Notion has become one of the most powerful tools for small business owners. Instead of juggling ten different apps, Notion lets you keep your plans, clients, projects, finances and ideas together in one clear workspace.
But the question most people have is:
“How do I actually use Notion to run my business?”
This guide breaks it down in the simplest possible way.
You’ll learn the exact structure most small business owners need, the types of pages to create, and how to keep everything organised without getting overwhelmed.
⭐ Why Notion Works So Well for Small Business Owners
Most small business owners don’t have a software problem — they have a scattered problem.
They use:
Asana for tasks
Google Docs for notes
Stripe for payments
Apple Notes for ideas
Spreadsheets for finance
Trello for projects
A diary for planning
Their head for reminders
Notion replaces all of that by creating one organised home for:
planning
clients
content
sales
delivery
finances
documents
ideas
When everything lives together, you stop firefighting and actually feel in control.
⭐ 1. Start With a Simple Weekly Planning System
Before you move your entire business into Notion, begin with the basics:
your week
your goals
your priorities
your recurring tasks
A weekly planning dashboard should include:
This alone will change how your business feels day to day.
👉 Internal link:
Link “weekly planning dashboard” to MY PA Notion Planner workspace.
⭐ 2. Add a Task + Project System
Once your planning is in place, add a simple project dashboard:
Then create a task database with:
Task name
Due date
Priority
Status
Linked project
Linked client
This keeps everything clean and traceable instead of scattered.
⭐ 3. Set Up a CRM for Leads + Clients
A CRM doesn’t have to be complex.
A simple Notion CRM helps you track:
enquiries
leads
follow-ups
client details
meetings
notes
what stage they’re at
This alone can prevent thousands in lost revenue each year.
👉 Internal link:
Make “simple Notion CRM” link to MY PA Business Hub for Notion.
⭐ 4. Track Your Finance in One View
Small business owners often avoid finances because the tools feel too “big”.
Notion gives you a simple snapshot of:
upcoming payments
invoices
expenses
subscriptions
income
profit
categories
due dates
You don’t need accounting software for everyday visibility.
You just need one organised weekly view.
👉 Internal link:
Link “track your finance” to MY PA Business Hub Notion template.
⭐ 5. Add a Content Planner for Consistency
A content planner helps you stay consistent without burning out.
Create:
ideas list
platforms (IG, TikTok, Pinterest, email)
weekly or monthly posting schedule
hooks
captions
brand messaging
assets
This makes content creation structured instead of overwhelming.
⭐ 6. Bring Everything Together into One Business Hub
Once you have planning, projects, CRM and finances in place, you can combine them into a full Notion business hub.
A real business hub includes:
Weekly dashboard
Planner (daily → yearly)
Projects + tasks
CRM
Finance
Content
Documents
Systems
Meetings
Recurring actions
Quick add buttons
This is what turns Notion from “just a note-taking tool” into a business operating system.
👉 Internal link:
Make “full Notion business hub” link to MY PA Business Hub for Notion.
⭐ What’s the Best Way to Start?
If you’re at the beginning of using Notion for business:
✔ Start with the MY PA Notion Planner workspace
This is ideal if your main challenge is:
clarity
weekly structure
getting things done
reducing overwhelm
✔ When you’re ready, upgrade to the MY PA Business Hub for Notion
This is perfect if you want:
⭐ Final Thoughts
You don’t need complicated systems.
You need a clean, calm, organised structure that helps you focus on the work that actually grows your business.
Notion is powerful, but only when it’s set up properly.
A good template creates a foundation you can build on for years.
