The Optimal Flowlearn
Work systems
Notion

Teamwork in Notion

Learn to find, organise and update your team's information in Notion using pages, databases and collaboration agreements that are straightforward to maintain.

Introductory8 h · 4 × 2 hSpanish & English
Contact

Find your starting point

A good fit when you need to work confidently in an available Notion workspace and keep information useful for others.

Another option to consider

Notion workspace administrationIf you are responsible for designing the structure, configuring databases and reviewing access, choose administration.
Hours and sessions
8 hours live · 4 sessions of 2 h.
Group size
Up to 12 participants per trainer as a reference, adjusted to the practice and feedback.

What you will learn

  1. 01

    Create and update pages using a shared structure.

  2. 02

    Use views and filters to find records and connect documentation with pending work.

  3. 03

    Share information and record updates with clear permissions and collaboration agreements.

A proposed programme

You will work on a fictional project with an internal brief and a task database that are already set up. Preparing a service page runs through the programme: find the right documentation, update the outstanding work and leave a clear review for someone else.

We adapt the selection and depth of the modules to the group's starting point and goals.

01

Find your way around

Pages, blocks, navigation and search to find information and avoid duplication.

You will work on

  • Find the project brief through navigation and search, checking that it is the team's shared reference.
  • Edit a notes page with headings, steps and links that make information easy to find.
  • Link internal documentation from a task rather than creating another copy.
Practice
Find the service page brief, organise the project notes and link the brief from the copy review task.
How you will check it
Readable notes and a task linking to the shared brief; the participant explains where they found the reference and why they use it.
02

Work with databases

Records, properties, views and filters applied to team tasks or documentation.

You will work on

  • Open a task and distinguish its properties from the content of its page.
  • Update the owner, status and context in the available fields without changing the database structure.
  • Find project tasks through the available views and practise filters in a test view, using the agreed permissions.
Practice
Complete the copy review task, assign its review and find it in the exercise's pending tasks view.
How you will check it
A task with an owner and status that match the remaining work, which the participant can find again without duplicating it.
03

Agree how to collaborate

Comments, mentions, permissions and criteria for keeping information up to date.

You will work on

  • Write an update that separates completed work, outstanding work and who should continue.
  • Use a comment and a mention to request a review in the right place.
  • Check whether the other person can access the information and whether they need to view, comment or edit; request access when needed.
Practice
Hand the task to another participant so they can find the brief, understand the question and continue the review.
How you will check it
The other person can open the information and explain the next step. The participant improves the context or requests the necessary access; a mention alone does not grant permission.

A project with connected tasks and documentation

Teaching example

Suggested practice: organise a department's documentation and requests in a prepared workspace, update a record and leave enough context for another person to continue the work. The case and structure are agreed around the team's experience.

Fictional classroom case. A department is preparing to launch a service page and asks for its copy to be reviewed. The practice workspace already contains the internal brief, notes and project task database; the exercise is to use them and update the information.

Starting point
The task says “Review page”, has no owner and does not link to the brief. The person receiving it would have to ask for the context again.
First attempt
The first version of the exercise adds an owner and links the brief, but marks the task as complete even though the copy still needs to be checked against the project objective.
What we review
The trainer asks the participant to adjust the status to the outstanding work and leave a specific question for Marina, the fictional reviewer. Before mentioning her, they check that she can open both the task and the brief.
Result
The task is awaiting review, with its documentation linked, an owner and a specific criterion to check. Another person can understand what to do next.
Before

Review page

Owner
Unassigned
Status
New
Context
Review the copy before the launch.
After review

Review the service page copy

Owner
Marina
Status
Awaiting review
Context
Draft prepared. Linked brief: Service page brief. Marina checks whether the copy explains what the service includes and who it is for, then records the outstanding changes.
Supporting documentation

Service page brief

Objective: explain what the service includes and who it is for. Before approving the copy, check that both points are clear and record any outstanding changes in the task.

Before calling it complete

  • The task links to the shared brief rather than another copy.
  • The owner and status reflect the review that remains outstanding.
  • The person receiving the work can open the documentation and identify the next step.

A short task between sessions.

Three optional 10–15 minute tasks to recall the work, try a variation and check the result. A brief review stays within the 8 live reference hours.

Explore the activities

Four sessions to put it into practice.

Reference edition · 8 h live

Reference edition: 8 live hours across 4 sessions of 2 hours. The order and examples are adapted to the group. The sample practice takes place during the sessions; any preparation or additional work is agreed before the programme starts.

  1. Session 12 h

    Find and organise documentation

    Explore the prepared workspace, find the current brief and organise the project notes using a simple structure.

    By the end

    Clear notes and a brief linked from the review task.

  2. Session 22 h

    Update and find a task

    Work with existing tasks, properties and views; practise filters in the agreed environment.

    By the end

    A task with an owner, status and context, which can be found in the exercise's view.

  3. Session 32 h

    Request a review with context

    Write an update, comment, mention and check the access needed by the person receiving the work.

    By the end

    A handover explaining what has been done, what remains and who continues.

  4. Session 42 h

    Complete the case and review it

    Work through the case from start to finish, exchange it with another participant and revise it using the trainer's feedback.

    By the end

    A reviewed task with its brief, status and next step checked.

If your team needs to go further

  • Designing the workspace architecture, creating databases and setting team permissions are covered in Notion workspace administration; this requires a separately agreed programme.
  • Connecting Notion to other tools or automating task tracking requires a separate scope and is not included in this reference edition.

Learn with someone who works with Notion.

Guillermo Mascaraque Piña

Guillermo Mascaraque Piña

Notion certified consultant

Over two years of experience designing systems for companies across industries and sizes.

Guillermo is the planned trainer for this programme. Dates, language and his availability are confirmed when the edition is agreed.

Materials for the Notion case

Open the brief, review the tasks and leave the project ready for someone else to continue.

Download the Notion case · ZIP
Read the instructions

CSV files import as separate databases. IDs identify the project and its tasks; configure and check relations and permissions in Notion.

Classroom project

Service page

TaskReview the copy
Owner
Marina
Status
Awaiting review

Is it clear what the service includes and who it is for?

Service page briefThe project's shared context

With guidance, practice and support.

Each delivery includes working materials, feedback on practical work and assessment against the agreed objectives.

See materials, support and terms

Materials you can keep

Downloadable, versioned guides, exercises and review criteria for internal use.

To prepare and complete the delivery

A short recommendation, an editable communications kit and a group learning report.

TOF’s own certificate

A certificate of achievement after the agreed assessment. It is not a vendor certification.

A month of email support

On the content covered, up to two accumulated hours for the whole group.

Your team carries out the practice. Implementation services are agreed separately. See the scope →

Notion Solutions Partner

Notion Solutions Partner

Our experience as a Notion Solutions Partner brings practical context to organising information, databases and team workflows.

Our partner profile ↗

The partnership belongs to The Optimal Flow. Learn’s certificate is issued by TOF; it is not a vendor certification.

Keep learning

Other options for the task you want to work on. Each link explains what that programme adds.

Work systems

Teamwork with agile methods

To agree how to prioritise and review the tasks you record alongside learning to use the tool.

View course

What does your
team need to learn?

Tell us what you want to work on, how many people would take part and where you are based. We will prepare a proposal with scope, sessions and a budget.

Contact

Would you like to ask about FUNDAE?

We check eligibility for each company and edition, subject to requirements and available training credit in Spain. Funding is neither automatic nor guaranteed. Official FUNDAE information ↗

Discuss eligibility
The Optimal FlowlearnNotion

Teamwork in Notion

Learn to find, organise and update your team's information in Notion using pages, databases and collaboration agreements that are straightforward to maintain.

8 live hours4 sessions of 2 hoursIn Spanish or English

Reference edition: 8 live hours across 4 sessions of 2 hours. The order and examples are adapted to the group. The sample practice takes place during the sessions; any preparation or additional work is agreed before the programme starts.

Who it is for

People using or preparing to use Notion for shared documentation and task coordination. Focused on everyday work, with no technical knowledge required.

By the end you will be able to

  • Create and update pages using a shared structure.
  • Use views and filters to find records and connect documentation with pending work.
  • Share information and record updates with clear permissions and collaboration agreements.

Four sessions to put it into practice

  1. Session 1 · 2 h

    Find and organise documentation

    Result: Clear notes and a brief linked from the review task.

  2. Session 2 · 2 h

    Update and find a task

    Result: A task with an owner, status and context, which can be found in the exercise's view.

  3. Session 3 · 2 h

    Request a review with context

    Result: A handover explaining what has been done, what remains and who continues.

  4. Session 4 · 2 h

    Complete the case and review it

    Result: A reviewed task with its brief, status and next step checked.

Before we begin

A Notion account and access to a practice workspace with permissions for the agreed activities. If we use your environment, we review what information may be used; this course starts with an available structure and does not require participants to administer it.

Your trainer

Guillermo Mascaraque Piña
Notion certified consultant

Over two years of experience designing systems for companies across industries and sizes.

Guillermo is the planned trainer for this programme. Dates, language and his availability are confirmed when the edition is agreed.

Course online · theoptimalflow.com/en/learn/courses/notion-teamworkinfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026
The Optimal FlowlearnTeamwork in Notion

What we will work on

Find your way around

  • Find the project brief through navigation and search, checking that it is the team's shared reference.
  • Edit a notes page with headings, steps and links that make information easy to find.
  • Link internal documentation from a task rather than creating another copy.

Practice: Find the service page brief, organise the project notes and link the brief from the copy review task.

Work with databases

  • Open a task and distinguish its properties from the content of its page.
  • Update the owner, status and context in the available fields without changing the database structure.
  • Find project tasks through the available views and practise filters in a test view, using the agreed permissions.

Practice: Complete the copy review task, assign its review and find it in the exercise's pending tasks view.

Agree how to collaborate

  • Write an update that separates completed work, outstanding work and who should continue.
  • Use a comment and a mention to request a review in the right place.
  • Check whether the other person can access the information and whether they need to view, comment or edit; request access when needed.

Practice: Hand the task to another participant so they can find the brief, understand the question and continue the review.

A fictional classroom case

A project with connected tasks and documentation

Fictional classroom case. A department is preparing to launch a service page and asks for its copy to be reviewed. The practice workspace already contains the internal brief, notes and project task database; the exercise is to use them and update the information.

By the end of the exercise: The task is awaiting review, with its documentation linked, an owner and a specific criterion to check. Another person can understand what to do next.

Extensions agreed separately. Designing the workspace architecture, creating databases and setting team permissions are covered in Notion workspace administration; this requires a separately agreed programme. Connecting Notion to other tools or automating task tracking requires a separate scope and is not included in this reference edition.

What accompanies the programme

  • A downloadable, versioned guide, exercises and review criteria; keep a copy for internal use.
  • A short recommendation, editable kit and group learning report. Responsibilities, a prior access check, handover and recipients are agreed for each delivery.
  • TOF’s own certificate of achievement after passing the agreed assessment. It is not a vendor certification.
  • Email support on the content covered for one calendar month after the last session. A maximum of two accumulated hours for the whole group, with a response time of up to two working days.
  • Three optional 10–15 min tasks between sessions; brief review within the course’s 8 live hours.

Clients provide licences unless expressly agreed otherwise. Recordings are agreed in advance. Implementation, work carried out independently by TOF, production deployment and ongoing maintenance are quoted separately. Delivery link access is agreed per delivery. Later updates and specific support require agreement. Structured documents and text alternatives; participation needs reviewed before starting.

Full format and terms → theoptimalflow.com/en/learn/how-we-teach
Course online · theoptimalflow.com/en/learn/courses/notion-teamworkinfo@theoptimalflow.comVersion 1 · Document reviewed: 13 October 2026