Project Management System for a Startup Team

Client Type: Startup Founder/Team

All project details/context, contacts, and priorities lived in the founder’s head or scattered across email threads and chats. Progress slowed whenever the founder was sick, busy, or pulled into other priorities, whether it was onboarding a new team member or kicking off client work. Without a central system, delegation was inconsistent and work often stalled.

I built a connected Projects + Tasks database in Notion that gave the team full visibility into deliverables, deadlines, context, and owners. A central dashboard brought everything together, with quick-add buttons for creating new projects or tasks without digging through databases. I also worked with the founder to map out their workload, identify what could be delegated, and create a clear framework so the team could keep moving without constant oversight.

Since this was about making the team self-sufficient and removing the founder as the single point of failure, I combined projects and tasks into one system, linking it to contacts, and creating role-based views, so each person could see exactly what mattered to them. Delegation guidance helped the founder assign work efficiently so the system ran smoothly, even when they weren’t available.

Connected Projects + Tasks database in Notion for tracking deliverables, deadlines, and owners

Contacts database for clients, vendors, and partners

Central dashboard with quick-add buttons for projects and tasks

Role-based views so each team member sees their own priorities

Delegation recommendations built into the workflow

The team can now start and manage projects directly in Notion without waiting for the founder. Tasks are assigned on time, priorities are clear, and progress continues smoothly regardless of the founder’s availability.