Project Manager For a SaaS Firm || Creating a Notion Hub OS
Brigitte Demba
Project Manager For a SaaS Firm || Creating a Notion Hub OS
Industry: B2B SaaS
Role: Project & Ops Manager
Duration: 16 weeks (from discovery to launch)
Tools I used: Notion, Slack, Airtable, Whimsical, Make, Zapier & Marker.io Automations
SOW
The client wanted to ship a Billing & Analytics module on time with fewer surprises and clearer exec visibility. I built a Notion-first delivery OS so everyone, from the CTO to the ICs, could see the plan, the risks, and what was due next without chasing updates.
This wasn’t just another board, It was a connected system with tidy views for each audience. Status reports write themselves, sprints start with one click, and risks are owned, not buried.
The Challenge
Deadlines slipped because work lived in different tools and DMs.
Execs lacked a single page that answered the crucial ‘are we on track’ question.
UAT always felt last-minute because QA notes were scattered.
What I built in Notion
Databases: Projects, Tasks, Sprints, OKRs, RAID, Meetings (all related).
Key properties:
Status, Health (RAG), Owner, Start/End, % Complete, Priority, Blocked, Depends On, Cycle Time, Velocity %.Views:
Executive Dashboard (RAG, % complete, open risks, dates).
Roadmap Timeline (phase view for leadership).
Sprint Board (grouped by Status, filtered to current sprint).
My Week (per-assignee, due-date sort, RAG icon).
RAID Log (grouped by Type; calendar for next reviews).
Templates & Buttons:
Plan Sprint button creates a two-week sprint + 5 ticket stubs and links everything automatically.
Weekly Status template auto-pulls rollups (velocity, blockers, decisions needed) so updates take minutes, not hours.
Light automations created Slack pings when a task flips to Blocked; Monday 9am auto-create a Weekly Status page and additional proprietary automations with Airtable, Whimsical, Zapier, Make and Marker.io.
Process
Week 1 to 2 || Discovery, charter, OKRs, DB scaffolds
Week 3 to 4 || Sprint cadence, core views, status template
Weeks 5 to 12 || Run sprints, tune fields/views, RAID ownership, decision logs
Weeks 13 to 16 || UAT checklists, launch rehearsal, go-live, stabilization, handover
Results
On-time delivery from 62% to 96% in 2 sprints
Cycle time −28%, rework −18%
100% weekly status adoption (pulled straight from Notion)
Zero Unassigned tasks by EOW after Button & template rollout
What the final dashboards showed
Exec dashboard (RAG + % complete + top risks)
Sprint board and velocity rollups
Weekly Status pages auto filled
RAID log with owners and next review dates
Plan Sprint button configuration
Why this matters to you
If you need predictable delivery and low-friction updates, this is just one of the many Notion OS’s I can build up for your team, fast. It scales from one squad to multiple streams without getting heavy.
Drop me a message and let’s start working together today!
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Posted Aug 30, 2025
On-time delivery from 62% to 96% in 2 sprints Cycle time -28%, rework -18% 100% weekly status adoption Zero Unassigned tasks by EOW after template rollout
