How to Use Notion for Hybrid Work: The Ultimate Guide (2024)

Hybrid work has become more popular with the increase in worldwide internet penetration. And following around two years of working from home during the COVID-19 pandemic, many employers have adopted agreements that allow employees to work outside the office at least part of the time.

Despite the benefits associated with hybrid work, you can endure a drop in productivity if you don’t have the right systems in place. Luckily, apps like Notion have made it easier than ever to collaborate with your team when you aren’t all in the office simultaneously.

In this article, you’ll learn more about how you can use Notion for hybrid work. We’ll also provide step-by-step instructions to help you implement these tips faster.

1. Adding Users to Workspaces

When working in a hybrid environment, making it easier for team members to collaborate with one another should be your top priority. In Notion, doing this is quite simple; even if you only have a free plan, you can still add other users to your workspaces.

The number of users you can add to your workspace will depend on the subscription you have. If you use a free plan, you can add up to 10 people; this should be more than good enough if you work as an agency or other kind of small business.

You’ll have a much higher limit if you get a paid version of Notion. The Plus version lets you add up to 100 people to one workspace, and that number increases to 250 with the Business plan. If you have Notion Enterprise, you can discuss your limits with Notion’s sales team.

Regardless of which plan you use, the process for adding users to your Notion workspaces is the same.

1. Go to Settings & members > Members. When you’re there, you’ll see a blue button called Add members.

   

2. Enter the email address of the person you want to invite to your Notion workspace. If you have Notion Plus or higher, you can also expand the dropdown menu to determine if the invitee is a workspace owner or member.
3. When you’re ready to add a user to your workspace, select Invite.

   

You can also invite people by going to the Members tab and copying a link to send to everyone.

2. Categorizing Different Projects

When using Notion for hybrid work, keeping your projects organized is a good idea. You can categorize your tasks in a couple of ways. We’ll show you two options for doing this below.

Creating Additional Workspaces

Notion lets you have as many workspaces as you want with a free plan. If you get a paid version of Notion, keep in mind that your subscriptio only applies to one workspace at a time.

Here's how to create a new workspace in Notion:

1. At the top of the left-hand toolbar, click on your current workspace. When the dropdown menu appears, select the icon with three dots.

   

   2. After selecting the icon mentioned above, you’ll see an option called Join or create workspace. Click on this.

   

   3. Notion will ask you what you want to use your workspace for. Choose whichever fits your needs best and select Continue. In this case, we'll select For my team as we're discussing hybrid work.

   

   4. You’ll then need to name your workspace. After doing this, hit the Continue button again.

   

   5. Notion will then give you the opportunity to share your new workspace with others. Enter their email addresses or copy the link if you want to do this. Once you’ve customized everything, select Take me to Notion, and you’ll be able to use your new workspace.

   

Making Pages Within Pages

Another way you can categorize your projects is by creating pages within pages. To create a new master page in Notion, select the + button in the left-hand toolbar.

On that page, you can make another page by tapping / and selecting Page. Once you’ve done that, you can customize everything as you feel is necessary.

3. Keeping Track of Important Tasks

Project management software is an excellent way to grow your business, and you’ll also want to use these kinds of solutions if you’re an employee or freelancer. When using Notion for hybrid work, you’ve got numerous options for keeping track of important tasks.

Notion has several templates that you can use to follow your projects more closely. You’ll find Gantt charts, task and project management pages, and several other options. Many of these are free to use, and you can easily duplicate your favorite templates into your Notion workspace. To do this:

1. Go to notion.so/templates and pick a template for you and your team to use.
2. Under Duplicate Info, pick the workspace you want to use it within and click on Duplicate template. You’ll then be able to customize everything for your needs straight away.

   

   See Also

   How to create a folder in Notion?

4. Providing Summaries for Your Meetings

If you’re not working in the same place as your team members, knowing how far others have progressed on the projects you’re working on together can become challenging. While you should try to limit how many meetings you have, checking in occasionally is a good idea.

During your meeting, it’s worth designating someone to take notes. You can do this when setting up Google Calendar for hybrid work as well if you want to add that app to your productivity system.

After finishing your meeting, you can easily create summaries of your meetings using Notion AI. To do this, hit the spacebar and select Summarize when Notion AI appears. The tool will then work on providing a quick summary of your page.

5. Making Your Most Important Pages More Accessible

Notion allows you to make your most important pages more accessible by dragging and dropping their order in the left-hand toolbar. However, that’s not the only thing you’re limited to. You can also add pages to your favorites. To do the latter:

1. Tap the three dots icon when hovering over one of your pages.
2. Click on Add to Favorites, and you’ll see your page at the top of the screen.

   

6. Creating Content and Social Media Calendars

If you’re part of a marketing team, keeping your content and social media calendars updated is crucial when working on a hybrid agreement. Notion makes doing this easy; you can create your own calendar by making a table and selecting New Database.

Notion also has several templates for creating social media and content calendars. When creating a new page, click on Add new > Templates instead and choose something that works for you.

Make Your Hybrid Work Model More Efficient With Notion

Hybrid work has several advantages if you put the correct systems in place, but it’s important that you have these sorted before transitioning to such an agreement. Notion is a handy tool for managing your team’s workflow and ensuring that everyone continues to work toward your common goals.

You can use several templates to help you keep track of your content and social media schedules, along with gaining an overview of everyone’s projects. On top of that, you can use Notion to provide meeting summaries and much more.