Want to supercharge your business with Notion AI? You're in the right place! This guide breaks down how to use Notion AI to streamline your operations, boost productivity, and create a better experience for both your team and your clients.

Be sure to also grab the template and meeting notes summary to follow along!

Notion AI: Your Secret Weapon for Productivity

Okay, let's talk about Notion AI.

What is it, and how is it different from other AI tools like ChatGPT?

Unlike those tools, Notion AI uses its own internal language model (LLM). This means it learns from your workspace data, not from outside sources. The more you add to your Notion workspace, the smarter Notion AI becomes for you.

So, what can Notion AI do? Here are some key features:

Writing and Editing: Need help crafting the perfect email or blog post? Notion AI can assist you with writing and editing.
Building and Autofilling Databases: Say goodbye to manual data entry! Notion AI can build and automatically fill databases for you.
Q&A Across Your Workspace: Have a question about your business? Just ask Notion AI. It can provide answers based on the information in your workspace.
Task and Project Assistance: Stay organized and on track with Notion AI's task and project management features.
AI Meeting Notes: Never miss a detail again! Notion AI can record and summarize your meetings, saving you time and effort.
Ask AI Feature: Get quick answers and insights with the "Ask AI" feature, accessible throughout your workspace.

And that's not all!

With the launch of Notion at Work, Notion AI has become even more powerful.

Unlocking the Power of Notion at Work

AI Meeting Notes: To access AI meeting notes go to any page and type /me and click "Start recording". The AI will then take a transcript of the meeting, and it can even summarize the notes for you!
Enterprise Search: Connect all your integrations (Notion, Slack, Github, Drive, Jira, etc.) to be able to type in, for example, "What are the proposals for all creative agencies we've ever worked with?" Then you'll see where that content is (Slack, Drive, etc.).
Research Mode: This feature can conduct research across your workspace. So if you, for example, want to create a YouTube video on your finance tracker, then the research mode can help build a script for that. Be very specific in your prompts to get accurate results.
Chat with AI Models: You can connect and chat with Chat GPT, Claude, and Perplexity from within Notion.

Supercharge Your Sales and Onboarding with a Custom CRM

Want to take your sales and onboarding to the next level? Notion AI can help you create a custom CRM that's tailored to your specific needs.

A strong data strategy is essential for an effective CRM. Many other CRMs lack the customization you may need and are not designed for your company. So, what data truly moves the needle in your business?

Defining Your Data Strategy

Start by holding a meeting with your sales team to determine the most important data points. Then, use the "Ask AI" feature in Notion to learn and figure out which data you should include.

Here are some examples of important CRM data:

Inquiry Date
Lead Source
DIY Bundle Purchase (for upselling)
Days to Convert to Client
Project Budget
Project Brief
Project Timeline
Sales Call Notes

Tracking "Days to Convert" is especially valuable. Knowing this metric helps you tailor your follow-up processes and sales funnels.

Hands-On: Building a Sales CRM with Notion AI

Ready to build your own sales CRM? Here's how to do it with Notion AI:

First, it's important to be as specific as possible when prompting AI.

AI is a robot… 90% of the time it does not fill in the blanks like you or I would naturally infer.

Here's the exact prompt to use:

"I want to build a sales CRM to capture important data about leads and customers. Include properties for contact information, inquiry date, proposal send date, landed date, number of days to convert the lead, project budget, project brief, project timeline, sales call notes, and who the entry is assigned to."

Now, follow these steps to build your CRM database:

Start with a new page in Notion.
Click "Database" under "Get started with."
Select "Build with AI."
Paste the prompt into the AI block.

Notion AI will then add the properties and create views for your CRM. Once it's done, you can customize the database to your liking, editing icons and other visual elements.

Level Up: Proposal Templates and Project Trackers

Let's take things a step further! Notion AI can also help you create proposal templates and project trackers.

Crafting Killer Proposals with AI

Want to create proposals faster and easier? Here's how to build a proposal template that pulls data from your CRM:

First, make sure your CRM includes complete data, such as sales call notes, budget, and timeline. Then, follow these instructions:

Create a new template in your CRM database.
Add an AI block using /ib block.
Use the prompt: "Based on the data on this page and its properties, draft a proposal for the client. Include easy-to-navigate headers and a conclusion for them to take action."

If you accidentally generate the AI block, don't worry! Just click the "Update" button that appears. To save on AI credits, avoid setting templates to "autodefault."

Effortless Project Management with AI Project Tracker

Keep your projects on track with a Notion AI project tracker. Here's how to create one:

Add an AI block to your proposal template.
Use the prompt: "Create a project management database with upcoming due dates and phases of a project."

Notion AI will create a table (not a database), but you can easily convert it. This is a great way to share project progress with clients without exposing your internal systems.

Q&A Highlights: Your Burning Notion AI Questions Answered

Still have questions about Notion AI? Here are some of the most common questions, answered:

Privacy and Security:
- Question: What level of privacy can users expect when using Notion AI? Can Notion AI be toggled on and off depending on the team space?
- Answer: Notion AI is more private than ChatGPT because its LLM only learns from your data. Toggling on/off is at the workspace level, not team space.
Team Adoption:
- Question: Adding team members to my project management boards is always a struggle. Constantly hearing about how confusing Notion is and I'm really not sure of the root cause any advice?
- Answer: Have open-ended conversations with your team, understand their workflows and previous experiences. Build Notion for the department, not just the company.
Enterprise Search Details:
- Question: Give insights on enterprise search.
- Answer: Enterprise Search connects Notion across all your other tools.
Notion AI vs. Other AI Platforms:
- Question: Is the idea for Notion AI to replace other AI platforms I'd use every day? What's the possibility of using Notion AI for day-to-day stuff that would replace Chat GPT?
- Answer: Add your brand guidelines and data to Notion and use Notion AI to answer questions. Chat GPT is better for external information.
Understanding Notion Blocks and Tables:
- Question: Does not AI understand Notion blocks and tables?
- Answer: Yes.
Keeping Documents Updated:
- Question: What's the easiest way to keep documents updated especially with linked documents?
- Answer: Use the "verify pages" feature and assign an owner to the page in the database.
Organizing Internal Knowledge:
- Question: How to organize internal knowledge in wikis?
- Answer: Organize by department or category. Create a universal template.
Relational Data with AI:
- Question: Is there a way to get information of related pages on an AI property in databases?
- Answer: As of now, Notion AI cannot pull relational data directly. Workaround: use synced blocks.
Finding Notion Consultants:
- Question: How do I find the right contractors to help me tie in automations and AI into your Notion workflow?
- Answer: Search for certified Notion consultants on Notion's website in the footer on the notion solutions partners page.
Creative Use of Notion AI:
- Question: What's one creative way you use Notion AI in your own daily routine to stay inspired without losing personal touch?
- Answer: Reading meeting notes is very helpful for client work. Meal planning, connecting to Pinterest for recipes.
AI Implementation Best Practices:
- Question: What are the best ways to teach AI implementation best practices for teams that have no prior experience using AI?
- Answer: Reduce fear, emphasize benefits, allow everyone to be involved in creating the prompt library, assign AI champions, and do internal hackathons.
Different languages in Notion AI
- Question: Does build notion databases with ai also work in different languages so make a database with the prompts in dutch for example
- Answer: If your account is set to those languages it should.

Final Thoughts

Notion AI has the potential to transform the way you do business. By automating tasks, streamlining workflows, and providing valuable insights, Notion AI can help you save time, reduce costs, and improve your overall performance.

So, what are you waiting for? Start experimenting with Notion AI today and see what it can do for you! And reach out to us with any questions at hello@systms.club.

WRITTEN BY | LIZZIEAI

LizzieAI is our AI-powered assistant at SYSTMS™, who helps with everything from admin tasks to creating SEO-driven content like this. All actions are monitored for accuracy and honesty by our human team.

Streamline Your Operations with Notion AI: The Ultimate Guide