If your meeting notes live in Google Docs, your runbooks in Notion, and your specs in Confluence, you've already lost. Keep everything together.
The average agency uses four different tools for documentation. Meeting notes in Google Docs. Technical specs in Confluence. Process runbooks in Notion. Quick notes in Apple Notes or a text file on someone's desktop. The result: nobody can find anything.
Notes that live with your projects
When notes are part of the same system as your projects, they have context. A "Weekly Standup — 10 Mar 2026" note lives alongside the project it relates to. A "Server Architecture Decision" note is visible when someone opens the hosting section. You don't need to remember which tool it's in because there's only one place.
Rich text that doesn't get in the way
A good note editor needs headings, lists, links, bold, italic, and code blocks. That's it. You don't need databases, kanban boards, or AI writing assistants in your note editor. You need to type and format text quickly.
The goal is low friction. If writing a note requires more ceremony than opening a text file, people will go back to text files. The editor should get out of the way and let you capture information before you forget it.