Notion is a very popular productivity app, versatile, powerful, and beautifully designed. But here’s the catch: despite my admiration for it, I’ve made the tough call to sideline it for managing my knowledge and critical tasks.
This isn’t a critique of Notion’s capabilities — it’s a reflection on what matters most to me: long-term reliability and control over my data.
What is Notion?
Notion is productivity and collaboration platform. It comes packed with tools for note-taking, task management, and even project management.
But its true power is to give you the control to build your own system. It’s like having a customizable digital workspace that you can adapt to your needs. Some of its standout features include:
- Customizable pages for endless creativity
- Relational databases that link information seamlessly
- Collaboration tools for team workflows
- Integration with calendars and charts for visual organization
- Forms for data collection
- And so much more…
With all these features, it’s easy to see why so many people use it on a daily basis.
Databases: the core of Notion
If I had to pick one feature that defines Notion, it’s databases.
Notion democratizes relational databases, making them intuitive and accessible.
Whether you’re organizing a simple to-do list, a CRM, or a complex project tracker, databases are at the heart of its functionality.
Notion’s tour de force has been making interactions between data, relationships between databases, and the creation of different ways to visualize data extremely simple.
How I use Notion
I still use Notion for my development work.
For example:
- Tracking my software development backlog
- Monitoring progress on reports
- Managing branch numbers during development
Why longevity and control matter
Here’s the crux of my hesitation: longevity and control. Notion is a hosted service, meaning my data lives on their servers. If Notion were to shut down tomorrow, what happens to my knowledge system?
While Notion does offer export options, they’re not made for seamlessly backing up an entire knowledge management system.
What about knowledge management?
I’ve considered going all-in with Notion for knowledge management. Its flexibility and customization options make it tempting. Imagine a single platform for capturing, organizing, and sharing knowledge with others — it’s a powerful vision.
But then I come back to the same question: can I trust it for the next 10, 20, or even 30 years? The answer, for me, is no. Data sovereignty matters too much.
My solution: Obsidian
Instead, I decided to rely on Obsidian, and here’s why:
Plain Text Files: Obsidian uses Markdown files stored locally, ensuring my notes are always accessible. No proprietary formats, no barriers.
Local and Cloud Backup: I sync my files with Obsidian Sync, but the primary copies stay on my computer. This means even if the cloud service disappears, my notes remain intact.
Longevity: In 30 years, text files will still be readable, and Markdown’s simplicity makes it timeless.
Obsidian might lack some of Notion’s features, but it wins where it counts for me: durability, and control.
Conclusion
Choosing the right tool is deeply personal. For me, it’s about aligning with a system that supports my workflow and respects my need for long-term reliability. Notion is a tool I genuinely admire, but Obsidian gives me peace of mind.
What about you? Do you prioritize flexibility, control, or something else?
I’d love to hear your thoughts.