How to simplify Your Notion Workspace as a Business Owner

Let’s face it—you’re the person who thrives on creating something unique, like a DIY Notion workspace. That’s how you ended up building your own business. Am I right? I’ve thought so 😝 

And I bet that’s why you use Notion for your business: because you can unleash your creativity. You’ve probably spent hours building, tweaking, and perfecting it. 🛠️

Well, I get it, that’s how I started, too. But sometimes, that DIY energy can lead to a workspace that feels more like a maze than a tool for productivity.

Sound familiar? Don’t worry—you’re not alone!  Many Notion users hit a point where their lovingly crafted system becomes more of a burden than a blessing. I know this because that’s how most of my clients find me: they went as far as they could with Notion, but at a certain point they realize: their Notion pieces are disconnected. 

The good news? You can simplify without losing the magic that makes your system uniquely yours. ✨

Here’s how 👀

1. Merge Your Notion Databases 

One of the biggest mistakes I see among Notion users is to have too many databases. It’s super easy to create them but if you don’t have a plan in mind when you start building out your systems, you’ll find yourself in a messy place very soon.
As a software engineer, I know a few things about databases, and let me tell you: that having a structured way to use them is key.

If you’re juggling multiple databases for tasks, projects, ideas, and more, it’s time to streamline. Too many databases can make your workspace cluttered and hard to manage.

Instead, combine related databases into one and use filtered views to organize the information.

For example, you can merge your task and project databases into one unified system. Use a “Status” property to differentiate between tasks and projects, and create views to display only what’s relevant.

➡️ Why It Works:

• You’ll save time navigating between databases.
• It’s easier to track progress when everything’s in one place.

💙 Pro Tip: If you don’t want to find yourself in a tech nightmare, remember to duplicate your databases first as a backup. Otherwise, you’re at risk of losing your current setup. 

 

2. Create Automation in Notion That Actually Help

Automations can save you hours of time—if you set them up thoughtfully. The trick is to start small and focus on automating repetitive tasks that take up mental bandwidth.

Notion offers some basic native automation, but if you want to achieve something more powerful, my go-to solution is third-party software, like Make.com.
You can

💙 For example, you can use integrations to automatically:

• Move completed tasks to an archive.
• Notify you of upcoming deadlines.
• Sync Notion with your favourite tools like Google Calendar or Slack.

➡️ Why It Works:

• You’ll reduce manual work and eliminate forgotten tasks.
• It frees up your brain for creative thinking.

 

3. Streamline Your Notion Templates

Let’s talk about templates. Don’t get me wrong, I’m not against them, I also sell templates (this way), and I think they have their own place in a business. However, templates can only get you so far.
If you’re like most DIYers, you probably have a template for everything. While that’s great, having too many templates can slow you down.

Audit your templates and keep only the ones you use. Then, make them as intuitive as possible by pre-filling fields and including step-by-step instructions.

💙  For Example:

• A project template that auto-generates task checklists.
• A meeting template with pre-filled sections for agenda items and action points.

➡️ Why It Works:

• You’ll spend less time searching for the right template.
• It ensures consistency across your workspace.

 

Your Notion workspace should feel like a helpful assistant, not a chaotic filing cabinet. By merging your databases, implementing smart automations, and streamlining your templates, you can simplify your setup without sacrificing your unique DIY flair.

 

➡️ Ready to take your Notion game even further?
Take my Notion Archetype Quiz to uncover personalized tips for optimizing your workspace and working smarter—not harder.