Notion Workspace Audit: 8 Essential Optimization Tips for a Smoother Experience

Is your Notion workspace feeling cluttered or slow? Here are eight key ways to optimize your setup, boost performance, and keep things running smoothly.

Quick Fixes to Kickstart Your Workspace Optimization

1. Fix Your Sidebar

   • What it Does: Makes navigation faster by hiding clutter.

   • Time to Fix: 30 minutes.

   • How: Hide unused sections, organize by team, and add favorites to key pages. Move old items to an archive.

2. Speed Up Databases

   • What it Does: Improves database load times by reducing complexity.

   • Time to Fix: 2-3 hours.

   • How: Split large databases into separate pages, trim unused properties, and link databases rather than copying them.

3. Set Content Rules

   • What it Does: Keeps content organized by creating clear guidelines for where things belong.

   • Time to Fix: 1 hour.

   • How: Organize by area (e.g., team pages, company info), set naming conventions, and keep only essential information visible.

4. Control Access

   • What it Does: Manages permissions to keep sensitive data secure.

   • Time to Fix: 1 hour.

   • How: Set specific permissions for team leads, members, and clients, and review sharing settings for each page.

5. Optimize Databases

   • What it Does: Reduces load times and improves performance.

   • Time to Fix: 2-3 hours.

   • How: Simplify database properties, match views to tasks, and filter data to show only the essentials.

6. Track Changes

   • What it Does: Monitors updates and helps manage changes effectively.

   • Time to Fix: 30 minutes.

   • How: Enable version tracking, monitor activity logs, and set up feedback channels to keep everyone informed of changes.

7. Clean Up Regularly

   • What it Does: Keeps workspace fast and organized.

   • Time to Fix: 1 hour/week.

   • How: Move completed tasks weekly, clear outdated pages monthly, and do a quarterly database check.

8. Check Settings

   • What it Does: Fixes core issues by reviewing and adjusting workspace settings.

   • Time to Fix: 1 hour.

   • How: Review member roles, update default pages, and adjust notifications to keep your workspace aligned with team needs.

Immediate Actions for Instant Results

• Back Up Your Workspace: Save a backup file for easy access if you need to undo changes.

• Delete Unused Pages: Remove old or duplicate pages to boost workspace speed.

• Optimize Databases: Fix broken links, hide unnecessary properties, and clean up content for faster loading.

Preparing for a Full Workspace Review

Before diving into a detailed review, ensure you have:

• A recent backup of your workspace

• Owner/admin access for necessary permissions

• A clear issues list to guide your review

• Access to all workspace areas

Pro Tip: Upload your backup to Google Drive as an extra safety net.

Step-by-Step Guide to a Thorough Workspace Review

Check Current Setup

Look at these areas for potential improvements:

• Databases: Count pages, review properties, check filters, and ensure relevant connections.

• Pages: Ensure streamlined navigation, link databases appropriately, and check for logical page structures.

• Access: Verify member roles and permissions to control access.

• Templates: Identify which templates are used regularly and remove or update outdated ones.

Track What’s Working

Keep an eye on:

• Page Views: See which pages are most accessed.

• Member Activity: Track team engagement.

• Popular Content: Spot content that resonates with your team.

Quick Win: Hide unused properties in database views to improve load times.

Check Resources and Make Improvements

To speed up your workspace:

• Limit Databases: Place each database on its own page to avoid slowing down the main page.

• Reduce Properties: Show only essential columns for faster loading.

• Link, Don’t Copy: Use linked databases instead of duplicating content across pages.

Smart Move: Look at page creation dates. Clean up or archive older content you no longer need.

4-Week Action Plan for Full Optimization

WeekFocus1Clean up databases, delete old items2Adjust access and permissions3Create templates and organize pages4Test changes, polish, and finalize

Long-Term Maintenance for a Smooth Workspace

TaskFrequencyWhy It MattersClean databasesMonthlyPrevents clutter and keeps workspace organized.Check accessEvery 3 monthsEnsures only relevant people have permissions.Test speedWeeklyIdentifies slow-loading pages early on.Review contentEvery 2 monthsKeeps information relevant and up-to-date.

Quick Tip: For critical pages, lock them down. You can set up alerts on Slack to notify the team of any important updates.

FAQs on Notion Workspace Optimization

How can I optimize Notion for better performance?

• Delete unused pages: Reduces overall load.

• Keep databases simple: Avoids slow calculations.

• Remove extra filters: Speeds up database loading.

How do I speed up a Notion database?

• Limit linked databases: Use one database per page where possible.

• Simplify formulas: Keep calculations minimal.

• Use basic filters: Stick to simple text or number filters.