Notion Blocks Unlocked: Build a Workspace That Works for You

¡Hola, creative entrepreneurs — it’s Jen, here with Part 2 of my Notion in Bloom Series! 🌿

If you’re starting from scratch, make sure you begin with Part 1: Notion Tutorial for Beginners (Complete Guide). It’ll give you the foundation so everything in this post clicks faster.

Then once you’ve got blocks down, you’ll be ready for the next level: Part 3 — Notion Databases Demystified: From Confusion to Clarity. (That’s where Notion turns into a real productivity engine.)

Notion blocks are like digital LEGO pieces — once you understand how they work, you can build virtually anything. This guide will take you from block basics to pro techniques that seriously speed up your workflow.

If you’ve ever felt limited by rigid document formats (I’m looking at you, Word docs 👀) or struggled to organize info in a way that makes sense to your creative brain, Notion’s block-based system is about to become your new obsession.

As a Latina business owner myself, I know we juggle a million things — client projects, content creation, admin, team stuff, and family life. That’s exactly why mastering these building blocks is a game-changer for your energy and boundaries.

What you'll learn:

• The essential block types every creative entrepreneur should master
• Pro techniques for manipulating blocks efficiently (no más wasted time!)
• When to use specialty blocks for specific purposes
• How to combine blocks into powerful productivity systems
• Real-world examples for designers, consultants, and content creators

Let's dive in, amiga!

Essential Block Types for Daily Use

Save this blocks reference

If you only save one thing from this post, make it this. It’s a quick “what to use when” guide so you can build cleaner pages for client work, content, and admin — without getting stuck in perfection mode.

Pin it now, then come back when you're setting up a portal, SOP, content hub, or even a simple weekly dashboard.

Text Blocks: More Than Just Words

The text block is Notion's most versatile element, but most users only scratch the surface. Think of it like a digital notepad that can handle notes, drafts, and directions — all in one place.

Basic text formatting:

• Bold: Ctrl/Cmd + B — helps key info stand out fast
• Italic: Ctrl/Cmd + I — great for notes, subtext, or creative directions
• Strikethrough: use it when plans change (and you want to keep the record)
• Inline code: use text for technical terms, snippets, or keyboard shortcuts
• Links: highlight text → Ctrl/Cmd + K

You can also create colored text by highlighting and choosing colors!

Text formatting at a glance

This screenshot is a quick visual of common text styles you’ll use in client pages and internal docs. Clean formatting makes pages easier to scan — which means less burnout when you’re moving fast.

• Use bold for deliverables and deadlines
• Use inline code for shortcuts and technical notes
• Use links for client resources and handoff docs

Advanced text techniques that'll make you look like a pro:

• Create colored text with highlights: select text and choose a color
• Add inline math equations with /$ (perfect for budget notes)
• Create multi-column text by dragging blocks side-by-side

When to use plain text blocks:

• Client project descriptions and scope notes
• Content outlines and drafts
• Brain dumps when your mind feels full
• Any page where you need flexible formatting

Lists and Checklists: Organizing Information and Tasks

As creative entrepreneurs, we live and breathe lists. Notion gives you a few list types — and each one helps you communicate information differently.

Bulleted lists (access with /bullet):

• Best for unordered info (brainstorming, notes, idea dumps)
• Can be nested for subtopics
• Perfect for client feedback or project requirements

Numbered lists (access with /numb):

• Perfect for sequential steps (SOPs and processes)
• Automatically renumbers if you rearrange items
• Great for onboarding workflows and tutorials

To-do lists (access with /todo):

• Adds interactive checkboxes (so satisfying ✅)
• Great for weekly admin and deliverables
• Perfect for project execution and daily task lists

💡 Pro tip: You can switch list types by clicking the six dots next to a list item → “Turn into.”

Choose the list type that matches the goal

This view shows the three list styles side-by-side. The right list type keeps your pages cleaner and helps clients (and your future self) understand what to do next.

• Bullets = notes and idea dumps
• Numbers = steps and procedures
• To-dos = tasks you’ll actually execute

Save this list types cheat sheet

This is a fast “what to use when” reference for the moments you’re building a client portal, writing an SOP, or planning content — and you don’t want to overthink formatting.

When your pages are easier to scan, you’ll spend less energy managing your workspace and more energy doing the work that actually pays you.

Toggle Blocks: The Secret to Clean Organization

Toggle blocks are collapsible sections that let you hide and reveal content. They keep pages clean while still storing the details — which is huge for boundaries and mental clarity.

Creating a toggle (access with /toggle):

1. Type /toggle and select “Toggle List”
2. Add a descriptive title
3. Press Enter and add your content inside

Creative uses for toggles (your clients will be impressed):

• FAQ sections (question as the title, answer inside)
• Project details (summary visible, details hidden)
• Reference materials (topic as title, links inside)
• Collapsible meeting notes by date
• Client onboarding checklists
• Content calendar details

Power user move: Nest toggles inside toggles to create a collapsible hierarchy. Perfect for complex projects or detailed brand guidelines.

Use toggles to hide details without losing them

This is the simplest way to keep a page calm. Your client sees the high-level steps, and the details stay tucked away until they’re needed.

• Great for onboarding steps by phase
• Perfect for “FAQs” and “How this works” sections
• Helpful for content checklists and templates

Save this toggle strategy guide

If your pages feel cluttered, toggles are your best friend. They let you keep the page skimmable while still holding the “behind the scenes” steps you need for client delivery.

Pin this and use it any time you’re building an SOP, portal, or content workflow that needs structure without overwhelm.

Callout Blocks: Highlighting Important Information

Callout blocks draw attention to key info with color and icons. They’re like your digital highlighter — the kind that clients actually notice.

Creating a callout (access with /callout):

1. Type /callout and select “Callout”
2. Choose an emoji by clicking the default icon
3. Type your highlighted information

Strategic uses for callouts:

• Important deadlines or client requirements
• Key takeaways from long content
• Special notes or project exceptions
• Brand guidelines reminders
• Payment terms or contract highlights

Advanced technique: Create a consistent system (like “Warnings,” “Tips,” “Examples,” and “Notes”) so your pages feel predictable and easy to navigate.

Callouts make “must-read” info impossible to miss

This is perfect for client portals and SOPs. Instead of burying a key detail in a paragraph, you can make it pop — which protects your time and reduces back-and-forth.

• Use for deadlines, handoff rules, and “read this first” notes
• Great for client feedback instructions and next steps

Divider Blocks: Visual Organization

Simple but powerful, divider blocks help segment your information visually. They’re like periods at the end of sentences — small, but essential for clarity.

Creating a divider (access with /divider):

• Type /divider and select “Divider”

Strategic uses:

• Separate major sections of client proposals
• Create visual breaks between different types of content
• Establish a clean rhythm in long documents
• Pair with headings for clean transitions

Pro tip: Place a heading directly above a divider for a polished, easy-to-scan layout.

Block Pro Tips

Pin these “move faster” block hacks

When Notion feels slow, it’s usually because you’re doing everything one block at a time. Save this so you can clean up pages faster — and protect your focus for client work and content.

This is especially helpful when you're reorganizing SOPs, portals, and long project pages.

Selecting and Moving Multiple Blocks

Most Notion beginners move blocks one at a time, which gets tedious fast. Here’s the faster way (because time is money):

To select multiple blocks:

• Click and drag: grab the six dots and drag to select multiple blocks
• Shift + click: select a range from first to last
• Ctrl/Cmd + click: select individual blocks that aren’t next to each other

Moving block selections:

• Drag the selection using the six dots that appear on the left
• Cut and paste with Ctrl/Cmd + X and Ctrl/Cmd + V
• Use “Move to” for distant moves

Batch-move blocks instead of dragging one-by-one

This is the move that saves your sanity during cleanups. When you’re restructuring a client portal or SOP, select a group, then move it in one action.

• Shift + click is the fastest for grabbing a section
• “Move to” is best for sending blocks to another page

Bookmarks vs. Embeds: Choosing the Right Block for External Content

Not all links are created equal in Notion. Here’s how to decide whether to use a bookmark or an embed block.

Bookmark Blocks (access with /bookmark):

• Display a clean preview card of the website
• Ideal for resource hubs or link libraries
• Quick to load and minimalist in design

Embed Blocks (access with /embed):

• Interactive and viewable inside Notion
• Perfect for YouTube, Figma, Canva links, and more

When to use each:

• Bookmark = quick preview + easy reference
• Embed = interactive viewing inside your workspace

Bookmark for reference, embed for interaction

This comparison helps you choose based on the purpose of the page. In client portals, bookmarks keep things clean. In internal hubs, embeds can keep your tools in one place.

• Use bookmarks for links clients need to open
• Use embeds for tools you want to view inside Notion

Image Blocks: Visual Enhancements That Don’t Overwhelm

Images are great for explaining visual ideas, showing branding elements, or adding personality — just keep them consistent so your pages don’t feel chaotic.

To insert images:

• Type /image or drag and drop
• Resize or align as needed
• Add captions below the image for context

Best practices:

• Use consistent image sizes
• Add captions for clarity
• Keep layouts minimal so the page stays scannable

Use images strategically (not as clutter)

This is how I like to use images in client-facing pages: clean, consistent, and always supporting the message. If an image doesn’t clarify the next step, it probably doesn’t belong.

• Great for brand kits and visual references
• Helpful for SOPs with screenshots

Code Blocks: Not Just for Coders

Code blocks help you format anything from CSS and formulas to detailed instructions. They’re perfect when you want something copied exactly as-is.

To create one:

• Type /code and paste your snippet
• Choose a language for syntax highlighting (optional)

Creative ways to use code blocks:

• Copy-paste instructions for clients
• CSS/HTML snippets
• Keyboard shortcut cheat sheets
• Formulas or logic notes

Use code blocks when precision matters

If a client needs to copy something exactly (a snippet, a template line, a formula), code blocks reduce mistakes. That means fewer support messages and smoother delivery.

• Ideal for handoffs and SOPs
• Great for “copy this” instructions

File Uploads: Smart Ways to Store & Share Files

Notion lets you upload and organize PDFs, docs, images, and more. This is helpful for centralizing client assets — without digging through old email threads.

Use cases:

• Store contracts or invoices
• Add downloadable guides
• Share brand kits or project deliverables

Tips:

• Keep file names clean and consistent
• Use Google Drive for large files and link it in Notion

Keep client files easy to find

This is a simple way to reduce admin. When files live in the project page (or link out to a Drive folder), you stop wasting time hunting for “where did we put that?”

• Great for proposals, contracts, and deliverables
• Helpful for internal documentation and resources

Slash Command Menu: Your Magic Productivity Wand

The / command unlocks every block type instantly — no mouse needed. Type /todo, /table, /heading, or anything else and Notion will suggest the block you’re looking for.

Use slash commands to build faster

This is one of the fastest ways to stay in flow. When you can create blocks without hunting through menus, you build pages faster — and keep your brain on the work, not the tool.

• Perfect for rapid note-taking during client calls
• Great when you’re building templates quickly

Troubleshooting Common Block Issues

Why Your Formatting Sometimes Breaks

Common problems:

• Copy/pasting from Google Docs or Word adds hidden formatting
• Inconsistent block types (half to-do, half bullet)
• Line breaks vs. new blocks get mixed up

Quick fixes:

• Use “Paste and Match Style” (Cmd/Ctrl + Shift + V)
• Convert blocks using the six-dot menu → “Turn Into”
• Use headings and dividers to structure visually

Save your “fix it fast” checklist

This is the exact reset I use when a page starts looking chaotic — especially after pulling notes from Google Docs or a client email thread.

Pin it so you can clean things up in minutes and get back to creating (not fighting formatting).

Blocks Won’t Move Where You Want?

Usually because:

• You’re trying to drag a block into a space too narrow
• You’re attempting to nest incompatible blocks (like columns inside toggles)
• The page format (full-width vs not) limits your options

How to fix it:

• Switch the page to full-width (click the ⋮⋮ menu in the top-right)
• Use Shift + click to select and move groups of blocks
• Use the “Move To” menu option instead of dragging

What’s Next: From Blocks to Databases

Now that you understand how blocks work, you’re ready for the next level: databases. That’s where Notion turns from a digital notebook into a full-blown productivity engine.

Ready for Part 3? Go here next: Notion Databases Demystified: From Confusion to Clarity.

Here’s a sneak peek of what’s coming in Part 3 of the Notion in Bloom Series:

• The 6 types of views for databases and how to choose the right one
• How each row is actually a Notion page (built with the same blocks you just learned!)
• How to create filtered views for different workflows (content calendar, client tracker, lead tracker, etc.)
• My favorite templates for service providers and solopreneurs

Stay tuned! 🌿

About Me & How Biz Strtga Can Help

Hola — I am Jen, the Biz Strtga (strat·e·gista)! I help small business owners and freelancers build Notion workspaces that truly support their goals, with a special focus on service providers.

Through my brand Biz Strtga and my shop, Sip and Bloom, I support entrepreneurs and small teams who are ready to turn scattered workflows into a custom Notion ecosystem.

How we can work together

• Ecosystem Build: A full custom Notion workspace for your entire business. We design a complete operating system around your actual workflows, with optional migration, advanced automations, and team training.
• Growth Formula: Deep optimization of an existing Notion workspace. I refine your databases, navigation, and automations so your current setup finally matches how you work.
• Workspace Nurture Package: Three targeted improvements delivered in one week. Ideal when your workspace mostly works but has a few pain points that slow you down.
• Cultivation Session: A 90-minute 1:1 Notion consulting and implementation call. We focus on one big challenge (with room for a couple of smaller ones), then you get a recording and a personalized Bloom Growth Guide with next steps.
• Digital Products – The Apothecary: Ready-to-use Notion helpers and Apple Shortcuts, including Quick Input to Notion and 10 Essential Apple Shortcuts, so you can streamline capture and everyday workflows without a full custom build.

Based in Los Angeles, I am available for Notion workshops, speaking, brand partnerships, and done-for-you builds. If you are ready to make Notion easier to use on your phone and across your whole business, reach out and let us design an ecosystem that actually supports you.