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Proposal to use Notion for all internal docs

LP Laura Paine Public Seen by 16

We're a bit split with our use of Google docs and Notion at the moment, and I think if we're going to ensure a clear paper trail and ability to track decision points, we need to agree on a single source of truth.

I think it makes sense for this to be Notion, and to keep Google docs/sheets for partner comms. I know there will be some outliers there, so my suggestion for that - eg the hosting spreadsheet - is that we have a page for it on Notion and then a link out to the Google sheet. That way we still have the tree of information in Notion, but the branches from that tree could branch聽out to other places 馃尦

LP

Poll Created Wed 8 Apr 2020 12:27PM

Let's make Notion the tool we use for all internal docs Closed Sat 11 Apr 2020 12:02PM

We're a bit split with our use of Google docs and Notion at the moment, and I think if we're going to ensure a clear paper trail and ability to track decision points, we need to agree on a single source of truth. I think it makes sense for this to be Notion, and to keep Google docs/sheets for partner comms. I know there will be some outliers there, so my suggestion for that - eg the hosting spreadsheet - is that we have a page for it on Notion and then a link out to the Google sheet. That way we still have the tree of information in Notion, but the branches from that tree could branch聽out to other places

Results

Results Option % of points Voters
Agree 83.3% 5 SH PE AT BM NZ
Abstain 0.0% 0  
Disagree 16.7% 1 J
Block 0.0% 0  
Undecided 0% 1 LP

6 of 7 people have voted (85%)

SH

Stephen Hawkes
Agree
Wed 8 Apr 2020 12:29PM

Totally agree. The line for me is external (that becomes things like Docs or Dropbox in some cases). Internal = Notion seems smart as a simple way to communicate this as a team.

BM

Becca Martin
Agree
Thu 9 Apr 2020 6:22AM

I do agree that this is a good step forward - I feel like we鈥檝e tried to take this step before but got tied up in Notion VS google drive for storing things. It鈥檒l take team discipline to ensure that docs are stored in the google drive and linked through to in Notion. Hopefully once we move to partner ops board (or the notion equivalent) living on Notion this might be a bit more seamless.

J

John
Disagree
Thu 9 Apr 2020 8:35AM

Agree with most of this but have a few points on the 'how'. Comment here won't allow for all the text so will comment on the post at top

J

John Thu 9 Apr 2020 8:35AM

Agreed with most of this but there are three things about a total switch to Notion that I'm unsure on though.

1: I think most things using a spreadsheet with calculations might have to stay in Drive. I know that some partner facing sheets are mentioned above but there might in fact be more than that.

2: There are some things I think Notion doesn't handle as well on text editing, like track changes, visibility of comments, and the ability to reply to comments easily via Gmail. For me, this means editing any longer pieces of writing such as case studies would be a real pain in Notion.

3: I think the "have a page for it on Notion and then a link out to the Google sheet" and link out idea is a good one but in practice mightn't be very practical given the above points. It would be ideal to have everything in one place but absent that, I'd be worried that a big task would become 'keeping Notion in sync and up to date' and I wonder if we could manage this through usage? We'd know that 95% of things are in Notion and if you can't find something there and it's a certain type of thing (spreadsheet, comms piece etc. that the back up is Drive). I think the cost of sometimes having to check two places could be a lot less overall of maintaining the other system.

LP

Laura Paine Thu 9 Apr 2020 8:56AM

For point 1 that's what I've suggested we have a page in Notion for but that it links out to the google sheet in Drive. Partner facing comms should stay in the Drive - I'm not suggesting we move partner facing docs to Notion, we know Notion is (at least for now) an internal tool.

On 2, I guess that's a personal preference thing. Are there any other instances beyond case studies where you would need to have the same functionality as a Google doc?

If we have 5% of docs in Google Drive then to me that doesn't solve the original problem, which is that we don't have one place for all internal docs. But, I'm not sure what you'd need to do in Notion to update it if you updated a Google sheet, for example - the Notion page would just be the holding place in which that sheet sits. So you'd update the sheet and Notion wouldn't need to change. What am I missing here? 馃

J

John Thu 9 Apr 2020 10:29AM

Sure, I think for #1 I'm just flagging it's maybe a difference of scale - there might be a lot of things that need to stay in sheets in Drive.

#2 yeah, I'd say anything that needs collaboration beyond a proof read really benefits from track changes and the visible comments.

For #3, I think maybe the difference I'm seeing is the problem is 'lack of clarity on where things are' and not 'having everything in one place'. If we need a Notion page created every time something is created in Drive, then we can do that but I think it might be a timesaver overall to know that certain types of things might be Drive and that if you're looking for things, that's where they might be. It doesn't solve for 'everything in one place' but I think that's not the end goal itself, that might be just the way to tackle it but it might not be best either.

Anyway, just giving some thoughts on it all!

LP

Laura Paine Thu 9 Apr 2020 3:53PM

Hmm, we're maybe in a loop on point 1! I'm not suggesting that we move anything out of sheets if it needs to stay there, just signposting to it from Notion.

On 2, what if we used Google docs for editing and then just make sure the final version goes into Notion? For things like case studies we could even just sign post to them from Notion to the page on dev.ngo? It could be something like a check box on a project page to say "did this project get a case study?" and then a link to it.

And for 3 I think we cover that in the first two points, really - or are there other examples you're thinking of?

SH

Stephen Hawkes Thu 9 Apr 2020 4:23PM

#3 I think Laura was clear on the goals here. So this feels like different sides of the same coin. Naturally a sheet can't live in Notion (but linking is helpful), docs however are less clear. So that becomes muddy with your framing John. How can we make it clear when we'd use a notion page or doc? what would that look like?