Solution Management with Notion

The project management at our creative business has officially switched to Notion, which is exciting news! We're ready to share our setup after testing it out on a few projects and receiving nothing but positive feedback from the team and clients.

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Prior to Notion, we were managing a large number of active spreadsheets, which made it difficult and time-consuming to retrieve information. Notion gives us the ability to centralise everything in an attractive and user-friendly manner.

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There are five key advantages to adopting Notion:

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• Communication: While we still use Slack for daily communication, Notion is wonderful for organising all the details in an effective and aesthetically pleasing manner. As a result, when someone takes a week off, it's simple to pick up where they left off. 
• Document templates - As with any agency, we frequently use document templates (such as kick off agendas, studio schedules, ongoing invoicing, etc.). Now that they are all set up in Notion, it is simple to copy them and assign them with just a single click to a particular project!
• Team spaces - Each team now has a specific location on Notion where they can put their "how to" manuals, onboarding procedures, and other materials they find especially valuable for their particular job. 
• Viewing data - Notion has made our checklist and process documents more easier to use because of how flexible it is with how you see your data. As an effective and eye-catching approach to track project progress, for instance, we've incorporated a progress bar.
• Contact lists - Now that everyone is in one database with a variety of views set up to distinguish between the categories of clients, there are no longer separate spreadsheets for each distinct type of client.

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Here’s how we make it work at Cold:

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Client portals

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For us, Notion has completely changed the way we enrol clients. Instead of the back and forth emails we used to endure, we now have a dedicated Notion portal for each individual client that contains breakdowns of the project processes, a place for clients to easily access all resources and meeting notes, and a place where they can see their view of any changes to the schedule and project plan.

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Task lists and deadlines

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We now employ relational databases in all areas of our Notion workspace, making everything automated and simple for the team to use. We especially enjoy a task board. The view is apparent regardless of the filter you use because each task is connected to a project, a client, a team member, etc. Additionally, it implies that each stage of the process is precisely mapped for internal usage as well as for the benefit of the clients in the form of a timeline to enable a transparent working environment. The timeline is currently manually updated because Notion does not yet support dependent timelines.

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Dashboards for projects

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We employ page templates in our dashboard to contain the essential data for each stage of each project, just like the client portals do.

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