To help keep our Notion space organized and up to date, we have outlined some best practices to employ while using Notion.
Define Page Owners
When creating a new page, always include the page owner at the bottom of the page in italics (example: Page Owner: @Jason Bourne ). Often if you are creating the page, you are likely to be the ultimate owner, but the owner could also be someone else.
Nest Pages
Make new pages within (or move pages to) the hierarchy of Workspace pages rather than sharing pages one-off. (This is similar to a Google Drive best practice, it's better to make a google document within a folder rather than just making a doc in the ether and sharing it to an assortment of people.) This will help keep our space uncluttered and makes it easier to manage permissions!
Lock Pages
Always lock pages that are widely shared and don't require frequent editing. This makes navigation easier and prevents accidental editing.
- To lock a page, select the three dots in the upper right hand corner and select
lock page.
- Tip: If you want to lock a database fully, you have to lock the database itself and also lock the pages within the database.
Archiving Outdated Content
If you have old pages that you no longer use or need regularly, it's helpful to move them to an Archived Content page. This way you can still go back or search through old projects, notes, or other information without it cluttering up your navigation side-bar or all of your regularly used pages.
File/URL Links
Maintain links to a file or external URL in only one place. If you need to link to it from multiple pages, you can link to that original block within Notion. This reduces the number of places you need to update if something changes.
- When replacing files or external links, don't delete the line and rewrite it, always replace the link or file explicitly.
- Example: Here is my original link. To change it, I highlight the word "original" and click
linkto paste a replacement link.