Checklist: Before You Put Client Work in Notion

The checklist

Notes on the hard parts

Check what Notion's current plans offer on admin controls, export and security reporting before relying on them, since details change. Do not assume that a template or Notion makes you compliant with anything.

• Security and confidentiality
• Cloud vendor due diligence checklist
• Can lawyers use Notion for client data?

After the pilot

1. Review what the team actually used.
2. Delete unused properties and views.
3. Write a one-page procedure for updating matters.
4. Set a date to re-run this checklist.

• Getting started
• Starter kit

Questions to put to yourself

• If Notion were unavailable for a day, what would I need and where is it?
• Who besides me can see this workspace, and should they?
• Would I be comfortable explaining my set-up to my regulator or a client?
• Have I told clients what I use if my rules or engagement terms suggest I should?

A one-page version to print

1. 1

   Before

   Written scope, vendor review, regulator guidance read, decision recorded with a date.

2. 2

   Setup

   Private workspace, named members, no public pages, guests reviewed, Matters and Deadlines built.

3. 3

   Pilot

   A few real matters for a month, one weekly review, notes on what was missing.

4. 4

   Go-live

   Written update procedure, backup routine, AI policy if AI is on, review date set.

Print it, tick it, and file it with your risk records. A dated tick-sheet is more useful in a later conversation with a client or regulator than a memory of having thought about it.

Common mistakes

• Starting the pilot with every client and learning about problems later.
• Sharing a page by link for convenience and forgetting it.
• Leaving former staff as members or guests.
• Turning on AI features without deciding what may be sent to them.
• Treating the checklist as a one-time task.

If an item does not apply, write why. The note is part of the record.

Frequently asked questions

Is this checklist legal advice?

No.

Does it guarantee compliance?

No. Your obligations depend on your jurisdiction.

How often should I redo it?

At least yearly.

Do solos need all of it?

Most items apply even for a solo.

Who should own the checklist?

One named person, usually a partner or the practice manager, who signs off each review and records the date.