Last Updated on October 30, 2024 by Owen McGab Enaohwo
Operational efficiency is too vital to depend on the tribal knowledge of certain employees. What if their information is incorrect? What if they train others incorrectly? Establishing standard operating procedures (SOPs) in a centralized system prevents such lapses.
Systems that maintain and track SOPs take various approaches. Notion and SweetProcess are two such systems. They might seem similar in method, but what is the difference? Whether Notion and SweetProcess are needed for creating a knowledge base isn’t up for debate. The question is: Which is better?
The stakes are high—choosing a less effective knowledge management tool will negatively or positively impact your team’s performance. We will compare Notion and SweetProcess, discussing their features, uses, and other important details so you can make the best choice.
SweetProcess is a knowledge management software for documenting and managing standard processes, procedures, and policies across an organization. Check it out by signing up for its 14-day free trial, which doesn’t require a credit card.
Table of Contents
What Is SweetProcess Used For?
What Are the Key Differences Between Notion and SweetProcess?
Notion Vs SweetProcess: Key Similarities
How to Document and Manage Your Company’s Knowledge in SweetProcess
SweetProcess: The Knowledge Management Software Your Company Needs
SweetProcess Vs Notion: Which Tool Should You Choose to Manage Your Company’s Knowledge?
What Is Notion Used For?
Notion is an app for brainstorming ideas, documenting information, and mobilizing your team on projects. Instead of having all those ideas in your head, you can jot them down in the system and leverage its features to flesh them out with actionable steps. The information documented in Notion is used for project and database management.
Notion is suitable for private individuals, small businesses, and enterprises. Its main features include:
- Wikis for creating knowledge bases
- Docs for documenting business processes and procedures
- AI assistant for answering questions and generating content
- Calendar for scheduling tasks and events
- Integrations for connecting third-party apps
What Is SweetProcess Used For?
SweetProcess is a digital tool for documenting standard operating procedures (SOPs), processes, and policies. It offers a centralized database for knowledge management, collaboration, and workflow supervision. Reputable for helping businesses establish a single truth across boards, SweetProcess promotes employee efficiency by enabling organizations to document the best practices and how-to instructions accessible by their teams remotely.
SweetProcess is ideal for small, medium, and large-sized businesses. Its main features include:
- AI tool for generating content automatically and retrieving information
- Documentation for creating standard operating procedures, processes, policies, etc.
- Knowledge management for creating internal and external knowledge bases
- Task management for supervising and tracking task engagement
- Integrations for connecting more than 500 third-party apps
What Are the Key Differences Between Notion and SweetProcess?
Notion and SweetProcess are knowledge management tools. However, they differ in design and implementation.
Process Documentation
Creating processes in Notion is done with building blocks that add layers to documents. These blocks can be organized into texts, videos, and diagrams to achieve desired patterns. Notion offers custom templates at different price rates that users can adopt in their designs instead of creating one from scratch. In addition to processes and procedures, you can also create meeting notes and pitch desks.
SweetProcess allows users to document processes, procedures, and policies. It simplifies the documentation process with its AI tool, SweetAI, which can generate all kinds of content in seconds. The SweetProcess content editor supports multimedia elements such as texts, videos, charts, etc. You may choose to create your documents in a single format or, better still, combine multiple formats for more appeal. This flexibility accommodates different learning preferences and allows employees to thrive.
Knowledge Management
Notion offers a knowledge base for storing work information, which it refers to as wikis. It allows you to organize documents in a preferred order with a drag-and-drop feature, retrieve information quickly via search, and link to other pages within the system.
SweetProcess provides an internal knowledge base platform where team members can access work information. It creates room for maintaining confidentiality within organizations with access controls to files in the knowledge base. For instance, if you want to keep some information private, you can grant only concerned parties access to the knowledge base.
SweetProcess also recognizes the role of customers and the general public in an organization. It allows you to create an external knowledge base where they can access information about your products and services.
Searching for information on SweetProcess is easy due to its AI recognition feature, which identifies documents by their keywords and tags.
Task Management
Notion can manage tasks by delegating duties to team members and overseeing how they engage with them. To do that, you create a to-do list and select the team members you want to execute items on the list. You can also select a due date, and the system sends reminders to the assigned team members about pending tasks.
Managing tasks with SweetProcess has a quick completion time. Instead of creating a to-do list, you document the task as a procedure or process and assign it to selected team members. There’s a provision to determine the due date or set the task as recurring. Teammates are automatically notified of tasks assigned to them and receive reminders about them continuously. You can also track ongoing tasks to see how employees engage with them.
Mobile and Desktop App
Notion can be used on the web, desktop, and mobile app. Its web and desktop app offer more features with the flexibility to perform various actions than the mobile platform available on Android and iOS devices. Notion claims its desktop app is 50% faster than its web platform, making it a better option.
SweetProcess can be used on the web and mobile applications. Its intuitive web design makes for easy navigation and a high loading speed, allowing users to quickly access documents and pages. You can also work on the go via the SweetProcess mobile app, which is compatible with iOS and Android devices. Although the mobile app has limited features compared to the web version, users can access documents even without an internet connection to keep working.
Pricing
Notion Pricing
Notion offers the following plans:
- Free: Zero costs with limited features
- Plus: $10 per user a month and $8 per user a month, billed annually
- Business: $18 per user a month and $15 per user a month, billed annually
- Enterprise: Custom pricing
SweetProcess Pricing
SweetProcess offers the following plans:
- Free trial: A 14-day free trial with access to all features. No credit card is required.
- $99 monthly for a team with up to 20 active members; $5 monthly for each additional active team member.
- Special pricing is available for organizations with less than 20 employees.
Enrolling in the SweetProcess 14-day free trial is quick and easy because you don’t need a credit card. Sign up now and start streamlining your operations for success.
Notion Vs SweetProcess: Key Similarities
Similarities between Notion and SweetProcess include the following:
Automation and Integration
Notion’s AI assistant can automate repetitive tasks like answering questions, streamlining handoffs, and sending reminders about tasks. SweetProcess can also perform similar tasks. In addition to leveraging SweetAI to generate content automatically, you can automate sign-offs, handoffs, and reminders about pending tasks.
Notion and SweetProcess use Zapier for integrating third-party apps. The tool allows you to create a cohesive workflow on both platforms in which connected tools exchange data and communicate directly without alteration or interference.
Document Management
Notion and SweetProcess support creating, updating, and assigning documents to team members. The documents are live and can be updated with the latest information and assigned to multiple users simultaneously. Both software allow document versioning, a process of having multiple versions of a single document and applying them to different use cases. Titling each version makes it easier for you to identify specific copies. You can also track the changes made to the files along with the users who implemented the updates and the time they did so.
Chrome Extension
Notion and SweetProcess offer Chrome extensions. These allow you to access them easily on your desktop without entering their URLs whenever you want to log in. The seamless navigation enhances user experience and increases productivity.
AI Writing Capabilities
An outstanding similarity between Notion and SweetProcess is their ability to generate content automatically. Notion does this with its AI assistant, while SweetProcess does it with its SweetAI. This is an effective feature for both applications, simplifying content creation, which can be tedious and time-consuming. It helps buy time that would have been spent writing processes, procedures, and policies.
Cloud-Based Storage
Notion and SweetProcess have cloud-based storage. User data isn’t stored on hard drives but in the cloud, which has the maximum storage capacity. Authorized teammates can access data on the apps remotely at any time. This increases productivity as work isn’t restricted to physical devices and locations.
How to Document and Manage Your Company’s Knowledge in SweetProcess
There’s a misconception that documenting business procedures and processes in a knowledge base streamlines operations. That’s not correct because unless the documentation is done effectively, it yields no significant results. SweetProcess isn’t just about creating knowledge bases; it’s also about creating ones that work.
How to Create a Procedure in SweetProcess
Procedures in SweetProcess are detailed with step-by-step instructions, and you can create them manually or automatically. If you don’t want to write the instructions, you can use SweetAI to generate them automatically.
How to Create a Procedure Manually in SweetProcess
Click on “Procedures” and “Create Procedure.”
Type the procedure title and click on “Continue.”
Click on the pencil icon beside the title.
Enter the procedure details and click on “Finished Editing.”
How to Create a Procedure in SweetProcess Automatically With SweetAI
Click on “Procedures” and “Create Procedure.”
Enter the procedure title and click on “Write with SweetAI.”
Click on the pencil icon to edit the content.
Click on “Approve” to publish the document.
How to Document a Process in SweetProcess
Click on “Processes” and “Create Process.”
Type the process title and click on “Continue.”
Click on “Add Step.”
Click on “Procedure.”
Select the procedure from the menu.
Click on “Add Step” and “Procedure” to add a step in the process.
Click on “Approve” to publish your process.
How to Manage a Procedure or Process to Team Members in SweetProcess
Open the procedure or process and click on “Actions.”
You’ll see various options on the drop-down menu. Select the action you want to perform. For instance, if you want to assign it as a task, click “Assign as Task.”
Click on “Assign.”
To assign the task to one person, click “Teammates assigned their own task.” Click on “Teammates assigned together” to assign it to multiple people.
Select the teammate.
Enter the task name, due date, time, and frequency, and click “Assign Task.”
How to Create a Knowledge Base in SweetProcess
Knowledge bases in SweetProcess can be internal or external, and each serves a different audience. An internal knowledge base is private, and restricted to employees of an organization, while an external knowledge base is public, and created for customers, clients, and stakeholders.
How to Create an Internal Knowledge Base in SweetProcess
Click on “More” and “Knowledge Bases.”
Click on “Create Knowledge Base.”
Type the knowledge base title and click on “Continue.”
Click on the pencil icon beside the title.
Click on the space bar below “Control Access” and select “Private Knowledge Base, only logged-in team members may view (if they have the necessary permissions).”
Enter the page URL to redirect users when clicking the knowledge base title.
How to Create an External Knowledge Base in SweetProcess
Click on “More” and “Knowledge Bases.”
Click on “Create Knowledge Base.”
Type your knowledge base title and click on “Continue.”
Click on the pencil icon beside the title.
Click on the space bar below “Control Access” and select “Public Knowledge Base. Any member of the public can view without logging in.”
Enter the page URL to redirect customers who click on the knowledge base title.
You can redirect users to a custom domain.
You can retrieve documents in your knowledge base by searching for them using a keyword or tag you saved. SweetProcess’s search feature is precise, as it uses AI to identify the file that most matches the search query.
Creating a knowledge base in SweetProcess isn’t just about providing employees with current information but also about creating information they may need in the future. If one or two teammates ask you questions about something you haven’t covered, that’s your cue to document it in your knowledge base. Gretchen Pisano, co-founder and CEO of pLink Leadership, an executive coaching and leadership organization, uses this strategy to further enhance her team’s knowledge of their duties.
“My day-to-day has changed because if I notice that I’m teaching somebody something and it’s the second or third time I’m like, hey, other people need to be doing this the same way. Then instantly, I’m like, okay, I’m going to SweetProcess. I open that, and I do it right then.”
There’s a continuous learning process across your organization with more information being added to your knowledge base.
Cons of Notion
Notion offers a premise for documenting information to streamline workflow, but how does it perform in comparison to other software like SweetProcess? Users shared the following concerns about the software from their experiences.
Steep Learning Curve
If you like to dive into an app and start getting its value immediately, Notion isn’t the right option for you. It has many components that you need to learn before doing significant work. This can be disappointing for someone who has a pending workload and targets to meet. The steep learning curve defeats the idea of using productivity tools to simplify work.
A steep learning curve isn’t a problem with SweetProcess. Its simple and intuitive design enables users having basic computer skills to start using it without hassle. The features are organized strategically, so you can easily locate what you need and perform activities by clicking tabs.
Overwhelming and Time-Wasting Features
Notion prides itself on offering numerous features. However, it becomes counterproductive when you spend so much time moving things around and trying to figure out how they work. It seems like you are being productive, but in the end, you are overwhelmed organizing items on your dashboard and don’t get actual work done.
SweetProcess is clear about its goal, which is to streamline workflow. It offers tools specifically designed for that purpose, so users aren’t overwhelmed with features they don’t need. Whether you are documenting procedures, creating a knowledge base, or searching for documents, each activity is geared toward enhancing efficiency.
No Offline Access
If you overcome Notion’s steep learning curve and create documents, you can’t access them without an internet connection. Your work will be on hold whenever you are out of network coverage. The longer you are without the internet, the longer your work suffers because Notion doesn’t offer offline access to files. Consider this restriction because you may not always be connected online.
SweetProcess is flexible for offline work. It allows you to transfer your documents to offline manuals for use without an internet connection. This means that downloading your documents on the system; ensures that you can access them anytime without internet connectivity.
Slow Loading Speed
There are complaints that Notion is slow in loading files and pages, making it tedious to do serious work in the system on time. It’s decent as an organizer or planner as that doesn’t require much navigation, but it’s slow and unresponsive when you try to use its advanced features like databases and tables. Users reprimand Notion for advertising features that aren’t fully functional just to differentiate itself from its competitors as a better alternative.
SweetProcess is committed to enhancing user experience with high-speed loading and responsiveness. Files in the system are configured to open speedily. When navigating pages in the system, they load quickly as well. Creating content with SweetAI is done within a few seconds, regardless of its volume.
Too Expensive for Small Teams
Notion’s subscription cost is a concern to users. They complain that the rates are high for the value they get. There’s also the concern that some features that should be on lower plans are limited to the higher plans.
SweetProcess’s pricing is flexible to accommodate businesses of all sizes. It offers a 14-day free trial, allowing you to decide if it’s right for you. Its standard pricing is $99 monthly for a team with up to 20 active members. Teams with more members can add users at an extra $5 monthly. There’s also an opportunity for teams with less than 20 members to get custom pricing.
Sign up for a 14-day free trial without a credit card to use SweetProcess.
SweetProcess: The Knowledge Management Software Your Company Needs
As the CEO, manager, or team leader in your organization, you most likely have your business processes, procedures, and policies at your fingertips. Operations would be in top gear if they were entirely up to you. However, there’s only so much you can do.
Scaling a business entails bringing other people on board. If everyone could understand your business operations as well as you do, productivity will increase steadily. Unfortunately, that’s not always the case. Employees need to be trained to become familiar with their duties. How can you train them to be efficient quickly without jeopardizing quality? That’s where SweetProcess comes in as a knowledge base tool.
Employee efficiency isn’t about how long they have been working for a company but about their knowledge of their responsibilities. If you can provide them with the information they need, a new employee could perform a task as well as an established employee.
SweetProcess offers an internal and an external knowledge base. The internal knowledge base is your resource for empowering employees with all the information they need to excel. Instead of showing each employee what to do personally and answering their unending questions, you can transfer your knowledge and that of other established employees into your internal knowledge base in SweetProcess.
When team members need information about performing tasks, they can retrieve it from the system instead of asking someone else. This approach empowers new employees to start performing tasks as soon as possible. That was the case for Manny Cosme, president and CEO of CFO Services Group, a financial institution. As his business grew, he struggled with holding every employee’s hand like he used to do, so he used SweetProcess to empower them with the same information across boards.
“We can train a new employee within two weeks now, from the time that they start day one. It’s just them shadowing and looking at what we’re doing and then week two is them doing it on their own using SweetProcess as a guide. By the end of week two, everyone has been trained.”
It’s not a one-off training. Employees have continuous access to all information in the SweetProcess knowledge. If they doubt any information, they confirm it in the system. This reassures Manny that they are performing their jobs well.
“There are a lot of processes that we have for every single aspect of the business. Just knowing and ensuring that things aren’t going to slip through the cracks, and not only in our bookkeeping work but also in our CFO or our sales and marketing work.”
The external knowledge base in SweetProcess is your archive for offering information to your customers and other public members who may have questions about your products and services. Answering those questions can fast-track their decision to patronize you, especially when your answers meet their needs. Examples of an external knowledge base are FAQs, self-help pages, how-to-videos, etc. SweetProcess allows you to create these items and more, educating your customers about your organization and the value you offer. You can leverage your external knowledge base to highlight prospects’ needs for your services and products and how you can meet those needs.
Belvidere Community Unit School District 100 leverages SweetProcess’s external knowledge base feature to engage with its stakeholders about its operations, updating them about activities. According to its quality assurance director, Sarah Brenner, this helps bridge communication gaps.
“There’s a knowledge base function within the platform, and that’s a great way that all of our stakeholders—whether it be parents, staff, and especially some of our clerical staff who work a lot with our procedures—can access the information that they need…. If they’re in person or on the phone to answer questions with our families, that was a way where they could readily find the information that they needed.”
Just like Sarah, other SweetProcess users attest to how it has helped bridge knowledge gaps in their organizations.
SweetProcess Vs Notion: Which Tool Should You Choose to Manage Your Company’s Knowledge?
Efficiency is about having the necessary tools and knowing how to use them. The various features on Notion may seem like a catch. However, as you have seen users report, they are counterproductive because you spend most of your time trying to move them around and understand how they work without doing substantial work.
On the other hand, SweetProcess offers the tools you need to create a solid knowledge base and enhance your workflow. It has a simple user interface that is easy to navigate.
Whether you want to empower your employees with an internal knowledge base or engage with your customers and prospects with an external knowledge base, SweetProcess allows you to do that easily. The best part is that you don’t have to spend a dime if you aren’t convinced it’s the right fit for your organization. Sign up for a 14-day free trial without a credit card and experience it firsthand.
