Team Collaboration Optimization: Building a Team Resource Library, Project Management, and Specification Document Writing with Notion

Image from Notion.

Since April 2019, I have been trying to introduce Notion as a project management platform for design teams. Initially, I simply wanted to solve the problem of cross-project management. After more than a year of actual use, I found that it not only helps with project management but also promotes team collaboration.

This article will review the past methods of creating team resource libraries, project management, and writing specification documents using Evernote, Trello, and Google Docs, and provide examples of using Notion and observations on these tools.

At the end of the article, I will provide a reference URL for the Notion applications mentioned. You can try them out and adjust them to fit your team or personal preferences.

🗂 1. Team Resource Library

For design teams, we often share various design resources, UI/UX references, articles, development tools, learning platforms, useful plug-ins, etc. We will gather these design references together and organize them into a team resource library. If these links are not organized properly, they can easily confuse people.

Notion’s bookmark and gallery functions can easily solve this problem. Below I will share my experience of how to convert from Evernote to Notion.

Building a Resource Library using Evernote

Evernote’s bookmark function — This is the tools and URLs shared by team members in Evernote, and I will note the title and function of the URL.

If you record a URL in a busy work environment, it may become like the situation below:

Evernote bookmark function — With the addition of URLs, if there are no annotations, it is easy to forget the content of the URL.

Building a Resource Library using Notion

When pasting a URL into Notion, you can choose different ways to present the URL: URL (Dismiss) or bookmark.