For years, Notion has served as a reliable companion for managing everything from invoices to movie watchlists. Its unmatched flexibility as a database is a significant asset. However, when it comes to nurturing creative workflows—such as jotting down spontaneous ideas or collecting visual inspiration—Notion can feel somewhat restrictive. The need to categorize every fleeting thought into a structured system can stifle creativity, as many users, including myself, have discovered.
While Obsidian is often touted as the go-to alternative for creative minds due to its extensive customization and renowned graph view, I sought a cloud-first solution. This quest led me to explore various tools, ultimately resulting in a year-long back-and-forth between Notion and Capacities. Through this journey, I realized an essential truth: these two applications do not compete; they complement each other beautifully. Here’s how I’ve crafted a system that utilizes both tools effectively.
Capacities is where I think, Notion is where I act
The key to this harmonious relationship was not choosing one tool over the other but understanding their unique strengths. I learned to let each application shine in its respective domain. For instance, I ceased using Notion for unstructured notes—not because it lacks that capability, but because it never felt intuitive for me. The multi-page hierarchy can quickly become convoluted, making navigation a challenge. My attempts to catalog interesting places to visit turned into a labyrinth of layers that were difficult to manage.
Notion excels in environments that require structure and purpose. It’s where I build automated systems that streamline my workflow. In contrast, Capacities thrives in a more fluid setting, allowing for free thought and creativity. Once I stopped forcing one app to fulfill all my needs, I found a seamless way to transition between them, enabling each tool to perform its intended function without friction.
Capacities doesn’t impose the need to refine thoughts before capturing them. This distinction is not merely a matter of user interface; it’s a shift in mindset. Notion requires users to establish tables and databases as soon as they input data, creating an implicit pressure to organize ideas prematurely. This rigidity can stifle the creative process, making it feel akin to brainstorming within a spreadsheet.
A place to gather ideas without having to polish them first
When I enter a creative phase—whether I’m writing or outlining vague concepts—Capacities becomes my go-to app. It allows me to collect screenshots, reference visuals, and compile quotes effortlessly, all while enabling cross-referencing through its innovative graph view. I can jot down half-formed thoughts, leave them for a week, and return to find them interconnected with other ideas I had forgotten. This design fosters momentum, allowing me to dive back into my work and regain my creative flow almost instantly.
Capacities invites exploration, treating images as integral components rather than mere embellishments. They can be displayed inline, full-bleed, or linked to objects, transforming the workspace into a gallery rather than just a document. This approach proves invaluable when spending hours sketching outlines or gathering visual references. In contrast, Notion’s structured and precise nature makes it ideal for other tasks.
Notion is still where my life lives
While Capacities may be better suited for ideation, Notion remains indispensable for my daily operations. It serves as the hub for tracking invoices, updating my reading list, managing freelance projects, and checking off recurring tasks. When I know what I need to monitor—such as client deliverables or editorial calendars—Notion is unparalleled. Its ability to create databases with views and filters, coupled with automation and reminders, makes it a powerful tool for structured work.
Notion provides a sense of security, ensuring that everything has a designated place. If I log information today, I can easily locate it weeks later. Adding data on the fly is also seamless; for instance, when I discover a new restaurant on Instagram, I can quickly log its details into my food database using a Notion Form I’ve set up. This frictionless utility is where Notion truly excels.
They solve different problems — so stop comparing them
The most significant misconception is assuming that Capacities and Notion address the same challenges. While both allow for writing, collecting, embedding, and organizing, their applications differ fundamentally. Capacities is designed for creativity and knowledge exploration, encouraging connections through backlinks and graph views. It functions more as a creative studio than a productivity tool. Whenever I’m uncertain about my focus but eager to explore an idea, Capacities provides the freedom to do so.
Conversely, Notion operates more like a traditional work tool. It prompts users to decide, define, and commit, which can influence our willingness to engage with the tool. Although it’s feasible to use either application exclusively, Notion’s structured approach can sometimes feel burdensome. I’ve attempted to rely solely on Notion in the past, but the experience often left me feeling underwhelmed due to messy or incomplete notes. This wasn’t a flaw in Notion; it was simply a mismatch of expectations. Once I assigned the role of capturing ideas to Capacities, Notion transformed from a burden into a valuable resource.
Ultimately, both tools have taught me to abandon the search for a perfect app and instead focus on building a more effective workflow. For me, the ideal solution lies in the combination of Capacities and Notion.
