Custom Operations System
Abby Sutherland
Verified
Custom Operations System
Project Overview
The client was managing multiple projects, priorities, and responsibilities without one central place to organize the work.
Important information was spread across different tools, documents, notes, and conversations. This made it difficult to maintain visibility, track progress, and consistently move priorities forward.
I designed and implemented a centralized operations system that brought the client’s work into one clear, connected workspace.
The Challenge
The client needed more than a basic project-management template. They needed a flexible system that could:
Support multiple projects simultaneously
Create visibility across priorities and deadlines
Capture ideas, decisions, and open loops
Organize ongoing information and research
Track opportunities and follow-ups
Make weekly planning more manageable
Adapt as the client’s work evolved
The challenge was creating enough structure to support the work without making the system feel complicated or restrictive.
My Role
I served as the operations partner and systems builder for the engagement.
My work included:
Assessing the client’s existing workflows
Identifying operational gaps and areas of friction
Designing the workspace architecture
Building and connecting databases
Organizing existing information
Creating custom trackers and workflows
Developing repeatable planning and review processes
Documenting how the system should be maintained
Refining the workspace based on how the client actually worked
The Solution
I built a custom operations system that gave the client one central place to manage their work.
The system included:
Central Operations Dashboard
A high-level home for current priorities, deadlines, active projects, and important information.
Project Workspaces
Dedicated spaces for managing individual projects while maintaining visibility across the client’s broader workload.
Action Management
A centralized system for capturing, organizing, prioritizing, and completing action items.
Information Management
A structured place to preserve research, resources, findings, notes, and supporting information.
Opportunity and Follow-Up Tracking
Custom trackers for managing opportunities, contacts, next actions, and follow-up activity.
Idea and Open-Loop Capture
A low-friction space for collecting ideas, reminders, questions, and unfinished thoughts.
Planning and Review Rhythms
Repeatable weekly processes for identifying priorities, reviewing progress, documenting updates, and determining next steps.
Workflow Documentation
Clear guidance explaining how to use and maintain the system after implementation.
The Outcome
The completed system gave the client:
One central home for managing their work
Greater visibility across active priorities
Clearer next actions and follow-ups
More organized information and documentation
A repeatable weekly operating rhythm
A system that could grow and evolve with their work
Instead of relying on memory or searching across disconnected tools, the client could see what required attention and move ideas into organized, trackable action.
Project Details
Duration: 60 days
Tools: Notion and Google Workspace
Services:
Business Operations
Operations Management
Systems Design
Workflow Development
Notion Workspace Design
Project Management
Process Documentation
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Posted Sep 6, 2026
I designed and built a centralized operations system to help a multi-project founder manage priorities, organize workstreams, and turn ideas into action.
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Timeline
Jul 6, 2026 - Ongoing
