Notion AI

Create Workspace Structure

Set up main pages for each department or main topic before inputting data.

Create high-level pages: Processes, Meetings, Projects, Policies. Use existing Notion templates to avoid starting from scratch.

Keep a maximum of 5-6 main pages; too many categories can make the team hesitant to search.

Paste Raw Meeting Notes

Directly paste raw notes or transcriptions of recordings into the corresponding page.

After each meeting, paste the raw content into a new Meetings page, no formatting needed.

No need to edit anything at this step - Notion AI will handle it in the next step.

Summarize and Extract Action Items

Use Notion AI to turn raw notes into a structured summary with action items.

Highlight the content, select "Ask AI" > "Summarize", then run the command "Find all action items and assignees".

Add a deadline directly in the prompt so the AI creates a checklist with a deadline rather than a generic list.

Cross-Link Pages

Link related documents to turn the wiki into an information network rather than disparate pages.

Use the @ syntax to link project pages with related meetings, and vice versa. Add a filtered database view by department.

Use Notion AI to suggest related pages with the command "Find other documents that mention this topic".

Maintain and Clean Up Regularly

Schedule monthly to prevent the wiki from becoming outdated or duplicated.

Each month, use Notion AI to review old pages, merge duplicate content, and tag outdated documents.

Assign a rotating wiki steward each month to ensure that no one forgets about the cleanup.