Best Tips: Organize your Resources with Notion (2024)
📥 Do you ever feel overwhelmed by the vast amount of digital information you need to handle daily? Is it difficult for you to locate and search for the right resource?
If so, this article might be just what you need! We will walk you through the benefits of having a digital resource hub, why Notion can be a perfect tool for managing resources, and the best tips to organize the resources with Notion.
Why should you have a digital resource hub?
Being flooded with information, we tend to miss crucial data and fail to arrange valuable resources in a structured manner. Locating and searching for the right resources might be time-consuming and can prevent you from focusing on higher-priority tasks.
Therefore, having a digital resource hub is essential in today's digital world. It is a centralized place where all your crucial information and resources are organized and easily accessible. This helps cut down on the time spent searching for materials and increases overall productivity.
Moreover, a well-structured digital resource hub can enhance collaboration among teams as members can easily share and locate resources, leading to smoother communication and faster completion of tasks. It can also serve as a knowledge base that preserves and distributes shared knowledge within your team.
Source: Unsplash, 2024
Best Tips to Organize Your Digital Resources
Tip #1: Always Categorize Your Resources
One effective way to organize your resources is to categorize them. Here are some potential ways to categorize you could consider when starting the organization process:
By Type
Categorize your resources based on the type of content. For example, you could have separate categories for websites, documents, images, videos, audio, etc.
By Project
If the resources are related to specific projects, you could categorize them by each project. This will enable you to locate relevant resources associated with a particular project.
By Topic Area
If the resources are related to different areas of study or different subjects, categorizing them by area would be beneficial. That way, you can easily find all the resources related to a particular area.
By Archive
If the resources are not currently being used but may be necessary in the future, you could categorize them under an 'Archive' category. This would keep them out of the way but still easily accessible when needed.
Tip #2: Use a Consistent Naming Convention
Using a consistent naming convention across all your resources will make it easier to search for specific files, particularly if you store files in folders. This could include using certain abbreviations, dates, or project names in the file name.
Be sure to include the date consistently to let the folder automatically sort the file for you. We highly recommend naming your files using the YYMMDD format!
Tip #3: Make Use of Tags and Labels
Tags and labels can be incredibly useful for quickly identifying resources. They can be used to denote project names, priorities, or even stages of completion.
Tip #4: Regularly Review and Archive Unnecessary Files
Regularly review your digital resources to ensure they are still relevant and useful. Update any outdated information and remove any unnecessary files to keep your resource hub clean and efficient. This will also prevent your digital hub from becoming cluttered.
Tip #5: Use Searchable Metadata
Make your digital resource hub more efficient by using searchable metadata. This can include tags, categories, or keywords that describe the content or purpose of the resource. This way, you can quickly find what you need with a simple search.
Some useful metadata when you collaborate in teams:
- Date Created
- Latest Edited Time
- Who created the file
- Which project it's associated with
Tip #6: Back Up Your Resources
Always have a backup of your resources. This is crucial to prevent data loss and ensure that your resources are always available even in case of system failure or data corruption.
Tip #7: Find the right tools
Finding the right tools for storing resources will depend on your specific needs. Make sure to determine what kind of resources you need to store, whether they are mainly documents, or large-sized files such as images, videos, or simple notes.
If you have to store a lot of digital files, we recommend using cloud-based storage solutions such as Google Drive, DropBox, Box.com, or OneDrive. On the other hand, if you are mostly looking for a way to manage your notes, there are a bundle of note-taking apps from Notion, Evernote, Apple Notes, Obsidian, and more.
Another important reminder is to always check the storage limit as some tools offer unlimited storage, while others have a limit with different pricing plans. Make sure you choose a tool that can accommodate your storage needs.
What makes Notion a great tool to store knowledge?
Notion stands out to us as it combines many features that other platforms have. Notion can serve as an all-in-one workspace where you can write, plan, collaborate, and organize.
Some wonderful benefits of using Notion as a resource hub are:
- Easy to categorize and locate information: through categories, projects, types, tags
- Everything can be stored in one place: from actual files, their categories, and metadata
- Easy collaboration and sharing: Notion facilitates planning with others by allowing you to share your page, keeping everyone updated.
Want to learn more?
At the Organized Notebook, we advocate for learning through building and practicing! We've launched an interactive workshop to guide you on using Notion as a central hub for storing and organizing your digital knowledge. In this workshop, you'll learn how to use Notion by creating a resource hub system. Plus, you'll have the opportunity to ask us any questions during the session.
Check out our workshop right here!
🌟 Looking for more features to take your resource management to the next level? ✨
We've created two templates to help you organize your resources in Notion effectively: Resource Hub (with and without AI features).
Resource Hub (without AI)
This template serves as a centralized space for all your resources. They include a filtering system based on categories for easy access. The templates are highly customizable so you to add your categories, resource types, and areas.
Resource Hub (with AI)
This template includes everything from the previous version, plus AI Assistance features. For this AI version, we've incorporated AI properties to quickly summarize learnings from these resources.
Wait no more and check them out!