Notion centralization project

I was in charge of the centralization of workspaces, workflows and databases from AI's company Whale and Jaguar into the productivity platform Notion.

Whale and Jaguar is an AI consultant that works with Big Data to analyze social media trends. Their clients are usually politicians or media companies looking to improve their social media presence.

Because of the medium size of the company there were a lot of different processes being used to manage all their data, as well as their internal dynamics. As a consequence, different teams all around the company used multiple productivity tools and none shared an unified space with unified performance metrics.

I was asked to unify the company's task, sprint and project management system, integrating tasks from multiple departments and developing scalable tracking mechanisms. Also, I was asked to create multiple workspaces, team databases and pages organizing assets, spaces and workflows.

Phase 1: Core spaces

I developed an internal structure divided in sub groups such as teams, shared spaces, resources and education, as well as a company's home where anyone from any team could access key resources and data from the company, such as it's mission and vision or their employee manual. Inside each space there were more complex and specific sub spaces with different goals.

Phase 2: Team workspaces

The second step was to develop a consistent team workspace setup, which included a quick navigation menu, relations to other areas, sub groups workspaces, team databases, productivity management spaces and onboarding templates for each team.

The main goal for this setup was for each individual team to have useful everyday tools available inside of notion.

Phase 3: Notion workshops for the whole company

After creating the basic workspaces for every team, I then conducted basic Notion workshops where I covered everything from basic blocks like texts, images or lists, to more complex blocks like pages, linked pages and database views.

Phase 4: Subtask, tasks, project and sprint managers

Next, I developed a task tracking system where projects were formed by tasks and tasks were formed with subtasks, and depending on how many where completed then the tasks competition percentage would increase or decrease. Also, I created relations that compared tasks completed to deadlines to visualize "Urgency state" items. This database was a master database that then would be used as an instance in every team.

Phase 5: Metrics dashboards and other complex databases

Finally, I migrated databases from Asana and Excel into notion, creating new relations and views that ended up being relevant in future team dynamics, such as analyzing average engagement rates tables.