Process

From the first email conversation, a roadmap was built to ensure that we have a shared understanding of what we’re looking to build as a solution. This includes the process timeline, the full list of pages and their requirements, and list of databases with required properties.

As access to their existing Notion workspace was provided with more concrete data, the roadmap was updated to reflect the information received and because is built as a Notion database, progress on individual pages and components were easily updated for every step of implementation prior to delivery.

All pages, data, and components were implemented directly onto the Masters Agency team’s Notion workspace. Once the first milestone of completed pages and databases were completed, they were reviewed by the Masters Agency team for feedback and to ensure all components were included.

Unfortunately, some feedback requests were limited to Notion’s existing features and this impacted how their clients were to gain access to reporting. Because of this, the suggestion provided was to prioritize internal reporting along with 3 different options on how we could incorporate clients on their own view of reporting. Each option included its own list of pros and cons, based on considerations of Notion’s features and risks of what the client could access.

By providing transparent examples of Notion’s features, we were easily able to move forward on building the Client Share page so that the Masters agency team can measure their viability across all projects, tasks, clients, and departments.

Outcome

The completed Notion system includes several related databases of clients, projects, tasks, and team members to allow for internal tracking of total time billed versus actual time spent on tasks across projects, departments for reporting.

Custom templates were created that integrates fully into the system, so as the Masters Agency team continues to bring on new clients or projects, they are able to include information for internal reporting.

To deliver the completed system, a Zoom call was scheduled with the full team to walkthrough how to use the systems in Notion. This call included walking through workflows such as how to add clients, projects, tasks, and team members, and how to track the time spent on tasks/projects and how to utilize filters to view time reporting.

After 2 weeks of utilizing the new system, the full Masters Agency team joined an additional support call that established best practices for using Notion collaboratively as a team, including project naming conventions and separating personal/shared content.

There was also clarification and alignment on how the team will continue to organize and link their client, project and task data for optimal workflow in Notion. This included discussing and resolving questions around tracking time spent that included a demonstration of how to filter and report on tasks and time spent, such as by month. This helped the team understand how to analyze their work retrospectively and showcase the value of regular time tracking for tasks.

All questions and concerns raised by team members were addressed comprehensively through demonstrations and valuable best practices around collaboration and organization in Notion were established to set the team up for ongoing success.

Impact

A positive, collaborative overall tone of the Masters Agency team on our final call together found the new Notion workspace effective for learning how to optimally structure and manage their client, project, and task data.

All questions from team members were comprehensively addressed through demonstration which helped establish best practices around organization and collaboration for the foundation of ongoing effective use of their new Notion system.