Full Operations Reset with Notion

The client reached out for “a few hours of admin support + Notion organization.” But once I reviewed how they worked, it was clear the real problem was deeper — there was no internal system at all.

No central place for client or contractor details.

No process for recurring work.

Everything lived in the client’s head.

Past VA support had failed because there was no structure to decide what could be delegated or how to pass it on.

While client-facing work looked fine from the outside, the behind-the-scenes workflow was scattered and hard to maintain.

I built a connected Notion workspace to act as the single source of truth for clients, contractors, tasks, and processes.

Linked the Client CRM, Task Tracker, SOP Library, and Resources so no information was stuck in its own corner.

Added a Delegation Board to help sort tasks into delegate, automate, or keep, with each delegatable task linked to its SOP.

Kept the setup simple with light automations, clear naming conventions, and pre-built templates so the client could easily maintain it.

Kept parts of their familiar workflow but arranged everything into a structure that would actually work long term.

Central Operations Dashboard - One-click access to Client CRM, Task Tracker, and key metrics

Client CRM - Centralized client records with linked projects, tasks, and documents

Task Tracker - Linked to CRM for contextual task management

SOP Library - Templates and guides for recurring work

People Directory - Combined contractor and client details in one place

Delegation Board - Visual tool to decide what to delegate, automate, or keep

Weekly Review Template - Simple, repeatable planning process

Naming Conventions & Templates - Ensured consistency across all databases

Light Automations - Auto-link tasks, update statuses, and surface next steps

Onboarding & Training - Loom videos and tips for finding information quickly

The client now works from one clear, connected system:

All client, task, and resource details are in one place.

Delegation is easy because every task has context and instructions.

Weekly reviews keep priorities clear and stop backlog build-up.

The system is simple to keep running without extra admin help.