How to use Notion as knowledge base?

Discover the art of utilizing Notion as an efficient knowledge base in this informative guide.

Oct 17, 2023
How to use Notion as knowledge base?
Notion, a robust tool, serves as a versatile platform for building knowledge bases, whether for personal or business purposes. These repositories centralize information, making it readily available to those who require it, housing essential data like policies, procedures, and instructional guides.
According to Forbes reports , Notion boasts a user base exceeding 20 million, with only 4 million of these users being on paid subscriptions.
Creating a knowledge base in Notion is a breeze. You can make customized databases to store and organize information, including dates, tags, and files. Once set up, start populating your databases with content.

Setting up Notion

In order to use Notion as a Knowledge Base system, your first step is to establish your workspace and incorporate a database. Here are the steps to accomplish this:

1. Workspace Creation

Creating a workspace won't be a complicated task. To establish a workspace, all you need to do is easily sign up or log in to your Notion account. After signing up with Notion, the workspace will be generated automatically.

2. Designing and Creating a Knowledge Base

After creating your workspace, the subsequent action involves in developing a knowledge base platform. This process includes two different ways: By adding database manually by or by using existing templates.
  • Adding Database
A database comprises interconnected data that you can structure and refine through diverse methods. To introduce a fresh database into your workspace, adhere to the following guidelines:
  1. Navigate to your workspace's left-hand menu and click the "+" button.
  1. From the dropdown menu, opt for "Database."
  1. You can either pick a template for your database or start with a blank one.
  1. Provide a name for your database and include any required properties.
  1. Finally, click the "Create" button to generate your fresh database.
With your workspace and database in place, it's time to start adding information to your knowledge base using Notion's versatile tools and features. Explore the platform to find what suits your needs best.
  • With Templates
In this segment, we will explore the primary three stages of crafting your knowledge base by choosing the existing templates:
  • Selecting a template,
  • personalizing the layout, and
  • Adding properties.
  1. Selecting a Template
Notion provides a range of templates to kickstart your knowledge base, tailored to suit your specific requirements. Popular templates like "Wiki," "Project Management," and "Meeting Notes" are available. Select the one that aligns with your needs and personalize it to your liking.
If you find the Notion templates provided insufficient, you can explore additional options on Notion Marketplaces like Gumroad, Etsy, and others. Notion creators have created and sold templates with added features, providing even more options for your use.
  1. Layout Customization
After selecting your template, tailor the layout to suit your needs. Incorporate pages, sub-pages, and databases to organize your information effectively. Use headings, columns, and formatting choices for a user-friendly and organized design.
  1. Adding Properties
Properties in Notion are a potent feature for enhancing your pages and databases by adding extra information.
For instance, you can include a "Status" property in your project management database to monitor project statuses.
Additionally, you can use properties to augment the context and details on your pages, ultimately boosting the utility of your knowledge base.
By adhering to these three phases, you can establish a Notion as knowledge base that is user-friendly and packed with valuable content.
Dedicate the necessary time to meticulously plan and design your knowledge base, and you'll reap the benefits of possessing a robust tool that enhances your organizational skills and productivity.

Sharing the Knowledge Base

When establishing a knowledge base with Notion, you may find it beneficial to distribute it to others. Here are some suggestions for effectively sharing your knowledge base.

Setting Permissions

Before sharing your knowledge base, you must configure permissions in Notion. You have the option to set permissions either for individual pages or entire databases. You can specify who can access, edit, or comment on each page or database. To do so, click on the “Share” in the top right corner of the page or database. Afterward, assign the suitable permission level to each individual or group.

Sharing Options

After configuring permissions, you can share your knowledge base in these ways:
  1. Share a link: Distribute a link to your knowledge base, granting access to specific pages or databases.
  1. Invite people: Invite individuals to collaborate on your knowledge base, allowing them to view and edit designated pages or databases.
  1. Embed a page: Incorporate a knowledge base page into your website or blog, providing information to your audience without granting full access.
Always prioritize security when sharing, limiting access to what's needed and adjusting permissions accordingly for each individual or group.

Knowledge Base Maintenance

Making a knowledge base is a crucial part of organizing information effectively. But, taking care of it over time is just as vital. Here are some easy tips for keeping up with your Notion knowledge base.

Updating Information

Keep your knowledge base up to date by consistently refreshing its content. This guarantees the accuracy and timeliness of the information it contains. Employ reminders to prompt regular information updates, and utilize tables for efficient information organization, facilitating easier updates.

Archiving Pages

Archiving pages helps maintain a tidy knowledge base by storing outdated or unnecessary information. Archived pages remain accessible when necessary, and tagging can aid in efficient categorization and retrieval.

Backing up data

Data backup is essential to safeguard important information. Notion offers export options like HTML, CSV, and Markdown, and supports third-party backup tools for automation. Protect your data effectively.

Final Thoughts

Overall, Notion stands out as an exceptionally potent solution for knowledge management. Its adaptability, customizable features, and user-friendly interface make it an excellent choice for entrepreneurs and small businesses.
If you're seeking a tool to effectively arrange your data, collaborate with your team, and optimize your work processes, I enthusiastically suggest exploring Notion. By dedicating some time to set it up according to your preferences, you can establish a knowledge base that suits your unique requirements and aids in managing your business more efficiently.