistakes to Avoid

In this video, the speaker shares common mistakes people make when using Notion and how to avoid them.

Permissions Control

• Can change permissions to Can Comment, Can View or take access away altogether.

• New feature added where you can let everyone else edit content but not databases, views or structure.

• Highly recommended for non-experts on your team.

Document Changes

• Document changes made to workspace and let team members know.

• Make a loom video or screen recording showing changes made and how to use the workspace after changes are made.

Reinventing Wheels

• Notion's strength is its flexibility in creating complex systems.

• Problematic when trying to invent own tools and productivity methodology at the same time.

• Follow existing methodology or philosophy while crafting new tools.

P.A.R.A. System

• Use Tiago Forte's P.A.R.A. methodology (Projects, Areas, Resources, Archive) as a guide when building tools.

• Focus on one area and make tweaks there before moving on to other areas.

Notion Mistakes to Avoid

In this video, the speaker shares some common mistakes people make when using Notion and how to avoid them.

Importing Too Much Data

• It's tempting to import all your data from other tools into Notion.

• However, it's not a good idea because most of that material is never going to be needed again.

• Instead, create a new notes database in Notion and only import what is pertinent to your life right now.

• Use the Just-In-Time method to go back to your old tools if you need something.

Not Using Linked Databases

• Linked databases allow you to create a brand new view of an existing database in a different spot in your workspace.

• This view can have its own filter criteria, sort criteria, and properties that are hidden or shown differently than the original database.

• Create linked databases by typing "/linked" and selecting the original database you want to link.

• This is a great way to have persistent database views without constantly switching between them.

Overcomplicating Your Workspace

• Don't overcomplicate your workspace with too many pages or databases.

• Keep it simple by having one main page with links to other pages or databases as needed.

Not Having Clear Organization

• Have clear organization within each page or database by using headers and subheaders.

• Use icons and colors for visual cues as needed.

Using Too Many Templates

• Templates can be helpful but don't use too many of them.

• Stick with one or two templates that work well for you and modify them as needed.

Focusing on Appearance Over Functionality

• Don't focus too much on making things look pretty at the expense of functionality.

• Prioritize functionality first and then add design elements as time allows.

Not Taking Advantage of Keyboard Shortcuts

• Keyboard shortcuts can save a lot of time and make using Notion more efficient.

• Learn the most commonly used keyboard shortcuts and use them regularly.

Not Using the Mobile App

• The mobile app is a great way to access your notes on-the-go.

• Take advantage of it by syncing your notes and using it when you're away from your computer.

Not Customizing Your Workspace

• Customize your workspace to fit your needs and preferences.

• Experiment with different layouts, colors, and icons until you find what works best for you.

Mistakes Beginners Make in Notion

In this section, the speaker discusses common mistakes that beginners make when using Notion and provides tips on how to avoid them.

Hiding Properties Instead of Deleting Them

• It's possible to hide properties in Notion instead of deleting them.

• This is useful for properties that are not needed but could be useful in other places.

• To hide a property, right-click on it and select "Hide Property" then choose "Always Hide".

• Alternatively, go to the three-dot menu in the corner and select "Customize Page" for more control over show/hide criteria.

Utilizing Customize Page Area

• The Customize Page area allows for more control over show/hide criteria for every property in the database.

• Back Links, Top-Level Discussions, and Page Comments can also be hidden or customized here.

• This helps keep the database property area clean without having to delete potentially useful properties.

Resources for Learning Notion

In this section, the speaker provides resources for learning Notion.

Notion Fundamentals Series

• A completely free beginner series called "Notion Fundamentals" is available at ThomasJFrank.com/fundamentals.

• There is a full YouTube video and written guide for each part of the software.

• The written guide acts as more of a reference with shortcuts, tables, and other cool stuff.

Notion Tips Newsletter

• A completely free newsletter with tips on unlocking the secrets of Notion is available.

• Sign up at ThomasJFrank.com/newsletter.

Creator's Companion Tool

• Creator's Companion is a tool that upgrades workflow immensely by managing multiple channels inside of Notion.

• It turns Notion into a one-stop-shop for collecting content ideas, green lighting projects, and managing content production.

• It can be found at ThomasJFrank.com/cc and supports the channel.