How I Use Notion to Organize My Business, Content Creation Process, & Team

Over the last few years, I’ve created some really powerful systems to stay organized in my business inside of Notion. Notion is the project management tool and database that houses every single detail, plan, and task for my brand and team! In today’s episode, I’ve giving you a peak inside what I use it for, how it’s organized, and why I chose it over other tools!

Listen to this episode now:

Apple Podcast | Spotify

Search for episode 87 of Called to Both on your favorite podcast player!

This Episode is brought to you by Riverside:

Riverside is what we use to record our interviews for this show. Visit and use code JOY for 15% off.

How to Use Notion in Your Business

If you’re a business owner, I truly believe it is essential for you to have a place to store and organize the details of your business—from big picture plans to day-to-day tasks. I’ve been using Notion for a few years and I don’t know what I would do without it.

“Notion is a single space where you can think, write, and plan. Capture thoughts, manage projects, or even run an entire company”

I like to use Notion as a database and for project management, while still using HoneyBook as my CRM.

Why Notion Is the Project Management Tool You Should Use in Your Business

  • Flexibility to build what I want based on each space.
  • Free Plans or Affordable for Teams (I pay $5/mo)
  • Visually Appealing – Imagine Google Docs and Pinterest had a baby.
  • Collaboration Abilities (either to view, or edit, or as a template).
  • Integrate with Slack, Google, Zapier, Google Forms, etc.
  • Includes an iPhone App

How I Use Notion to Organize My Business, Content Creation Process, & Team

While I’ll share all of the details, in short Notion has become the brain of my business. If someone were to ask me any question about my business, I would be able to find it in Notion. Additionally, I do use it for personal planning as well. Let’s dive into some of the spaces that I’ve created inside of Notion.

Storing My Brand Assets in Notion

I keep all of my company branding in one place so that it’s easy to grab what I need.

Building Content Libraries in Notion

I create a lot of content in my business: blog posts, podcast episodes, and Youtube videos. I create separate spaces to manage each of these projects and collaborate with team members on each of those projects within the spaces.

Tracking Press, PR, and Speaking Opportunities in Notion

A big part of my marketing efforts includes visibility marketing—in order to keep track of what opportunities I’ve secured, I track it all in a table inside of Notion. This includes the feature, the brand, link, contact information, and more.

Documenting and Planning My Offers and Digital Products in Notion

As a business grows, it’s important to track your offerings and digital products. I keep a space that houses my digital product details, sales pages, graphics, and more so that it’s easy to reference and update where needed—especially when my team may need to reference something.

Using Notion for Team Projects and Tasks

Another great way to utilize notion is for open projects within your team to help track progress, specifically when it’s not related to a bigger project and becomes a daily or monthly task. My team board has columns to drag to different stages so we can see at a glance where something is and who’s responsibility it currently is.

A few spaces I’ve created inside of Notion that are similar to this include:

  • One-off projects (like updating my website)
  • Daily and weekly tasks

Tracking Your Digital Course Library and Log-Ins in Notion

Another fun way to use Notion is to track your courses and educational investments. This will help you rediscover what you have purchased or find something that is relevant to what you’re doing in your business now.

Tracking Affiliate Links for Other Brands in Notion

I am a huge advocate for building affiliate income as a revenue stream in your business, but I could not do it without tracking my affiliate links inside of Notion.

Building a Client Database in Notion

As I work one-on-one with my coaching clients, I like to have a space that is dedicated just to them, where I can reference notes, details, and their progress!

Goal Tracking Sheets

Additionally, I love tracking my own goals inside of Notion. This allows me to look back at my goals versus where I landed. This helps me stay on track rather than digging too much into the details and numbers.

Features in Notion: Templates and Automations

Now that I’ve shared quite a bit around the different ways I use Notion, let’s talk about the features that I love: templates and automations.

Templates in Notion

Templates make things so simple inside of Notion. I can click a button and have a templated framework populate, and everything auto-populates. You can either pull from their free templates, paid templates, or creating your own.

Automations in Notion

Automations are another really cool feature that you can set up so that you are notified with things happen. This is helpful when you use the integrations as well!

Bonus: AI in Notion

While I don’t use the AI in Notion very often, it is a fun feature to play around with.

Getting Started with Notion

If you’ve been excited to explore what Notion has to offer, here are your first steps to getting started:

  1. Create your free account here.
  2. Explore the template library.
  3. Download the app.
  4. Create your first workspace.

If you’re enjoying the content we’re creating on the podcast and want to connect with others who are called to both, make sure you come join us in the Called to Both Facebook Group!

Mentioned in this Episode:


Local Creative Co

Getting Things Done by David Allen

Connect with Joy:




Coach with Joy:

If you decide to use any of the links above and buy through them, I’ll receive a small commission back. All of those affiliate income commissions really add up over time and help generate revenue to help support this podcast.

Looking for the Transcript?




How would it feel to become seen as the go-to expert at what you do? The secret sauce to get there? Brand authority, my friend! Say goodbye to tedious long webinars, and let's dive straight into the heart of brand authority.

The Brand Authority Blueprint | Free Guide


Grab our free guide for marketing secrets and step-by-step ways to get visibility so you can book more dream brides!

paste your mailing list code here