Notion is a versatile workspace for notes, tasks, wikis, and databases that helps individuals and teams get organized. As your projects and collaboration needs grow, you may find it helpful to create multiple Notion workspaces to keep everything neatly separated.
Here is a guide on how to create new Notion workspaces from scratch and use them to organize your projects.
Table of Contents
What is a Notion Workspace?
A Notion workspace is like a container that houses all your pages, databases, notes, and other content.
When you first sign up for a Notion account, it starts you off with a “Personal Workspace”. As the name suggests, this is intended for your personal notes and tasks.
Benefits of Multiple Workspaces:
- Keep personal and work projects separate
- Organize projects by client or team
- Control access and permissions for each workspace
You can create as many custom workspaces as you need. Each one gets its own sidebar and sections.
How to Create a New Workspace
Follow these simple steps to create an additional workspace in Notion:
- Click on the current workspace name in the top left corner
- Click on the vertical ellipsis (⋮) icon next to it
- Select Join or create workspace
- Choose a workspace name and icon
- Click Create
That’s it! You’ll now see the new workspace in your workspace switcher.
Join an Existing Workspace
You can also use the above steps to join teams and workspaces you’ve been invited to.
Start from step 1 above. In step 4, you’ll get an option to enter an invite URL or code to join an existing workspace.
Organize Projects with Multiple Workspaces
Here are some ideas on how you can utilize multiple Notion workspaces to organize business and personal projects:
1. Separate Work and Personal
Use your Personal workspace for non-work stuff:
- Personal to-do lists and reminders
- Reading lists
- Finance and budgeting
- Fitness and health tracking
Create one (or more) Workspaces for client projects, store:
- Meeting notes
- Project plans and roadmaps
- Team to-do’s and goals
- Important documents
This keeps work and personal projects neatly separated.
2. Organize by Client
For agency work, create a unique workspace for each client to store all related:
- Proposals and project briefs
- Billing and invoices
- Brand guidelines
- Asset libraries
- Feedback and conversations
Quickly switch contexts as you move between client projects.
3. Manage Team Access
For larger projects, create a workspace and use Notion’s permissions to control access.
Add only the relevant team members to each workspace to keep things tidy. Use the tools below to manage permissions:
- Members and Guests
- Permission groups
- Page-level access
Switching Between Workspaces
The workspace switcher makes it very easy to hop between your different workspaces.
Here’s how to use it:
- Click the current workspace name in the sidebar
- Select the workspace you want to switch to
- Hit Enter to confirm
You’ll now see the sidebar and content for that workspace.
Keyboard Shortcuts
Use keyboard shortcuts to quickly switch workspaces:
- Mac:
Option + Cmd + N - Windows / Linux:
Alt + Ctrl + N
Then select the workspace you want from the dropdown.
Wrap Up
With Notion’s flexible workspaces, it’s easy to organize your personal and collaborative projects however you like.
Use separate workspaces to:
- Distinguish work from personal stuff
- Group projects by client or team
- Manage access for members
Quickly switch contexts as you bounce between projects.
What other ways can you utilize multiple workspaces? Let me know in the comments!
