1. Set up a team in Notion
Carefree uses a ‘team’ in Notion so that every member of staff can collaborate on shared documentation. Setting up a collaborative team requires a monthly subscription to the Teams pricing tier. On Notion a team is described as a group of people that wants "to write, plan, and work together in one spot."
2. Identify the knowledge that you want to share
Carefree had a lot of documentation spread across different computers and cloud services such as Airtable, Google Drive and Miro. They first identified all the documents that they wanted to centralise within Notion by linking or uploading it to one workplace.
3. Create a place for documents to live
Once Carefree decided which existing documents they wanted to upload, they made pages in Notion to act as index pages for links to all their documents. For example, they made a Team page that links to things like Meeting Notes and Training Resources.
4. Linking up documents to the shared Notion
Once they made their index pages, Carefree linked to existing local documents such as Word and Powerpoint files and cloud documents such as those in Google Drive. All you need to do is copy and paste a sharing link. Then depending on the type of document, it will either show as a hyperlink/ bookmark or it will embed within the document itself, showing a preview inside Notion.
5. Create new pages
Alternatively, you can create entirely new documents as ‘Notion pages’ so that you can view all the information without leaving the app. Carefree found Notion’s built in templates useful as a starting point. Templates include Meeting Notes, Task Lists and Weekly Agendas.
6. Onboard new employees
Carefree uses Notion as a central place for new employees to get familiar with the charity and how it operates. They send new employees an invitation to the team before their first day so they can start learning before they start working.
7. Use Notion for remote working
During the COVID-19 lockdown, Carefree have been using a Notion page to recreate a wall in their office that was used to centralise the charity’s current thinking - they’ve found that recreating a ‘physical’ space can be useful in remote working.
Carefree’s ‘Office Wall’ contains everything from the collection of whiteboards in their real-world office, including values, KPIs and delivery plans, so that they can be easily referred to.
Many thanks to Carefree for contributing this recipe.
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