Contents
16 Dec 2025 • 16:54
3 min read
Notion consolidates pages, databases, and templates into a single workspace for team knowledge. With a wiki-like structure and multi-database capabilities, it supports fast searching, cross-linking, and scalable organization.
This guide presents a practical, step-by-step approach to building a team wiki and a linked database system that remains easy to maintain as content grows.
Design begins with a two-layer model: wiki pages for topic overviews and a central database for articles, references, and policies. Use topics as parent pages or as a "Topics" database with a single source of truth. Attach standard properties like Owner, Status, Last Updated, and Tags to every article.
Define naming conventions and templates early, and map permissions to content maturity. A clear model reduces duplication and makes it straightforward to surface related material across topics.
Create a dedicated team space, establish roles, and define access levels such as Can view, Can comment, or Can edit. Centralize templates and a starter set of pages to keep onboarding predictable.
Publish a short governance document that describes page naming, template usage, and review cadence. This clarity helps maintain consistency as the knowledge base grows.
Create the top-level page "Knowledge Base" with subpages for Topics, Standards, and Templates. Use topic overviews as hubs that link to deeper articles, creating a navigable tree rather than a flat backlog.
Define a page template for new topics, and embed a linked database that shows related articles. Templates ensure every new entry follows the same structure, speeding up creation and review.
Set up a database called "Knowledge Articles" with properties such as Name, Topic (Relation to Topics), Owner (Person), Status, Updated (Date), and Tags (Multi-select). This structure makes it easy to filter, sort, and surface relevant material.
Use a second database or a Topic page to hold topic-level information, and connect it with Rollups to count articles per topic and to display the most recent update. Create views such as Table, Board, and Calendar to support different workflows.
Build templates like "New Article", "Topic Overview", "Policy Page", and "Meeting Notes" to standardize content creation. Pair templates with multiple views: All Articles (Table), By Topic (Board), and Upcoming Reviews (Calendar).
Establish governance with ownership assignments, periodic reviews, and naming conventions. For automation-minded teams, consider lightweight automation using the Notion API with Python programming to sync updates or reminders.
Begin with a compact plan: define taxonomy, create the Knowledge Articles database, and establish the Topic structure. Build templates and starter content for several topics to bootstrap the system.
Define the taxonomy and naming conventions; assign owners for initial topics.
Create the Knowledge Articles database with core properties and a couple of starter records.
Develop topic pages and a template library; connect articles to topics with relations.
Set permissions, invite collaborators, and schedule a kickoff review.
Publish the first version and monitor adoption, collecting feedback for iterative improvements.
Import existing documentation from shared drives and convert it into Notion pages using consistent templates. Establish a simple naming convention and link structure to improve searchability.
Encourage daily use by linking tasks, reviews, and notes to the knowledge base. Schedule regular audits to prune outdated content and refresh stale articles, keeping the wiki relevant and reliable.
