Streamlining Project Management with Notion

A fully remote Adtech company with a workforce of ~200 employees. Within this dynamic environment, the marketing & communications team, consisting of 10 members, handles the creation of both internal and external marketing projects.

As the Project Manager for a 10-person marketing & communications team, I led the successful implementation of Notion as the primary workspace and project management tool.

The objective was to craft an efficient project request system to enhance collaboration, streamline workflows, and ultimately boost the speed and efficiency of marketing project deliveries.

The marketing team faced several challenges: there was no structured workflow for handling project requests, lacking request templates left requesters unsure about what information to provide. Additionally, there was no effective means to track project progress or facilitate communication, nor was there a system for requestors to provide approval. The team also struggled to prioritize ongoing projects without a centralized system in place.

To address these challenges, I leveraged the foundation of an existing kanban framework previously established by the graphic design team. I introduced a refined kanban board, divided into sections representing the stages of project progression.

I created marketing project request templates tailored to various project types (e.g., blog posts, social media content, swag designs, etc.). These templates were structured to guide project requesters in providing essential information needed for the marketing team to produce each project. These templates also ensured I had the key information to effectively plan and prioritize projects across the board.

In addition to the project request system, I created a detailed guide for internal team members on utilizing the board to request marketing work. The guide included links, screenshots, and best practices for working with the marketing team, as well as a chart displaying estimated lead production times on all marketing project types.After establishing the system, I conducted training sessions to familiarize team members with Notion's features and functionalities, ensuring seamless adoption across the board.