Internal communication is extremely important for keeping high-preforming teams aligned. As your team grows, it demands more structure, more thoughtful updates, and the intentional collection of cross-functional information. When it comes to internal communication, Notion can help you stay organized and make sure every team member is up to date on important company topics.
In this Guide we’ll walk through some best practices for internal communications in Notion, and share some pro tips from the Notion Executive Operations team.
If teams donโt have structure to their information, it may live in many places, making it hard for team members to stay up to date on company happenings โ sometimes resulting in confusion or mistakes. Notion brings all your information together in one place, so you can save time searching for this information.
We sat down with Cuyler Hirata, executive operations at Notion, to ask him how he thinks about internal communication on Notion. Reflecting on common pitfalls heโs seen, he noted the following:
When the team is smaller it’s pretty easy to know where everything is at all times, but as the org grows and more people are added and more docs and pages are created, I think that’s when information can get lost. Setting up your structure early on will go a long way.
Hereโs some tips for ensuring people know where to access information.
Select
properties to help designate the types of meetings (like โSalesโ or โAll-handsโ) or the announcements that live in your docs database (like โProcess changeโ).Create a “what’s new” database to house important updates like newsletters, memos, and all-hands notes.
A communication playbook can outline everything a new (or existing) team member needs to find information quickly.
As you grow your team or company, these systems will simplify project management, marketing, onboarding, and everything in between.
The average attention span of an American adult is somewhere between 7 and 12 seconds, that means that a reader needs to be engaged immediately with an image, callout, or top-level heading. Using these on-page tools, you can structure information for your readers depending on the situation at hand.
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to create the toggle, and drag information inside of it.โฎโฎ
to drag-and-drop any block in your page and move it to the right to create columns (the blue lines will help guide you). This creates a column, where you can put images alongside text for easy viewing.Add visual structure to your page with columns, callouts, and tasteful emoji use.
/
to see what you can include. Use these to highlight key points, metrics, or spotlight an important announcement or feature.-
three times in a row to create a divider under headers. This brings a nice visual break to your pages to separate information.โฎโฎ
to navigate to Color
./Typeform
block or paste a link to the survey to embed surveys right inside of Notion.So youโve organized your Notion and youโre feeling great about availability of information โ now what? Get information in front of your teams through intentional distribution efforts.
Because Notion is so open and there’s just so much available for folks to access there needs to be a bit of guidance and direction. That’s why we brought about the bi-weekly newsletter. They’re able to go in and really understand all of the key happenings from the past couple of weeks.
In addition to just meeting notes and announcements, you can also create company-wide updates using Notion (like Blinkistโs newsletter). This helps collect everything your teammates need to know in one place.
Some inspiration for this type of communication includes:
Copy link
button in the Share
menu and send it out via Slack, email, or your team’s platform of choice.Share
menu. This is helpful when youโre working with partners outside your org who need to be aware of company happenings.The simpler your communications are, the easier it will be for readers to find and know where to expect information, and the easier it will be to manage. For this, we recommend finding, creating and consistently using templates. There’s a few types of templates in Notion, each with different use cases: