<aside> 💡 The goal of Part 2 is to understand the current state of your workspace, introduce the concept of Workspace Refresh to your company, and make settings changes to address immediate issues and prevent future problems

Successful Outcomes:

• You understand the current state of your company’s workspace
• You have made changes to protect your workspace and created an archive folder to store older documents </aside>

Step 1: Understand current state

Every workspace has a different starting point, and understanding your starting point helps determine the scope of the project.

Things for you to consider:

• Is your entire company using Notion? Or only a subset of your organization?
  • This informs how important teamspace architecture will be. If your entire company is using Notion, it will be essential to use teamspaces.
  • If your entire company is using Notion, the refresh process is more complex and requires more cross-functional (and sometimes executive) buy-in before making changes
• Are teamspaces currently being used in the workspace?
  • If teamspaces exist, are they an accurate reflection of the organization structure? Or are they more random?
  • Does your company have a clean “General” default teamspace that serves as the company home page?
  • Does the average user understand what a teamspace is (and how to join, leave, and reorganize their teamspaces?
• Review current admin privileges in the workspace
  • Are you (or the other DRIs) already Workspace Owners? If not, what is the process to request this from your IT team?
  • Are there other Workspace Owners who can be involved in the project?
  • Are there Workspace Owners who should no longer have this role?
• Are you already using SCIM & SSO? Do you have SCIM groups pushing into Notion?
  • Which user groups exist in Notion? Are they native to Notion or are they SCIM groups that are being pushed into Notion?
• Has there been internal discussion or communication regarding workspace refresh internally?
  • How sensitive is your organization to changes like this?
  • Who do you need buy-in from before making changes to the structure of the workspace?

Step 2: Address immediate concerns

To prevent further undesirable actions in the workspace, take the following steps:

1. Limit Teamspace creation to only workspace owners

   

2. Ensure that only Teamspace Owners can edit the General teamspace sidebar. Most Teamspaces should also have this setting set.

Step 3: Archive outdated or inaccurate content

While refreshing a workspace, you may wish to understand whether documentation is current, and how frequently it is being accessed by your team.

Page analytics is an easy way to understand if a document is still being used, by whom, and how often.

Workspace analytics is an aggregated view of the same information that can be filtered to display a subset of information.

We recommend using these features to help your company or your Notion Council make a determination that any document that hasn’t been edited in x-months is a candidate for updating or archiving.

For more specific recommendations about how to use these features to support your workspace refresh, we recommend reading this guide.

Creating an Archive Section