Notion Writing Operating System: How to Write Effectively in Notion
Some months ago, I developed and published the Writing Hub Notion template. That was a simple, minimalistic writing system in Notion. It only encompasses the essentials of a writing system. It is optimized to be used privately, although it may be adjusted to become a collaborative space to some degree.
The new Notion Writing Operating System is more advanced. It is designed for collaboration. The collaboration between a writer and an editor, or multiple editors. It is designed with the idea of A World Without Email in mind, with the conspicuous objective of reducing ad-hoc back and forth communication and centralizing the deep-work nature of writing in one system.
You have to put yourself in the appropriate state of mind to produce something of worth, beauty, and value, I once read. That is a central idea driving the constitution of this writing system. Take all the context switching out of the writing equation, and focus on one piece at a time, going through every necessary stage of the writing process, from research and notes to editing and publication. Writing is a deep activity that requires attention, focus, “indistraction”. Crafting a space that fosters those qualities may make your writing life significantly smoother—and your output more valuable.
Much like in this Artificial Intelligence debate, there are valid arguments that can be made for and against writing in Notion. I hold the belief that Notion can serve as a fantastic platform to develop a writing operating system and focus on production. Else, I probably would not be here offering this template. I have been using Notion as my “Writing Hub” for two years, and produced content every week, keeping a daily writing habit religiously, so to speak.
I am also aware that there are downsides to writing in Notion. Maybe I have not explored enough proper writing tools like Scrivener. Potentially, my passion for building Notion systems about most things in my life acts as a barrier to mental clarity in this context. My Notion consulting “career” may make me oblivious to the subconscious status-driven motivation for developing and offering Notion templates. Those are some competing commitments one could argue I have. So, I am attempting to play both parties of the argument here, so that you can decide for yourself and figure out whether or not this writing system can be worthwhile for you.
Why write in Notion
Focus on one piece at a time
Keeping your entire writing process in one place has the advantage of minimizing context switching. That is a powerful environment. Focus is one of the most essential components of writing. You need to focus during your research phase when paying attention to your emotional and physiological reactions to the content you read is pivotal. You need focus during your production stage when a clear outline and a clear mind are all that matter. A writing system in Notion can maximize focus. You can organize information in a compelling and streamlined fashion, all on the same Notion page. Knowing that your whole writing process is in one place can maximize focus because you know exactly where to go when it is time to write. That prompt can initiate your deep work session and reduce the chance of context switching.
Collaborate smoothly with a status board
In Notion, you can keep track of the status of each piece you are working on in the same place, where each “card” can be moved along the pipeline until publication. Especially if you collaborate with other people, this ability can make a difference in the effectiveness of your collaboration. There are clear responsibilities. When a “card” is under the “Editing” column, the editor knows very well—if instructed beforehand—that it is their responsibility to act on that piece. Such a process fosters accountability and can reduce significantly back-and-forth interactions via instant-messaging tools. Work happens where it needs to happen when it needs to occur.
Make the editing process easy through comments
Notion is a collaboration tool, optimized for team-wide collaboration in one place. This is a benefit if you are a writer and collaborate with other individuals. It is frictionless for you and your team to leave comments in your first draft, or edit the content of your first draft right away. Last year, I managed my entire thesis writing workflow in Notion. It was enjoyable and calm-inducing.
Why not write in Notion
There are tools dedicated to writing and optimized for it
There are reasons why you may not intend—nor find compelling—to write in Notion. Especially if you already have an established writing routine behind you, there may be perceived costs associated with switching. That is ok. Notion is just one tool, and I do not think it is necessary to switch writing tools if what you have right now works effectively for you.
The main advantage of Notion when compared to a dedicated writing software may be found in collaboration. Notion is optimized for collaborative use, and it may make your overall workflow more streamlined and peaceful, detailing clear responsibilities for each status. Notion is not a writing-specific software, so the experience of writing may well be superior in a dedicated software like Scrivener or even Word.
It is difficult to make your collaborators switch software, and they could only collaborate in Notion if they create an account
Notion is optimized for collaboration if you have a Notion account. If you plan to invite “your” editor to collaborate in Notion, they would need to be prepared to create a Notion account, or they would not be able to edit the content in Notion. A Notion account is free to create. But whenever there is a significant change in the order of things, the inherent resistance within us may arise and act as a blocker to progress.
It may be challenging to onboard your collaborators to use a new workflow and software if they are not used to it, especially at the beginning. The pros must be significantly higher than the cons of doing so, for the new order of things to function smoothly and sustainably over time. Even if your collaborators may not be open to using Notion to manage the writing process, you may still use it yourself, if you find it valuable. One of the fundamental “rules” of A World Without Email is that you do not need to publicize your productivity workflows and systems. You can just implement them for yourself. Then be open to confrontation and shared use if there is interest among other people.
Notion does not work offline
Perhaps this is the most critical “issue” that may make or break the writing-in-Notion deal for many writers: Notion does not work offline. As of March 2022, it does not have an offline mode. And I am aware that there is a widespread habit among writers to isolate themselves from the online world of notifications and dopamine by writing in offline mode. That is not currently possible in Notion, and it may be the main reason why you may not intend to write in Notion.
Those are the pros and cons of using Notion as a writing production and workflow management tool. Now you can decide for yourself if you think Notion is or is not what you are looking for and can effectively use. You can check out the Writing Operating System Notion system by clicking here.
The Notion Writing Operating System (WOS) - An Explanation
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