Notion

Notion is brilliant for documentation and knowledge management but isn't a true project management tool there's no Gantt charts, native time tracking, or advanced task dependencies. The free plan is generous for individuals and small teams, but collaboration features like advanced permissions require Plus (around €8/user/month). Compared to Asana or ClickUp, Notion feels more like a wiki that can do tasks, not a task manager that can do docs. If your work is document-heavy and you want flexibility, choose Notion. If you need structured project tracking with timelines and dependencies, pick Asana or Monday instead. Many teams use both.

As someone who's used Notion for many years, I can say that it’s by far my favourite tool for project management and task tracking. I’ve moved between tools like ClickUp, but I keep coming back to Notion because it’s my go-to platform for managing everything from campaign planning to personal task management. It’s like my workstation operating system, and it provides the perfect mix of simplicity and customisation.

One of the main reasons I’ve stuck with Notion is its sheer versatility. I can create project management boards for my marketing teams, build detailed knowledge bases, or even plan content calendars. The flexibility in visualising data is key for me whether I’m tracking marketing campaigns or managing tasks, I can set up Notion to display the information I need in a way that works best for me. It’s a complete solution for B2B marketers who need a powerful tool that can do it all, from project management to knowledge sharing.

That being said, there are limitations. When I first moved to ClickUp, it was because I needed more robust features for task automation, team management, and reporting. ClickUp is great for scaling workflows, especially for larger teams. But after a while, I found myself missing Notion’s simplicity and the ability to consolidate everything into one place. That’s why I came back. Notion’s flexibility makes it ideal for managing both big and small tasks, but it requires a bit of setup to make sure everything stays organised as your team grows. You need to be proactive about structuring your workspace, or else things can get messy quickly.

Strengths

The ability to customise your workspace, track projects, and collaborate with your team in real-time makes Notion an indispensable tool for marketers. It helps eliminate the need for multiple tools by bringing everything into one centralised space. The clean, intuitive design allows you to build out your ideal task management system, and the collaborative features ensure that everyone stays on the same page. This makes it a fantastic option for B2B marketers working in dynamic teams, especially if you’re also handling content creation, strategy, or campaign planning.

Limitations

Notion’s limitations mainly arise as your team or workload grows. While it’s perfect for smaller teams, scaling it to fit complex operations can be a bit challenging. For larger teams or highly complex workflows, other tools like ClickUp or Asana may be better suited, as they provide more robust features for automating tasks and managing large teams. Additionally, Notion lacks some of the advanced reporting features available in other project management tools, making it less ideal for teams that rely heavily on detailed analytics or reporting.

If you’ve decided to use Notion for your B2B marketing needs, here’s a step-by-step guide on how to set up and get the most out of the tool.

Setting up your Notion workspace

1. Create a workspace: First, sign up for Notion and create your workspace. Once you’re in, you can start by building a dashboard that includes links to all the important areas of your work, such as campaigns, content, tasks, and knowledge management. You can start with a template, or create one from scratch.
2. Set up pages for different projects: In Notion, everything is organised into pages. Create pages for each of your major projects, such as a marketing campaign, content strategy, or client management. Within each page, you can add subpages, tasks, and other details relevant to that project. This keeps everything organised and easy to access.
3. Create databases: Databases in Notion are powerful. You can use them to track tasks, manage content calendars, or even store customer information. Create a database for each part of your process for example, a "Campaign Tracker" database to track the progress of each campaign, including start dates, deadlines, and status updates. You can use different views such as a table, board (Kanban), or calendar depending on how you want to visualise your data.
4. Build your task management system: Notion allows you to create detailed task lists, including assignees, due dates, and priority levels. You can set up tasks for each team member, link them to specific campaigns, and track their progress. Using tags or categories makes it easy to filter tasks based on priority or completion status.
5. Collaborate with your team: Notion excels at collaboration. You can invite team members to your workspace, assign tasks, and share documents in real-time. If you’re working on a marketing campaign, for example, you can all contribute ideas, track progress, and leave comments within the same page.
6. Use templates for efficiency: Notion has a library of templates to help you get started quickly. You can use templates for meeting notes, project management, content planning, and more. Customise these templates to suit your needs and save time on setting up your workspace.

Managing your content calendar

1. Create a content calendar: For B2B marketers, keeping track of content is crucial. In Notion, you can create a content calendar using a database view with dates and categories for each piece of content. This will help you plan blog posts, social media content, webinars, and more in a clear and organised way.
2. Add task details: Each content item in the calendar can be linked to a task list where team members can track progress and deadlines. You can also link content ideas, assign tasks, and track the content creation process in one place.

Monitoring team progress and performance

1. Set up dashboards: Notion lets you create custom dashboards where you can bring together various pages and databases. Create a dashboard to track overall marketing performance, project timelines, and team progress. Link it to your task management system, content calendar, and campaign tracker for an at-a-glance view of your team’s work.
2. Review analytics: While Notion itself isn’t built for advanced analytics, it’s an excellent place to store and review project data. You can integrate Notion with other tools, such as Google Analytics or your CRM, to pull in relevant data and store it in your workspace.

Conclusion

Notion is an incredibly powerful tool for B2B marketers looking to centralise project and task management. Its flexibility, customisation options, and collaborative features make it ideal for managing everything from marketing campaigns to content creation. While it’s great for smaller teams, larger operations may face some limitations as the need for automation and advanced reporting increases. However, if you’re looking for an all-in-one workspace that’s highly adaptable to your workflow, Notion is my go-to tool for managing everything in one place.