Author
Antonina Smyrnova
In 2025, more teams than ever are juggling work across multiple tools. According to industry reports, Notion has surpassed 100 million users worldwide, with over 4 million paying customers, making it one of the most popular productivity platforms on the market.
On the other side, monday.com has become a powerhouse in project management, with revenue expected to exceed US$1.22 billion in 2025, growing at a rate of around 26% year-over-year.
With both tools scaling rapidly, many teams find themselves using Notion as their knowledge base and documentation hub, while relying on monday.com for task and workflow tracking.
Important information often gets siloed, duplicated, or simply lost between platforms. That’s where syncing comes in.
Syncing specific kinds of data between Notion and monday.com ensures your team always sees the same information. Let’s explore what kind of data makes sense to sync, with real examples.
Essential Data: Must-Sync Items
The most critical data to sync between these platforms centers around task management fundamentals. When product teams create user stories in Notion and need to track their progress in monday.com, syncing task names, descriptions, and IDs ensures nothing gets lost in translation.
These are the non-negotiables. If you sync nothing else, sync these four.
Task Names and Descriptions
When your creative brief lives in Notion but execution happens in monday.com, you need this sync.
- Keeps project context intact across platforms
- No more copying and pasting task details
- Perfect for product teams managing user stories
- Saves time during handoffs.
Status Updates
This is where teams see the most significant impact. Real-time status sync eliminates confusion.
- "Not Started," "In Progress," "Review," and "Complete" mean the same everywhere
- Eliminates awkward status check meetings
- Keeps stakeholders automatically updated
- Prevents duplicate work
Due Dates and Deadlines
Nobody likes surprise deadlines or missed launches.
- Prevents timeline mix-ups between teams
- Keeps roadmaps accurate automatically
- Essential for client-facing deliverables
Team Assignments
Everybody is aware of their tasks without a reminder.
- Crystal clear ownership across platforms
- Perfect for resource planning
- Helps balance workloads
- Makes handoffs smooth
Level Up Your Sync
Once you've mastered the essentials, these additions provide significant value.
Priority Levels
When something becomes urgent, everyone should know.
- High-priority items stay visible everywhere
- Prevents important work from getting buried
- Essential during crises
- Keeps executives happy
Budget and Cost Tracking
Finance teams love this, project managers need it.
- Real-time expense visibility
- Accurate client billing
- Better resource allocation
- Less stressful budget reviews
Custom Tags & Categories
Client names, project types, departments, everything that makes sense for your team.
- Maintains context across platforms
- Helps prioritize work
- Essential for client-facing teams
- Reduces confusion
Data You Don't Need to Sync
Not everything belongs everywhere. Skip these.
Comments & Discussions
Each platform handles conversations differently. Keep them native.
- Platform discussions stay contextual
- Avoids formatting mess
- Preserves conversation threads
- Less technical headaches
File Attachments
Link to files instead of syncing them.
- Prevents version control nightmares
- Saves storage space
- Cleaner than duplicate files
- Fewer sync errors
Complex Formatting
That beautiful Notion page won't look good as a monday.com task.
- Rich media doesn't translate well
- Formatting gets broken
- Keep beautiful content where it belongs
- Simple text works better
How to Actually Make This Happen
Here's where most teams get stuck. You know what to sync, but how do you actually do it?
The Manual Way
You could manually copy data between platforms. You could also walk to work in a snowstorm. Both are technically possible, neither is fun.
The Smart Way: Use resynced.io
This is where tools like resynced.io become game-changers. Instead of building complex integrations or manually updating everything:
- Configure your sync rules and let automation handle the rest
- Changes sync automatically every 10 minutes (or manually anytime)
- Data flows in both directions when it makes sense
- Only sync the items you actually need
- Visual setup that anyone can handle
Getting Started the Right Way
Step 1: Start Small
Pick what you want to sync. Typically, it includes task names, statuses, and due dates. Get those working perfectly first.
Step 2: Test Everything
Use fake data to test your setup. Better to discover issues during testing than during your big product launch.
Step 3: Expand Gradually
Once basic sync is working smoothly, add custom fields and more complex data types.
Want the complete technical walkthrough? Check out our step-by-step guide on syncing Notion and monday.com. It covers account setup, field mapping, filters, and troubleshooting.
Final Thoughts
As teams continue adopting both monday.com and Notion at record levels in 2025, syncing the correct data between the two isn’t just about convenience. It’s about alignment, speed, and trust. By syncing core fields, such as tasks, statuses, due dates, and assignees, you can ensure that both platforms reflect the same reality.
With tools like resynced, you can automate this process and avoid the headaches of duplication or miscommunication. Teams that spend less time managing tools and more time actually getting work done.
Ready to automate your data? Start your free 14-day trial today—no credit card required.
We are here to synchronize your data!
