How we use Notion to manage C&W
Spoiler alert: Notion has been the answer to a lot of our daily and management needs since 2019.
When you first start out, you have a bunch of clients and the team is made up of you and your co-founder - pretty straight forward to remember what needs to be done, when and who is in charge of it.
Then a few more people join, there are a few more clients, and it is amazing how it escalates to complete chaos. Some people are overworked, some have too little on. You quickly end up repeating yourself, finding onboarding time-consuming, monotonous and soon you find yourself frantically researching resource management softwares, time tracking, knowledge base solutions, and the list goes on.
We tried a few, and a few spreadsheet and Google Drive folders later we came across Notion.
The beauty of it that it didn't quite fit in any category - you can customise it and use it for one or multiple aspects of your every day project management or even management of the whole company.
So we thought to show you what's under the hood of our Notion and how we structured things.
Everything revolves around THE calendar, it's at the heart of every standup, it's our to do list, our weekly plan, the scheduled holidays, everything that has to do with the day to day management of the agency. Each task on the calendar has a project, who is working on it and how much time we estimated the task to take. The calendar is then filtered by person so each view shows the schedule of each individual team member.
This allows me to schedule work in advance, manage resources, and make sure we set and hit each deadline.
Notion is also where we add everything regarding the company - vision, goals, FAQs. The first thing I do when onboarding a new team member, is to leave them explore everything there is in Notion.
The second most important pages after the calendar are our client pages. These have an overview of the client and the various projects that have been developed. We find this extremely useful as anyone joining the project or curious about the client can quickly have an overview of who they are, what they do and how are we involved.
Each project page has the details of who is working on it, what has been scheduled in the calendar, the scope of work for the month and any useful links all in one place. Depending on the client we often share the project page with them so we can all be on the same page - literally. This makes the whole project management a lot more transparent and easier to keep everyone up to date, as if we were literally part of the same team.
Having all of the notes and the scope in user stories, it makes it a lot easier to create handoff notes, to do lists and testing lists. At the beginning of each project we scope out the requirements in form of user stories, these them become to do lists for the development phase and finally the testing phase. Add a few client friendly notes and it becomes a easy to read 'how to' guide or handoff notes.
We love using Notion for everything business related. I'm sure that the team is working hard to always improve and add more features, however, we also have a few ideas on how to make it an even more powerful tool.
It would be amazing if there was the option to add a Gantt Chart to make roadmaps even easier to edit.
We schedule all of our tasks in Notion, it would be even more powerful if we could track how much time we spend on each task or card.