Notion

Overview

Notion launched in 2016 with the premise that knowledge management and project management should live in the same place. Rather than choosing between a wiki tool and a project tracker, Notion offers a single block-based interface where pages can contain databases, databases can contain embedded documents, and both can be linked together in any structure the user defines.

This flexibility made Notion the tool of choice for startups building their internal operating systems — company wikis, product roadmaps, meeting notes, OKRs, and project trackers all in one workspace. The free plan for individuals remains among the most capable in the collaboration space, and the product has expanded with AI writing tools, a growing template gallery, and Notion Calendar as a standalone scheduling product.

Key Features

• Block-based editor — every piece of content is a draggable, nestable block: text, image, table, code, database, embed
• Linked databases — the same database can be viewed as a table, board, calendar, gallery, or list from anywhere
• Notion AI — AI writing, summarisation, and content generation built into the editor
• Relations and Rollups — link database rows together and calculate aggregate properties across tables
• API and integrations — official REST API; Zapier, Make, Slack, GitHub, and 100+ integrations
• Templates gallery — thousands of community and official templates for every use case
• Collaboration — real-time co-editing, inline comments, and @-mentions
• Notion Calendar — standalone calendar app that integrates with Notion databases
• Permissions — page-level permissions for workspace members and external guests

Pricing

Notion Free includes unlimited blocks for individuals and up to 10 guests. Plus ($10/user/month billed annually) adds unlimited file uploads, version history (90 days), and unlimited guests. Business ($15/user/month) adds SAML SSO, private team spaces, and advanced analytics. Enterprise pricing is custom. Notion AI is an add-on at $8/user/month on top of any plan.

Best For

Notion is strongest as a company wiki and knowledge base builder — it outperforms most dedicated wiki tools for teams that want flexibility over rigidity. Startups using it as their entire internal operating system get compounding value as the relational database layer connects information across contexts. Product teams running roadmaps, content teams managing editorial calendars, and solopreneurs building personal management systems get the most from Notion's flexibility.

Limitations

Notion's flexibility is also its primary friction. Teams expecting structured project management out of the box will spend significant time on setup. Performance slows on pages with large databases or many nested blocks. Real-time collaboration is slower and less reliable than Google Docs for concurrent editing. Notion is not ideal as a primary task management tool for large teams — Linear or Asana provide more structured accountability.

Verdict

The best flexible knowledge management and wiki tool for teams that value adaptability over structure. Building your company's internal operating system in Notion pays dividends as the workspace grows. Not the right tool when process rigidity and team-wide task accountability are the priority.