Looking for a digital productivity tool that can genuinely help you organize your work, personal goals, or even run a small business? Over the past year, I’ve put Notion through everyday use—juggling project management, daily to-dos, content calendars, and more.
Today, I want to share my final verdict after hands-on testing, uncovering the genuine pros, the surprising drawbacks, and whether I believe Notion truly lives up to its enthusiastic reputation.
Why I Chose Notion for My Workflow
Before diving in, let me clarify why I decided to dedicate so much time to Notion. Honestly, I’ve bounced between a dozen apps—Trello, Evernote, Google Keep, even the classic pen-and-paper—and always ended up with scattered notes and lost tasks.
I needed one solution that could handle projects, share docs, and look visually clean. And, well, everyone seemed to talk about Notion.
Initial Setup and Learning Curve
If I’m honest, Notion threw me for a loop at first. The flexibility is impressive but, initially, maybe a bit overwhelming. Their template gallery helps (seriously, don’t skip it), but the menus and options can feel endless.
Installation & Onboarding
Getting set up was quick. I used the web app, then grabbed the desktop version for my Mac. Within minutes, I was ready to experiment. Their onboarding guide walks you through basics, though it’s easy to miss little features here and there.
First Impressions
I found myself creating notes that accidentally became databases, which sounds silly—but it speaks to how powerful, yet unfamiliar, their structure can feel. I’d recommend spending some time just playing around before diving into real projects. Notion isn’t as intuitive as, say, Google Docs at first, but it’s not unfriendly either.
What Notion Does Best (After Months of Practical Use)
After the first month, I slowly noticed everything clicked into place. The real power of Notion is how you can customize it so deeply —almost to the point where it feels like it was built just for you. Here’s what stood out.
All-in-One Workspace
No more window switching. I use Notion to track content ideas, weekly plans, and even family recipes. If you want to run your business, your household, or your studies from one place, it’s shockingly adaptable.
Database Functionality
Tables, kanban boards, calendars, lists—it’s like having Airtable, Trello, and Google Sheets in one. I built a simple editorial calendar, complete with tags and deadlines, and it actually helped me publish more regularly. That’s a first.
Collaboration & Sharing
Working with editors and clients is seamless. Real-time editing isn’t quite as slick as Google Docs, but it’s reliable. I especially like page sharing controls; it’s reassuring to choose exactly who can access what.
Template Ecosystem
Perhaps the best part for newcomers is the template gallery . From personal planners to fully-fledged CRM systems, you can start with polished setups others have shared. It cuts down the learning curve… well, as much as possible.
Limitations You Notice Over Time
No tool is perfect, and Notion has its quirks. These didn’t immediately bother me, but over months of use, some issues did crop up.
Performance with Large Databases
When you push Notion with huge databases—say, hundreds of content items, old meeting notes, or big project trackers—load times start to lag. It’s enough to be mildly annoying, especially if you’re working on a slower computer or are used to instant results.
Mobile App Experience
The mobile app has improved, but it’s still not nearly as fluid as desktop. Editing on the go sometimes feels cramped, and there’s a lag opening big pages. Quick updates? Fine. Heavy editing? I’d wait until you’re back at your desk.
Offline Access
I like to work during commutes or in cafes with spotty Wi-Fi. Notion’s offline mode is basic; you don’t get full editing power offline, which can be a dealbreaker if you need total reliability anytime, anywhere.
Is Notion Right for You? Use Cases and Recommendations
Notion shines brightest for:
- Content creators and bloggers managing editorial calendars and idea banks
- Small teams needing a flexible, all-in-one project management tool
- Students tracking research, reading lists, and assignments
- Freelancers and solopreneurs keeping records, invoices, and client communications together
If you just want a basic to-do list, it’s probably overkill. But if your digital life has gotten chaotic (like mine), it might be the embedded structure you’ve been missing.
Pricing and Value Breakdown
Here’s where things get practical. The Notion pricing tiers are competitive, and you can use most features on the free plan. Paid versions add admin controls, unlimited collaborators, and advanced permissions.
| Plan | Best For | Monthly Cost |
|---|---|---|
| Free | Personal use, students | $0 |
| Plus | Small teams, power users | $8/user |
| Business | Larger teams needing advanced controls | $15/user |
For most solo users, you really can go a long way for nothing. If you run a team or want strong version control, the paid tiers are worth it.
Tips for Getting the Most Out of Notion
- Start with templates. Don’t reinvent the wheel—Notion’s community templates are gold.
- Tag your pages and databases. This makes future searches so much less frustrating.
- Integrate with other tools like Google Calendar, Slack, or Zapier for extra automation.
- Set aside “learning time.” Explore the deeper features when you aren’t rushed, or you’ll miss some gems.
Alternatives Worth Considering
Is Notion the only game in town? Absolutely not. Depending on your style, consider:
- Trello – more visual, better for pure project management
- Evernote – king of simple notes and web clippings
- Asana – great for larger team projects
Each has its strengths, but honestly, I found myself returning to Notion for pure flexibility.
My Final Verdict: Is Notion Still My Main Tool?
After truly living with Notion for months, do I still rely on it? Yes , though with realistic expectations. It’s my main digital productivity hub , and my recommendation is genuine—but only if you’re willing to invest a bit of time learning its quirks.
To summarize:
- Super-flexible, customizable all-in-one tool
- Steeper learning curve than simpler apps
- Excellent for digital organization, project management, and note-taking
- Some performance issues with huge databases
- Great free tier, competitive paid options
Ready to Try Notion? Next Steps
If you want to regain control over your digital life , I’d absolutely suggest signing up for the free Notion plan and exploring some community templates. It won’t be instant magic, but after a few weeks, you’ll probably—maybe—wonder how you managed without it. Download Notion and see if it transforms your workflow, too.
Curious about comparing Notion to other tools? Check out our full comparison of the best project management platforms for a deeper dive. And let me know your own final verdict in the comments—sometimes, the only way to know is to test for yourself.
