From Chaos to Order: How to Double Your Team's Efficiency Using Notion

Этапы работы команды для достижения результатов

• Stage 1. Analysing Current Issues and Setting Goals
  • Identified pain points:
    • 18 Trello boards + 250+ Evernote pages → chaos and inefficiency
    • No project-to-project synchronisation
    • No visibility into team workload
    • Lengthy onboarding process (2.5 months)
  • Defined 6 key objectives:
    • Migrate all data into a single centralised database
    • Automate reporting
    • Implement transparent workload tracking
    • Accelerate employee onboarding
    • Create a personal client portal
    • Standardise core processes

• Stage 2. Selecting the Tool and Implementation Strategy
  • Why Notion?
    • Flexibility (databases, templates, integrations)
    • A single workspace for tasks, wiki, and reporting
    • Customisable to suit both GTD and Agile methodologies
  • Implementation Strategy:
    • Gradual migration (phased transition without abrupt abandonment of legacy tools)
    • Running Trello and Notion in parallel during the initial phase

• Stage 3. Building the Structure in Notion

  Step 1. Creating the Hierarchy

  • 3-level structure: Clients → Projects → Tasks (Epic/Task)
  • Templates for new projects (time-saving and consistent setup)

  Step 2. Developing GTD Dashboards for Team Members

  • Task filtering by:
    • Day/week
    • Priority/urgency
    • Overdue deadlines
    • Meeting calendar
  • Implementation of productivity principles:
    • Getting Things Done (clearing mental clutter and improving focus)
    • Inbox Zero (reducing distractions and maintaining a clear workflow)

  Step 3. Automating Reporting

  • Management dashboards featuring:
    • Time tracking across tasks
    • Workload forecasting
    • Automated departmental reports

  Step 4. Creating a Personal Client Portal

  • Secure client access to:
    • Progress reports
    • Payment schedules
    • Project documentation

• Stage 4. Team Training and Adaptation
  • Challenges:
    • Resistance to change
    • Double workload (managing tasks in both Trello and Notion)
    • Lack of understanding of GTD methodology
  • Solutions:
    • Internal workshops and hands-on training sessions
    • Ready-to-use templates and step-by-step guides
    • Gradual phasing out of legacy tools

• Stage 5. Launch and Optimisation
  • Full transition to Notion completed within 2 months
  • System refinements based on team feedback:
    • Simplified navigation
    • Added in-app guidance and tooltips
    • Configured custom permission levels and access rights