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A Deep Dive Into Knowledge Management Tools: Notion

There are so many different factors that play into building a more productive, efficient, and effective organization. And one of those factors? Investing in the right knowledge management tools, like Notion, Guru, and Confluence.

But how, exactly, do you find the “right” knowledge management tools? There are so many software options on the market—most of which come with different features, functionality, benefits, and price points. Narrowing down the “right” software for your organization can be challenging.

That’s why, if you want to invest in the best knowledge management tools for your business, you need to clearly understand what each tool has to offer and whether that aligns with your knowledge management needs and goals. 

And we’re here to help! Let’s take a deep dive into one of the better-known knowledge management tools on the market, Notion. We’ll cover what it is, its pros and cons, and how to utilize the Notion software to improve knowledge sharing and management across your organization. 

What Is Knowledge Management?

Before we jump into all things Notion (and all the information you need to determine whether Notion is the best internal knowledge management software for your business), let’s quickly cover what knowledge management is.

Knowledge management is a blanket term that refers to any process, method, policy, or system that enables organizations and their employees to store, manage, organize, and share information more effectively.

What is knowledge management?

As such, you can accurately define knowledge management tools as any tools or software that assist in more effective knowledge management and sharing across an organization. Here are some examples of knowledge management tools: 

  • Software that allows remote employees to collaborate on documents in real-time
  • Tools that allow a company to take their existing information and files and transform them into a comprehensive knowledge base
  • Software that makes it easier for employees to find the information they need, when they need it 

Knowledge Management Methods

Now that you understand what knowledge management is in theory, let’s take it a step further and showcase what it looks like in practice.

When it comes to knowledge management, there are two main methods you need to know about: the push method and the pull method.

To understand how each method works, you don’t need to look much further than their names. Under the push method of knowledge management, organizations steer the ship. Organizational leaders take a proactive approach to knowledge management and sharing; they “push” out information to their employees if and when they deem it necessary.

The Push Method

So, for example, let’s say a company is gearing up to roll out a new PTO policy. Leaders might use the push method to send out a company-wide bulletin letting employees know about the new policy. Along with all the relevant information about the policy change, the bulletin might include details about the new PTO structure, instructions on requesting time off, and a tutorial for logging into the HR system and submitting a PTO request.

The Pull Method

The pull method works differently. Under the pull method, the employees must take a proactive stance, requesting (or “pulling”) the information they need to do their jobs and navigate the company. So, using the above example, if the organization used the pull method, once employees were made aware of the upcoming policy change, they would be responsible for searching for additional information surrounding that policy change. They may search the organization’s knowledge base or request new PTO forms from the HR department.

Knowledge Pull vs Knowledge Push

Essentially, the main difference between the push and pull methods is who is responsible for taking the lead on knowledge management and sharing. With the push method, the organization is responsible for getting information to employees when they deem it appropriate and necessary. With the pull method, it’s up to the employees to request the information they need, when they need it.

Now, one thing to keep in mind? When it comes to push method vs. pull method, it’s not necessarily one or the other. Most companies use both methods, depending on what makes the most sense for any given situation. For example, a company might use the push method to push out information relevant to the entire organization and then use the pull method for knowledge management and sharing needs that apply to a more narrow audience.

Knowledge Management Tools: What Is Notion?

Now that we’ve covered knowledge management and how it works, let’s dive deeper into a tool your organization may want to use for knowledge management and sharing: Notion.

Notion is an internal wiki that bridges the gap between work and knowledge sharing by offering organizations a fully customizable platform to connect their teams, projects, and documents—and build workflows that work for their specific needs.

What is Notion?
Image courtesy of Notion

Notion Pros

Notion has some significant pros from a knowledge management perspective, including:

  • Fully customizable: While some tools only allow for knowledge management and sharing within their specific framework, Notion offers a fully customizable workflow design (including drag-and-drop functionality!) that enables teams to create, work, and share information in a way that works for them.
  • Pre-designed templates: For teams that don’t want to start from scratch, Notion offers many pre-designed templates to help you get started faster.
  • Multiple mediums for a more comprehensive experience: Instead of piecing together different tools to support your knowledge management needs, Notion allows various mediums—including docs, dashboards, and systems—making for a more comprehensive knowledge management software experience. 

Notion Cons

While there’s no arguing that Notion offers a lot of benefits, there are also some knowledge management-related drawbacks, including:

  • Too complex. With so many features, options, and opportunities to customize your experience, the Notion platform can feel overwhelming and confusing to some users—particularly less tech-savvy users.
  • Not easily searchable. Notion isn’t an easily searchable platform, so it can be challenging for team members to find what they need. 

When used on its own, Notion is missing some features that would empower better knowledge management, knowledge sharing, and knowledge searchability. 

Luckily, there’s a tool that can provide the functionality that Notion is missing. And that tool? It’s GoLinks.

GoLinks is a knowledge management tool that transforms long, cumbersome, and impossible-to-remember URLs into short, intuitive links. And because go links use simple words and phrases (for example, go/HRpolicies), it’s easy for employees to access and share important go links from memory. This helps employees save the time and energy typically spent tracking down information or particular links. 

How to use GoLinks and Notion

With the GoLinks Notion integration, businesses and teams can make the most out of everything Notion has to offer while filling in some gaps.

GoLinks can build on Notion’s functionality, offering a more effective knowledge management and sharing experience in a few different ways, including:

  • No more long URLs. Because go links are so short and memorable, they allow team members to easily navigate Notion and find what they’re looking for—or easily direct their coworker or colleague to the information they need.
  • Better searchability. Team members don’t have to spin their wheels searching for a specific document, table, or board on Notion (which, as mentioned, isn’t the most easily searchable platform). Instead, they just type in their go link and automatically get access to whatever they need to effectively do their job.
  • Secure access. Since go links are secure redirects, there’s no need to worry about security. Even if an outsider gained access to a go link or overheard an employee verbally sharing it, that outsider won’t be able to access any of your information on Notion (or across any other internal platforms). 

Notion is touted as one of the best knowledge management tools on the market. And for good reason! With so many customization options, Notion allows you to build a knowledge management system that truly works for your team. 

While the tool has a ton to offer, if you’re looking for the most effective knowledge management experience, Notion’s GoLinks integration is the way to go. 

Ready to unlock all of the knowledge management and knowledge sharing potential Notion has to offer—and empower your team’s highest level of productivity in the process? Try GoLinks for free today!

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