While Notion excels as an all-in-one workspace for organizing projects, databases, and extensive knowledge, it’s far from perfect. For instance, the mobile experience leaves a lot to desire, and Notion isn’t exactly an ideal tool for taking some quick notes on the go or the desktop. I wanted a companion that fills in the gap here. This is precisely where Google Keep shines.

With its lightning-fast launch, minimalistic interface, and sticky-note-like functionality, Google Keep acts as the perfect nimble front-end to Notion’s robust backend.

Notion isn’t suitable for quick notes

That’s where Google Keep jumps in

I have honestly found that Notion isn’t built for those fleeting, on-the-go moments when a quick thought strikes. Suppose I’m out, an idea for a new blog post pops into my head, or I remember an urgent task I surely can’t forget.

My instinct is to pull out my phone and jot it down. But my Notion page is slow to load, especially if I have a large workspace. It’s clearly designed for rich content, deep dives, and structured organization, not for the lightning-fast input.

This is where Google Keep is a lifeline for quick notes. I can use the home screen widget or simply open the app to capture a quick thought. There is no complex navigation, no loading delays, just a clean interface that lets me dump my thoughts with zero friction.

And mind you, Keep Notes has a decent editor. I can add bullet points, checkboxes, or even a quick doodle without any fuss. Then, when I’m back at my desk and have dedicated time to organize, I revisit my Keep notes and transfer relevant notes into workspaces.

Google Keep works well with Gmail

For tracking important info from emails

As expected, Google Keep works seamlessly with my preferred email service, Gmail. With Gmail open, I don’t need to open a separate tab or switch applications to access my notes. Google Keep lives there in the sidebar on the right.

Here’s how I use it. Suppose I’m browsing my inbox, and an email comes in with a credit card due date and amount. With Keep right there, I can open it, create a new note with ‘Credit Card due date’, and enter the amount.

I can even open the note in the Google Keep web and set a reminder. Technically, I can send my Gmail messages to a Notion database, but the entire setup is time-consuming and doesn’t work as smoothly as Keep Notes.

Similarly, if I have a rough idea for a client pitch or other important emails, I can write them down in Keep and access the same while drafting an email on the desktop.

Collaboration is way smoother in Google Keep

Everyone has a Google account

Although Notion offers a bunch of team features, it can’t match Google Keep with its quick collaboration. The reason is simple: literally everyone has a Google account.

I don’t need to think twice about whether someone has a Notion account, if they are part of my workspace, or if they will understand my databases. I can just punch in their email ID, and the person has access.

Whether I need to create a grocery list with my partner, a checklist for school supplies with a friend, or a shopping list for an upcoming event, I can just create a new note in Google Keep, add their email, and it's instantly collaborative.

This seamless collaboration was quite useful during our recent trip. I created a travel checklist and started tracking shared expenses directly within a Keep note. I shared it with other members of our group, and it was flawless. Everyone could see what was needed, what had been bought, and who had paid for what, all in one simple, accessible place.

Keep Notes supports audio recording

And decent drawing tools

This is another area where Google Keep fills a crucial gap in my workflow. I’m talking about audio recording and drawing tools, neither of which is natively supported in Notion.

Whenever I’m in a lecture or a meeting, and I don’t want to type everything, I just hit the microphone icon, speak my mind, and get the job done. Similarly, there are times when a visual representation, a quick sketch, or a doodle is the fastest way to capture an idea.

Notion doesn’t have built-in drawing capabilities. But I can grab my S23 Ultra’s S Pen and quickly sketch a diagram.

Tired of disorganization in Notion?

Ultimately, it’s not about choosing one tool over the other; it’s about leveraging their individual strengths to create a robust personal knowledge management system. While Notion provides a powerful framework for deep organization and long-term planning, Keep acts as an always-ready inbox for those quick thoughts, urgent reminders, and grocery lists that I can share with my partner.

If you want to take your knowledge management to the next level, add NotebookLM to the mix. Here’s how you can leverage NotebookLM’s AI capabilities with Notion.