A Writer’s Guide To Notion: Transform Your Creative Workflow

As a writer, staying organized and managing your projects can be a challenge.

That’s where Notion comes into play! This versatile tool has the potential to revolutionize your writing process, making your life easier and more productive.

In this article, you’ll learn how to effectively use Notion to streamline your writing projects and stay on top of your creative tasks.

I’ll discuss practical examples and strategies tailored to writers like you, so you can focus on what’s most important: telling your stories.

Get ready to streamline your writing projects like never before with Notion.

Why Use Notion As A Writer?

So why should you invest your time changing from Evernote, Notepad, or even Google Docs? 

Well, Notion is a versatile workspace app that helps you keep track of ideas, projects, and daily tasks. Let’s dig into some of these benefits a bit further.

Keep Everything In One Place

No more jumping between Word documents, Google Sheets, and note-taking apps.

With Notion, centralize your world-building, character development, and drafts on one platform. Create specific dashboards for each project, making it easy to navigate your work.

Set Goals and Track Progress

Need to stay accountable in your writing journey? Notion offers powerful tools for goal setting and progress tracking. Create tables, calendars, and trackers to monitor your word count, editing progress, and deadlines.

The single most important thing I’ve found as a “newbie” writer is writing consistently. Writing is a skill, and like any other skill, it improves with practice. English was my worst subject at school! 

By goal setting with Notion, I’ve tried to write a little bit every day, even if it’s just a paragraph or two. Regular writing has helped me find my voice, develop my style, and overcome my fear of the blank page.

Customize Your Workspace

Notion is highly adaptable. Design your workspace by selecting from pre-made templates, or crafting your own. Incorporate checklists, media, or code snippets to align with your unique writing style.

Efficient Collaboration

Are you working with editors, publishers, or fellow writers? Share your pages and documents, and allow others to provide real-time feedback. Collaboration becomes seamless, improving the overall writing process.

Still interested? Let’s move on to setting up a Notion workspace so you can implement this tool in your creative workflow.

How To Use Notion As A Writer – Notion Workspace Setup Guide

In this section, you’ll learn how to set up a workspace tailored just for writers like yourself. By the end, you’ll have your own writing dashboard and a well-organized system for notes and research.

Creating Your Writing Dashboard

To create your writing dashboard, start by opening a new Notion page and giving it a meaningful title.

Next, make a database to log your writing projects, including columns for the project title, status, deadline, word count, and any related notes. This table serves as an overview of your ongoing work, helping you stay on top of things.

Creating Your Dashboard

Organizing Your Notes And Research

I’ve found the other major habit to help with writing is reading (funnily enough!).

Reading widely and deeply helps you understand different writing styles, tones, structures, and genres. It exposes you to different ideas, expands your vocabulary, and helps you understand how successful authors craft their narratives.

In your workspace, create a dedicated section for your notes and research. I recommend using a hierarchy of pages for each topic or project, grouped by theme or category. Whenever you gather new insights or references, add them to these pages for easy access.

Feel free to use bullet points, tables, and other formatting options to customize your workspace. Incorporate linked databases to see all related pages in one view.

Additionally, consider using tags or labels to further categorize your research, making it even easier to navigate your extensive knowledge base.

Notes and research menu

Creating Templates For Different Types Of Writing

As a writer, you know how crucial it is to have a well-organized workspace to boost productivity. We can take that a step further and take advantage of Notion’s ability to create templates for various types of writing projects. Let’s dive in!

Blog Posts

A blog post template in Notion is a great way to structure and streamline your content creation process. Here are some essential features you might want to consider when creating a blog post template:

  • Title – The title field is where you’d enter the title of your blog post. Make it catchy and concise to attract the readers.
  • Date – A field to record the date of creation and publication.
  • Status – This section is to track the current state of the blog post, for example, it can be ‘Idea’, ‘Draft’, ‘In Review’, ‘Published’, or ‘Archived’. I find this super useful when using the Kanban board view to give me a quick highlight of where everything is at.
  • Tags/Category – This allows you to categorize or tag your blog posts for easy navigation and organization. It can also help with SEO if you’re publishing online.
  • Author – A space to enter the name of the author, especially important for multi-author blogs.
  • Content – This is the main body of your blog post. It may include different types of blocks like headings, bullet lists, numbered lists, toggles, quotes, images, videos, embeds, code snippets, etc. Consider a content outline section for planning the post structure.
  • Sources/References – An area where you can cite your sources or additional references for your blog post.
  • Word count – A handy tool or section to keep track of the length of your blog post.

Here’s an example of one of my blog post templates:

Blog post template


Novel writing demands intricate attention to detail, from character development to world-building. Here are a few ideas that you might want to include in your novel-writing template:

  • Synopsis – A brief summary of the novel. It should be short and to the point, giving the reader an idea of what the story is about without giving too much away.
  • Character Profiles – Detailed profiles for each of your main characters can be very helpful. Include things like their physical description, personality traits, backstory, motivation, relationships, etc.
  • Setting Descriptions – Descriptions of the key settings in your novel. This can include both the physical aspects and the mood or atmosphere.
  • Plot Outline – This section allows you to outline the main events of your novel. You can use a simple list, or you might want to use a storyboard or a plot diagram.
  • Chapters – Individual sections for each chapter or scene in your novel. You could include a brief summary, the main events, and any important notes for each one.
  • Research – Space to store any research relevant to your novel. This could include things like historical information, details about a location, technical information, etc.
  • Timeline – A timeline can be a helpful way to track events and keep the plot in order.
  • Notes and Ideas – A section where you can jot down any ideas or thoughts that come to you as you’re writing.
  • Revision Tracker – A section to track your editing and revision process, this can help to ensure you’re making consistent progress and addressing all necessary revisions.


Writing a script entails visual storytelling, which involves dialogues, scenes, and character actions. With Notion, create flexible script templates that cover elements like character bios, scene breakdowns, and plot points.

To further enhance your scriptwriting workflow, use Notion’s galleries and databases to track revisions and storyboards.

Remember, the beauty of Notion is that it’s completely customizable to your needs. These are just suggestions and you should feel free to modify, add, or remove any elements that don’t serve your unique content creation process.

Using Writing Tools Within Notion

In a creative block? There are a few tools in Notion that can help you get unstuck.

Bringing Ideas Into Reality With Notion AI’s

Notion’s AI can help with creative blocks by providing suggestions and assistance in various ways. For example, it can generate text, improve writing, fix spelling and grammar, make text shorter, and clean up formatting 

It can also be used to generate summaries or extract insights from a page, or even help write notes, agendas, and blog posts.

To use Notion’s AI, users can activate it in their workspace settings, click into an empty block, and type the space key to bring up the Notion AI blocks. Additionally, users can highlight text and select “Ask AI” to improve existing content.

Timers and Word Counts

Boost your productivity by:

  • Setting timers – Allocate a specific time to each writing task. Indify has some free customizable timer widgets that you can incorporate onto your dashboard. Also, check out these Top 10 Notion Widgets.
  • Using word count goals – Set a word count goal for each session or task. You can check the word count on a page by clicking on the “…” in the top right, and the word count is at the bottom of the menu.

Tips On Writing Consistently And Efficiently

This isn’t strictly Notion specific, but a well-designed Notion dashboard can help with these ideas:

  • Break down tasks – Divide your writing project into smaller, manageable tasks
  • Set deadlines – Assign deadlines for each task to keep yourself on track
  • Review and adjust – Periodically review your progress to identify and improve weak areas

Collaborating With Editors And Proofreaders

If you’re ready to share your work with others, Notion provides a really good collaboration feature. I’ll show you how you can share your Notion workspace, and how to comment and real-time edit work within the platform.

Sharing Your Notion Workspace

One of the first steps to collaborate is sharing your Notion workspace. To share your workspace, you need to:

  1. Click on the “Share” button in the top-right corner of your Notion page
  2. Enter the email addresses of your collaborators
  3. Set their permission levels (e.g., can edit, can comment, or can view only)
  4. Click “Invite” to send the invitation

Now your editors and proofreaders can access the shared workspace from their Notion accounts.

Commenting and Real-time Editing

When working with editors and proofreaders, commenting and real-time editing are really handy features. Real-time editing is a cornerstone of collaboration in Notion. This helps facilitate a smooth feedback process and minimize miscommunication.

To add comments in Notion, follow these simple steps:

  1. Highlight a block of text where you want to add the comment
  2. Click on the “Comment” icon that appears on the right side of the block
  3. Write your feedback in the comment box
  4. Press “Enter” to post your comment

You can see which teammates are editing which blocks, as their avatars/profile photos will appear next to the blocks they are working on. Your collaborators will be able to see your comment and reply in real-time.

This feature makes it easy to have ongoing conversations about that particular section of your writing.

Publishing And Exporting Your Writing

Last but not least, sharing your pièce de résistance with the world.

Exporting Formats

Notion offers various export formats to suit your needs. Some of the most popular options include:

  • PDF – Perfect for sharing finalized documents
  • Markdown – Ideal for blog posts or web content
  • CSV – Great for data or spreadsheets

Backing Up Your Work

Nothing worse than writing for hours on end and then your computer crashes! Notion allows you to:

  1. Set up automatic backups – Notion’s paid plans include automatic weekly backups to ensure your valuable content is always secure.
  2. Manually export content – Regularly export your work in your preferred format and save it to an external storage or cloud service like Google Drive.

Key Takeaways For Using Notion As A Writer

Remember that Notion is just a tool. It won’t magically make you a better writer. Consistently writing each day and developing good habits are crucial for your success. Use Notion to enable your creativity, not as a crutch.

Enjoy the process of crafting your stories while keeping things organized with your newfound Notion skills.

I know this was a long article, but if you’ve read it from top to bottom, thank you very much and I hope you found it helpful! Happy writing!

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