looking to run your business in notion there are thousands of notion tutorials out there that show you everything from building a habit tracker to a second brain to even an AI image generator for cats but what about resources on how to set up a company workpace that's quite hard to find but you're in luck in this video I will break down the exact blueprint that you can use to build a scalable secure and efficient notion workspace for your company you start from a blank page and you will end up with the best inclass setup that's better than 90% of notion Works spaces out there ready let's go this is what we're going to build together you will have a main landing page so that everyone in your company can quickly find whatever they're looking for you'll have dedicated Pages for your different departments so that if someone comes to the marketing home they will AC you know what are the most relevant documents for me as an exter person but also for the internal team right quick access to their main dashboard that will show them the okar their projects tasks and docks everything that is specifically relevant for marketing you will also have a structured back end that will store all the data in your company right across wide range of different things and then when you go in deeper you will have also set up different projects and dashboards that will help you you know get the most important information for that specific project at one glass last but not least individual contributors will also have their own unique dashboard which is different from the you know team dashboards and all of the other things because it is tailored to only the things that they need to see as IND right I see my task my quick actions my links and so on so if that sounds good well then let's dive in first we need to define the basic structure of the workspace using team spaces ntion team spaces are basically containers inside your workspace that help you break everything down and structure it you can find them here on the side right on the team space section I currently have one or under settings and members if you look at uh Team spaces now the way you want to work them is make mainly to a guide people through the system right and help them quickly find the relevant information and B and that's even more important to manage access rights now when it comes to initially setting them up it can be quite you know overwhelming but I wouldn't make it too complicated I would simply replicate your organizational structure in not so if you have a very small team you know something below 10 people and you don't really have a formal separation in actually you know different kind of departments and everyone takes on every role then maybe you don't even need different team spaces you might as well just have one HQ team space if you have a larger team and you have actually you know different teams or departments then it's a good practice to create one team space for every department now in this case let's actually uh do just that so we will have our main one and I'm just going to click in here say team space settings and I'm going to quickly rename this one to you know just HQ and I'm going to uh add two more team spaces for two different teams so we want to have okay on the one hand we want our our um uh we want Ops right and here we will go with the gear icon and let's stick with the orange color for this workspace gear uh create that team space and then we will create our a second one for um our marketing department now when you set up these team space one thing that you'll see let's just get some you know maybe this one here for for the marketing uh Team one option that you have while setting these up is these permissions open means that anyone in your team can see and join them which is the default setting that you should choose when you create these team spaces that are you know just separating it into larger chunks but you can also create a closed team space that's very good for uh things that need to be walled off so for example if you say okay my HR department they have confidential information no one else is supposed to see uh saying that legal these sort of things and you can create a completely closed team space for them now if you're in the business plan right then you can even create private team space that are not visible to anyone else because close ones will still be visible everyone in the company they just come join them unless they invited but for this case let's just create two uh further open Team spaces and that's pretty much all that we need to do at this point right now we have a bit more of a structure here we can remove these default Pages uh in there um because we want to create our own ones but um that's pretty much everything that we need in terms of the team space setup next a boring but really necessary step that most people Miss if you want to run your business in Ocean it's really important that you stick to certain best PR practices and one of them is proper access management rights now this is not a very fun topic right it's quite boring to organize it but it's really crucial that you get it right from the beginning because otherwise things will turn into a mess later down the line the way this basically works right is whenever you invite someone to your workspace you want to make sure that they have access to the right pages to the right information and to the right team spaces and the biggest mistake that people make here is that they do it on an individual basis right so if I go to settings members I can of course see okay these are the people and I can now just add a member and then I can go ahead and say okay this member is an Ops so I click and also on you know these three dots here and say add members and I would invite that person here because the way team spaces work is that um you see under team space settings this one is my default team space HQ so every new member will automatically join HQ but for other team spaces they need to be added because those are not the default team spaces now that is very conversive and particular if you later down line you know have 50 60 100 people in your company and you try to do on individual basis it's a mess so what you need to do instead is at the very beginning and again you don't need to overthink this uh start setting up certain rules and you need to have at least at least two groups in your workspace at least uh an admin DP and a user right you can then further break it down and say and okay I also want to create individual groups per department so you could say okay I will create also in this case an Ops Team uh and I will create a marketing team and it's of a good idea if you say okay you want only certain people to be automatically added to a workspace then this makes a lot of sense in other situations you might say well even if you're not part of marketing you should still be part of the marketing team space just because we will have you know some documentation in there that people should be able to quickly access so that's kind of uh a decision that's up to you but you should at the very least you know have this user and the admin group and then what you can do is you can go in and say okay uh for all the team spaces I want to make sure that I add members and I will add um you know in this case let's say okay we add everyone to all uh spaces so I say okay all users should be part of Ops as a team space member and same for marketing um all users should be a member of marketing as a team space member now unfortunately you currently can't or if you're on on a lower team plan you can't add now you know the admins um as the um uh Team space owner because that is only available uh on the more advanced PL and not on the spasic pl so those will need to be add individually to the team spaces but we still want that separate group because we need them for some Al settings down the line all right so again right this doesn't take more than 2 minutes but just take the time set this quickly up and then let's actually proceed to the first cool step now onto the fun part when building a notion workspace it really helps to break things into two components front end and back end the back end is all about Notions databases you need databases to organize pretty much anything whether that's task a note or a lead in your CRM the front end is all about dashboards and building the workflows for the people that use the company workspace every day and here people tend to make two mistakes that really hurt them down the line the first one is too many databases and the second one is not properly utilizing dashboards but don't worry it's really not that complicated if you know how so first let's make sure that we have a solid foundation of databases so I'm going to go into a page in my HQ my basic team SP I'm going to call this back end so I have one location where all my databases are stored going to give this a quick uh server icon um so we can easily identify it and then this is the page in which I will create all my databases now in the beginning I will create them here as inline databases just so that we can quickly manage and connect them but later they will be all turned into pages and then be all stored here and storing all your major databases in one single location in a has a lot of advantages most importantly it means that you never need to go looking for information and your admins know exactly where to put things and yeah lots of tricker down uh effects from there so the type of databases that you will have in your company of course depends on what sort of information you have to interact but there are certain standard databases that will be present in most larger team spaces we need one database for uh our team or team members we need one for teams so the individual departments in our company we need one for maybe our Ops or like any other type of goals that we are um you know try to achieve then we need to have projects as larger components of our actions and tasks for the individual day-to-day items we need docks to store our knowledge and then we probably need a CRM of some sort of like some place to store either people or clients or maybe both that's the basic structure and of course you can you know expand this from here and create um some EXO databases for events if you have a marketing department you want to do content separately you could do that right uh easy to break it out and create more if you need but this is a very good starting point so that's exactly what we're going to create right now I quickly went ahead and created these databases all as inline databases on this page and to do so super simple right we just go somewhere we type SL database that pops up we give it a name and then typically delete the tag propertys you know that gets automatically loaded in just so we have a clear slate just yeah hit that quickly so that you don't have to watch me do that 10 times for other individual databases and now it's time to fill them with life and whenever you set up your databases you basically want to think okay what for this type of data right so for a team directory what is the type of information that I need to know about this what do I need to record about it and uh that's your first score as the properties and then you want to you know have a second round uh going through it and thinking okay is this information that I necessarily need to have as a property or is it enough if I just have it you know uh in there and we were going to do do this uh you know in in detail the slow way for maybe the team directory first and then for the other ones we can uh do it bit slower so let's think about what are what is information that you might want to have about your individual members you might want to know about them okay what is the role what team do they belong to you might need their email address you might want to have uh a picture of them and maybe if you're on an asynchronous team you want to have their you know meting link to quickly talk to them then if you further rainor you might say okay it would also be cool to have like you know like a quick uh bio of them you know their their interests or their passion about if you're trying to build a you know better team culture maybe like an interesting fact or something that so that would be my initial brainstorm for properties that we might need for individual you know people in the team if I now go through it and think about okay what which of these properties belongs you know which of these that information belongs actually as a property or which one can I just add as you know unstructed page content really thinking about okay do I need to see see this at a glance when I look at a database and do I need to be able to filter by it rooll probably right want to quickly scan and want to see okay this an individual contributor or a manager Same by team right I want to have different views where I see only teams in different yeah people in different team same for email need to be quick able to quickly access that the picture we can use to display it and the meeting link we can also then just you know click quickly to go out there but when it comes to bio interests and interesting facts those are things that uh I really don't need to see on this main level so for that we can just uh refer you know to the extra Page Body and later create a template for people to create it so that's again right a quick process to figure out how to I set up my database and then it's as easy as going through here and doing exactly that so let's add something for the role and here we're going to create a select field uh which is you know either or so we can say okay let's just add two options for now let's add you know um manager and let's add um individual uh contributor but of course you can just like add a different rol in your team in here then we need a team option and here we have our first connection coming up because we see we have teams already as a separate database and whenever that is the case right whenever you have some information or on one database that is a data type somewhere else you want to make sure that you don't create a a select right you don't want to have a select here with the team but instead you want to have a relation two teams to allow you to pick that and then later down the line we can use the information to build automatic team dashboard really cool so we're going to say okay please relate this to uh the teams database show it on both sides you know and uh here we have uh we call this the the people and then we uh add that relation now one thing that is less of a uh you know utility thing but really helps down when your team space and your database get larger is to also during the setup step think about the icons that you want to use because by default right it gives you this arrow for relation and what I would recommend instead is to replace that with the default one for that right so a person would probably have an individual um person property right so I look for the person oops and I will uh pick that here and the teams would probably be several people so again right looking for people and here will you know give it maybe the the three users just to make it visually a bit clearer perfect we have that then we will get quickly the email for that we can just have the standard email property and we need an image which will be a file and media we can upload we can just call this you know a profile pict oops no I don't want to delete this and then um the meeting link which is another which is a UR property which we call meeting let's continue with teams and for now we actually only need the second property on here uh to indicate the lead right we can already indicate who works here but we might also have one a separate property tells us who is actually heading this department so I create a new relation to the team directory and this one uh will also show both end and it will say on here you know it will delete and on the other one it will says you know um add and if I add this ration we see now we have the same thing just quickly you know we'll add a briefcase here to indicate that's the boss and here um again you know this indicates belongs to teams and now what we could say let's say I work with Rachel uh and Ross uh in this company and our teams remember Ops on and marketing so operations and marketing and I can now say in marketing you know um Rachel uh and me work and Ross and the lead here is actually Rachel perfect quick and easy moving on to okas on okas we first want a status to indicate where is this right so let's look for the status property add it and say okay uh here we have like not started that's perfect uh but instead of in progress I want uh un track and that's supposed to be green and I want um you know up track and that will be red to indicate um whenever we work on them you know how's the current status and then we have um done and that will be um blue but also maybe uh a second one you know um you know canel indicate you know this one do not H go through the way we thought it would and that would be big perfect so those are our different status levels for them and then we want also a way to indicate when they happen now there could you could actually create you know a separate database now for all the qu in your company all the months or whatever you know time Horizon you have for planning and then link them to the alt but for this purpose we keep it a bit simpler and say okay we just do this a time and we say okay this will just be the the quarter so let's say okay we have here um q1 2024 and we have Q2 2024 and let's just create Q3 2024 and I can just say for each okay well this is my option you know for Q2 so one could be here to you know let's say uh increase need flow for notion or Consulting by uh 20% and that will be my OA now for the next quarter now one additional thing that I probably want here and the OA has the ability to tie to specific teams and we do that very easily right through a relation so I set up a relation say okay this belongs to uh teams and here I want to have it on both sides I want my and I want my teams add relation and again remember we want to set up quickly our uh things so here if it points back to teams we always use thisy uh and if it points to OK for let's take the Target that seems quite appropriate and now again what you see how this is much much clearer visually than if you have all these arrows going on all the time so this o here is for the um marketing part let's remove this uh and then I think that should be pretty good for the okas let's check what my quick notes up here what I wanted to set up there yes Oka setus time and team perfect so that's it let's move on to projects projects first and foremost also need a status property so let's add the default status and here I will leave it at those now if your company has um very very recurring projects that always happen in the same way then you probably want to have your different stages in there let's say for example you're a VC company and instead of you know generic projects your main type of project is a deal and a deal always moves through the same seven stages right you have initially this like the prospecting phase then you have like the further research you have then you know like um a prein round you you then and do like a due diligence and so on and so on then you could create um probably a separate dedicated database for this type of project and then set up your statuses accordingly but for generic products in your company just having this here is probably good enough you might want to throw in an in review status but uh otherwise we are good to go then we need a date property to indicate the duration of this project so here we say duration and uh we um add it like this and now we can could go in and say okay you know let's add a project let's uh say here okay um set up new umah blah um work with me pitch and that's a larger project and this one will go from you know we have add an end time so we say okay it goes from May May 19th until the 31st that's how when we want to be done with now from should have a responsible person so oops great let's add a person and call this responsible and here I can now add me as one of the people now you might be wondering at this point okay um why do you add personal property and not just a relation to your team directory well that's because unfortunately or like unfortunately currently notion uh doesn't give us the option to uh automatically you know um filter for entries here uh whereas like uh when we add a person property we can add one of the more use one of the most powerful fitters in na that is the Mi fitter so you see I can say responsible contains me and this is now Dynamic that means if someone else logs in they will see all the tasks or projects assigned to them and it will make it a lot easier for us later down the line to build dashboards automatically so um wherever we assign these things we should have the responsible person and then for whatever reason we also need it to be related to team directory then we need to actually use third party automation Su that in that case what we would do is we would add here uh actually as person property as well and call this you know no account then we can assign the uh no account over there and uh can then use an automation to say okay whenever um this person is tagged like that create automatically a relation between these two entries that's a bit too in depth for this tutorial but if you're interested in that let me know Below in the comments and I'll set it up it's particularly useful if you want like more in-depth analytics uh for the team you know see who works on how many tasks and so on but for now let's continue with this so okay we have our duration our sponsor person we probably want to see what team that project belongs to right uh so let's create um a ration we have two options here actually um we can oh no let's let's do the this one yeah let's say the relation and we relate this to uh team and then say here okay this is the team that this project belongs to and these are the projects of the team so again we will say for our team we have the uh people Icon and for projects what icon are we going to use maybe we want to use the uh the globe to indicate what we're trying to achieve there perfect so now we can also say this is part of the um marketing team and pretty much uh done I think what else did we have here the team I docs and client and customer so uh projects we haven't looked at docs yet but uh when we have knowledge we probably have them at some point Sops right relevant brainstorms lot of notes and we want to be able to quickly reference them on our projects so again we create a relation to our docs database for later and say okay please show me docs and please show me project uh down here and for Lo we will have the PayPal icon later down the line and uh that's that and then last but least we had the the client so our connection to the serum now this depends of course on T business if you have if you're service based business or like an agency or consultancy uh like my business then you have mainly clients uh and you want to link probably your projects to specific ones if you have something else right uh you might have a different name for this but let's just quick it up as well so our relation true the um CRM database show on both ends have this and then for here uh let's take another P property in this case let's saying actually this should be the the two people or maybe it's the the profile actually let's take the oops I like the ID here better Perfect all right so that's our basic setup for projects now let's continue to uh tasks and go through the same Ms now if all of this feels a little bit overwhelming or you need more help because you just don't have to the time while running a company to set this up don't worry I'm here to help one you can just download the free complete template for this whole setup Down Below in the description and two my team and I it's literally our whole job to help companies and startups across the whole world to build better systems and save a ton of time using no so if you want to work with me and the team then just you know go to the website and then under the work with me section you can send me an inquiry alternatively you can also you know reach me through email LinkedIn Twitter Wherever You Are just send me a message and we can see how I could best support you going forward on tasks we also first and foremost need to indicate are they done are they not done we could of course also here use a status property to indicate that a bit in more detail or we could use a simple checkbox now most of the time I would recommend going with status even if you uh say okay my tasks are always either done or not done I don't need this in progress because they're not like big entities but what you can always do you can always say Okay show this as checkbox uh and then you still have the options if you later need them because you know want to increase the complexity of your build but and that way yeah you're just a bit more you know Forward Thinking one thing that we can do is we can actually replace this with um a check mark and then make this super super narrow uh and if we wanted to we could move it later to the front in certain views um but for now let's leave it here perfect so we have our checkbox to indicate where that's done we need uh a date that indicates the uh new date we probably or definitely need a responsible person right so um again uh person property and call this responsible and we want to be able to connect our tasks to projects so and let's create a relation let's relate this to projects so on the project uh this has always only one sure it's correct and for projects when we picked the globe and for our tasks up here we said we will pick later the checkbox perfect now what we can say is okay for set up what do I need to do to work with me page you know um write copy uh uh get a new head shot done and maybe third um task is like set up tally uh form perfect all of these three belong to project I'll just Mark all of them and I say project belongs to set up um work with me page now one cool thing that I can do is I could of course like know manually say okay please link these tasks also to a team but I don't have to because tasks will probably always be related to a project even if it's like a catchall project right you can just create Pat all projects for tasks that don't have a dedicated one and what we can then do is just pull in the uh uh the um Team based off the project it's assigned to and we can do that through rollup so let's create a rollup and call this uh team and let's just give it the correct icon right so that we're consistent uh throughout the workspace and say okay please look at the project relation and please pull in the team and now we see okay amazing this is pulled in for the correct team and we could do the same now for the client right if you want to for whatever reason later be able to filter task asks per client we could go in and say um oops another rollup uh let's call this the client um get the uh ID icon and again say project and please show me here the um CRM entry and the original We of course don't have a person Center but let's say uh this is like you know okay this an internal project but let's say I'm actually doing this for Steve Jobs uh he really needs a new work with me page and now I see okay all of this belongs to the client Steve Jobs and you see already the magic right we don't have any front end build here right this is not the way that we want to later interact with the data but it's really cool to see how everything starts to be connected and tie together just for last thing of course also for task we need docs and here I will create a unique relation to docs because I want to probably assign different docs uh to the task not necessarily always just show the ones that are on the project level and say okay please uh add that relation and again right uh just take the paper here now just like quick side note right with these rups um that of course means that you always show the same thing here as on the product level there might be situation for other information right where you need to do that manually for example um let's say you have a location based business and you have um certain tasks and then you have projects but they have might have you know like tasks might relate to different locations not always the the same as the project in that case you need to then create a relation to locations instead of this roller and then manually assign it but whenever you can get away with saying okay tasks will always have the same team to the same client as the project you belong to rops just save you the click and make it a lot more scalable we're making great process here so let's see for dos first up we're going to make sure that our icons are correct so let's take the globe for projects and for tasks let's take the check mark and then let's make uh sure that we have also here status that's something that's often uh overlooked blocks probably are not always automatically finished right so you also want to make sure that you have this mini project management built into your Wiki system into your company Wiki to be able to say okay this is you know currently drafting we want actually to rename that so like instead of in progress we're going to say you know Drafting and we're going to add here certainly um like an in review property to make sure that if you have certain documents in know that need to be reviewed before they are uh done and then we have uh done now another thing that we need on them is we need to have um a valid until property so let's add aate property and let's just call this valid until and that way whenever someone creates a property or document they can you know say okay this is you know I said like this will be valid until you know June uh July 31st then someone else should have a look at it and that way you can quickly just guess like when someone looks at it see whether they should check in with a responsible person or not you can of course make this a lot more fancy but I have a different company Wiki uh setup where you can do it all automated through task and uh so sorry through formulas and inputs but here this is a a good um um solution for to begin with we have cost we also again cing property we have the responsible person and then we probably want to link our docs to teams that way we can later create team specific Pages for the docks again set up relation relate this to our team show on both sides uh add the corresponding icons for teams multiple people and then on teams uh towards the top uh here where are we there we are docs they need the paper perfect anything else I wanted to create on docs status respons little taxs and teams a taxs let's add on talk uh on docs two things actually first a Select Property to indicate the type so right you might have um a brainstorm you might have post notes you might have documentation uh Sops reports and so on right like whatever type of documents you work with create them here right notes in case you don't have a separate data Ras botom and that way you can then quickly indicate what this is about and I would really recommend to have at you know not a lot of different doc database there is an argument we made to have meetings outside but for most other documents I would really recommend to have them all in one place and then just use these tags to indicate what they are about because that way it's much much easier to later down the line find the knowledge and create this like you know single source of Truth for a company let's just say let's create actually some docs uh so let's say Okay um how to upload uh social like a uh lit and post um how to um produce uh YouTube um oops video up here and last but not least um brainstorm content content Q one and then we can just you know go in there and say okay both of these are SS uh if we wanted to we could make the TXS more fun by saying going in there and saying okay let's add a gear right okay this has nothing to do with notion for business in particular but helps sometimes you know to make V things just visually more interesting and the brainstorm is of course U brainstorm document we can then add it to certain project so let's say um the uh you know for whatever reason the brain content that was really relevant for my new work uh with me page um and the person responsible for this as me and all of them belong to the marketing team so again let's just go all of them uh say Okay um here let's edit the um teams property and all link them to marketing perfect that leaves us with only one last database the CRM and here we can again just add some very simple properties let's say also here we need a status right for um the people so this will be here in this case like to-do in progress complete is not perfect but we can just ignore this so this will be you know like a lead this will be um in negotiations um and this will be then here we have e one or we have um lost for a very very simple uh CRM uh set and of course we also need a responsible person uh on each of them person aren't responsible uh and yeah then I think we're good to go for now projects of course need to be around with the correct acting and there we have it we're not fully done yet though with our backend steps we have our all our databases set up with like the core data and we've added some sample data so we can quickly see how it would actually look like but one thing that we want to do before start building the front end is to set up the main views on every database as you know in or right you can look at things in different ways so for example for the teams right we have this table but maybe somewhere else we just want it as a quick navigation thing so one thing we could do is we could create a gallery now the reason that we want to create these main views here on the main database is that they will be reusable so let's say for example um I have this team database and I want you know this just this quick way of using this as navigation so I'm going to say New View I'm going to pick the gallery and I just call this you know um uh Team snap uh I will actually change the icon to the tears uh thing and I don't want to see the database title I don't want to see page content I just want this very minimal I don't even want to see any other properties and I click on done and now later if I go somewhere else Let's Pretend This is a different page right I can actually create a different page uh test I can now say okay uh create link P database and I can pick teams and I can say give me the team nap right this is now available to be pulled in here and that just saves me a lot of time later down the line you know building out these views here here once on the main databases cuz if I need to use this nav view you know on 10 different locations I don't have to set it up 10 times so let's quickly do it so for um teams that's pretty much the one that I want right I want to have the team na now on okas um I want to again like have it probably as a table but I definitely want to have um one view again where I have this like you know gallery view so let's just call this uh gallery and for okr um our uh icon was the target um and then here again right we want to don't see the tit title want to have this Gallery uh no page content just um this and actually on this one I when I have this I always want to see the status quickly to make you know sure I to be able to check where it is now again how deep you go with these views really depends on on what you need right let's say if I have a ton of companies like a ton of teams one thing I might want to do is actually create a separate view that is you know broken down per team so then I would say duplicate and call this you know by team and on here I would set up now a group and say please group this by teams so I want to see okay exactly which team has which uh o here so if I have a let's just set up a second okay here for Ops um you know um let's say and document um our core value and L and this is again another Q2 project and it is in um in operations and now I see if I look on my by team I have one for operations and one for marketing actually this this should always um be hidden perfect again but you can take it a few steps further and then break it uh down even more you can already preset certain filters so uh here well in particular foras it probably makes sense to have this option to quickly filter for a specific quarter so I'm going to say h give me know this quarter filter quickly accessible here so I can just flip between different quarters if I need to on the later um dashboards so let's go through the other database and set up just some of the most essential views that you want to use over and over again for projects you definitely want to have a Conan I'm going to create this Conan View and here we will take a b again we don't want to show the database typle uh card preview none is correct now one thing that I didn't don't like very much that nor changed it that way is now when you create you know a kbon board by default it has it's hiding all empty groups and for a command board that's not good because on a Comm board I want to drag things between colors right even if there's nothing in there so you need to go into Group by sets and then say here Hide empty groups no but what I want to do is color them just again create some visual interest perfect so now we have our simple com board there now I can choose the properties that I want to see on them whoops let's just click on them uh and let's say okay in the properties what I want to see on this view is for sure the um the uh responsible person the duration and then I'm just realizing I forgot to create one property I want to have a progress indication so on projects I want to see okay how many of my projects and my tasks are done so let's just go in here and create a quick uh f the reason I do this with the formula another the rollup is because we have a bit more flexibility over how we show it so let's call this progress and let's say okay this give me this neat little progress indicator and the formula will be to say okay go into tasks and don't worry if you've never written formulas for or confused can of course find all these formulas in the blog post or in the free template that's link below so tasks do um the uh F we want to figure out how many of our tasks are done so we say current um status uh is um done that and from of that I want the link now I can just quickly check that this uh works by saying okay you know if one of them is checked uh does it work no nothing happens here so let's see what did we do wrong I we forgot uh this here and I spelled length wrong so let's spell this oops correctly length and then let's click on then and now we see okay zero if I check one off it should be one perfect now there's of course not progress yet so we need to actually divide this um by the uh tasks dot uh task. length right so by by all tasks uh and if I do that and now get the uh you know sentence I can then actually go in quickly and say okay please add this property show as a bar and the number format will be percent that's great but now you see also the problem that happens with a rollup if you do it you have this like very you long number doesn't Auto round so we can uh though uh do that for so we will just wrap the whole thing um with some brackets and they say Okay multiply by 100 then uh round it and then divide it and that way U by 100 and that way we get our needle 33% if you want more numbers there we can just add zeros and then we have a perfect nice clean progress bar now we can go to our C and just turn on this property to show it here together with the other information on progress please show it here perfect let's add some more views because on projects we also probably want to have this quick naap option so let's say Gallery uh projects n and let's say again here card priew none uh card size is correct don't show database title just want to see that but I want to filter it I only want to see um the current projects that I'm working on so Advance filter and say where the um status of the project is in progress and that way whenever I load this right I only have these ones and none of the others so let's actually set this one project that we have here to in progress and then will pop up here um again quick thing that I forgot to mention on the conb I also want to set up a filter because I want to make sure that like this done column doesn't fill up right otherwise if you don't set up a filter at some point you will have hundreds of projects finished hopefully so for that we actually need one more property that I didn't add in the beginning and it's the last edited time property now to be honest you probably actually want to have a last a property on pretty much all databases because it's super useful to sort by most recently used um in this case it also helps us to build a filter where we can say okay please here um make sure that you don't show things that are um done so is not um complete or let's turn this into a group um where the you know last editor time is um um on or after one month ago and that means or like one week ago depending on what you that means I can now drag this into none it will still show so I always see my most recent projects that are finished but after a month of not you know modifying anything to this project it will disappear so it automatically you know cleans this backlog and doesn't clutter it up really really useful filter for Canan use all right perfect now uh just one uh or two more things um we probably want to have a view for my projects so I will actually take this conal view um and duplicate it and say call this my conver not sure why I'm not currently select this whole thing ah okay then goes away perfect and Myan let's actually um you know use the um the the for emoji I think we have like what if I recall correctly no columns P there's like a you know pillar column yeah this perfect uh these pillars and here set a filter where we say okay only show me the um you know on top of this only show me things where um the responsible contains me you see there Comes This me filter in because this can now be used for pretty much everyone's individual dashboard later on the line and make sure that it only shows the person the project that they individually are responsible we could do a lot more views here but let's move on but you get the gist right the views that you already know that you need to use later in your build over and over again set them up here and if you forget some actually come back and add them there instead of like you know creating a separate uh link view perfect so for tasks uh what we definitely want to do is um we want to have like a you know um open tasks so let's just take this check mark and it's called as you know open and uh database title is not shown perfect let on done now one thing we could of course now set create an open and my open right so far like the general team and only my open but here for tasks most of the time they will be on individual level let's actually already set up this rule we say okay where responsible contains um me now that of course requires people to always put in uh that they are responsible and sometimes in a larger team environment that won't work because you know people sometimes are lazy they don't put everything out and then they wonder why things don't show up in the correct views so it's best practice you know if you set up these workspaces to account for as many of these edge cases and make sure that for users right it feels just very very smooth through that so what we actually want to do we want to go into task and create a new property we want to create this created by property again and just a backend system property gets filled out automatically but who created it and we want to hide this in the view we don't ever need to see it but here we can now say in our filter okay please um let's turn this into the group and say show me all task where I'm responsible other ones where no one is responsible I created it so where you know responsible uh is empty and the created by contains me and now you see we have exactly that situation right uh all of these tasks I forgot to set a responsible person but they still show up now here in the system and it's you know fully Dynamic uh whoever opens this will see the task that they Creed and didn't assign to anyone so that way you don't have this issue now of course we said open so we need to also like add another filter and say and of course where you know status um is um actually not their status is not um complete perfect and then we get this app like experience so we can just take take something off and the cas and you see actually the progress here just jumped let's just duplicat this and also have our you know uh gun uh tasks so uh because often times if if we hide them automatically right we want to have a way to see the on that were recently finished so you will say Okay status uh actually um is done perfect now just two last things um on the let's also create this like last edited property on here right so we can like s by it because now what we can do in on the open view we probably want to sort by um the due date um ascending so we have our earliest task task that need to be done next at the very top but for done we want to Sol it differently for done we want to make sure that we have after the last at time descending that means the things that we finished last will be at the very top and minor things where you can always adjust these views to how you work that's the beauty of ntional but these are some very typical settings that people like to have on their task manager ah before we move on let's actually make sure that we format these nicely and only show properties that we need so let's actually get you know this check mark to the front then we get this like nice effect of having a checkbox at a very fting then this is fine this is fine project we want to see um the team we actually probably don't need to see when when you know if we assume this is like the individuals person list client we might also want to see dogs who can leave but we definitely can hide these two properties and now you know the whole thing uh is a lot cleaner to look at and also fits on a smaller screen and then we would do the same Buton so this is how you would adjust them you can of course like create a minimal open task you only very few properties and an expanded one but that I leave up to you and how you want to set up your system so let's just quickly go on on docs and on docs we probably just want to have uh two things we want have one thing for you know my docs and here I will just set up a filter where we say again right we have a responsible property so we need to have the same followback so we cre have this created Created time property but the um created by property tight in the view and let's set up our filter on my docs where we say Okay um let's make sure that uh you know either responsible um contains never pick your name right so that automatically gets adjusted to where it's locked in and um oops another group where we say um the um responsible is empty but um created by contains perfect and now we have this thing for where everyone can see the unlocks let's just add like a quick um you icon here the page and uh here um what we probably want to sort by is um again last edit date edit that way we can say okay please show me the documents you know I used last uh at the very top and descend it perfect we could of course then also you know create a canand to track the status of our um documents but let's leave it at that because this video is already getting long last step when we are happy with you know how we set everything up uh in uh General we can just now turn all of them into a page so by doing so we just click this then we go here and set the correct icon right for our individual people that was person icon and then I'll go quickly through all of them that way we have now this much being look right we can just say okay these are my um databases um make it bold and quickly underline it with um divider much much neater way to organize your back end and then you can of course like still go in the right and edit things but it makes it not just for the initial setup easier to have it all on one page now it's time to build our main dashboard to do so let's go to HQ click on plus let's put this up here and let's call this home then we can add icon and then we can start building this page now in terms of your home page and the main landing page of your company the way you want to structure it really depends uh on what the main purpose is supposed to be and generally speaking you have like one or two purposes for this page first purely navigational right just like one place where people can quickly go to all the other uh spaces in the notion work space where actual work happens or second purpose you can already introduce some workflow and you know dashboard elements on here now I would be careful with doing too much of the second run where it's very tempting to throw on all the information you could possibly have on here usually it's much better to have like a clean and simple page so that you know people that open this up and navigate to Home can actually use it to quickly go everywhere and you can always you know um pin your um actual workflow Pages the dashboards and to the sidebars favorites so you can still quickly access them so let's for this one focus more on this purpose of navigation the front up top let's just create a call out and let's say you know okay we have here um the uh like Quick Info box right um welcome to uh the notion P or you know company whatever uh it is that you have here make this format a bit nicer and say okay the our text color will be orange keep can okay with everything else and then we uh create below this like uh columns or quick actions now on the one hand we can say okay let's uh do the um maybe the let's say we have here um main uh pages and over here we have um know main datab bases and then let's just add some dividers here uh and then we can start linking things now we don't have main Pages yet we'll have them in a moment but we have already main databases so we can start now using linking to them by using the command so if I press add I see I can now look for things and I can say okay let's show me here you know my um different things and let's link here to no the team directory let's link here to teams uh let's link to pretty much all the database is right that we created previously okas um our projects our um tasks our what else we have the docs and then last but not least the um s and that way right people can just very quickly from here jump to the corresponding database that I looking for we will later of course add here the main Pages for the workflow elements to do that as well but for now let's actually just uh keep going and say here and down below Let's uh you know say okay here our you know um here um here the buy again and here create now a link view of database and here we will pull in our um the team database that we have and remember earlier we created this like team n so I can now just stick on it it pulls it in and I have it team now one uh tip from my also 99 notion tips video is if you want to have very clean looks here for these what you can actually do is you can go and rame you can just add a space in here and that way you then don't have anything other than the icon and that can be really nice if you use already a heading that you know tells every everything that you need to know about Sentry then you don't need to double that information there again all right so we have that and then uh last but least let's add something here below you know like uh create help question mark and particular in the beginning when you roll out notion team space uh or like a notion workspace to uh a new team that is not used working with that you probably need to uh give them some resources uh how far they can get some help so let's just you know go for the question mark here um and say okay uh need uh so here's how you can support uh let's take us make it bold and then below that we can just pull a line in here that allows us to expand this call out and now we can just like list out the contact details of the person they should contact so maybe we have a specific person on so let's actually create a column and then can feel like an you know image uh placeholder and on here um you know um material uh is your go to matus is our n champion champion if you have any questions we don't hasitate hasitate to contact exclamation mark now you can of course do two things instead of like writing Matas what you could also do is link to Matas right because we created him as a person in Te directory M but makes it even easier for them to then access more information about the person and then we could of course have talk here you know email something like that to make that easier perfect again very very rough draft about this homepage but it's a good starting point with that done we can focus on building our team dashboards for that we can navigate to any view of our teams so we can either go know here to teams or we can do it here click on the drop down and now set up a new template and we will call this you know you te we will give it an i our team icon as a default and then teams can pick their own one and then we will set this up now first things first we want to hide all these properties up here to make uh the page you know start immediately with uh the actual um page col so always hide always hide uh always hide for uh all of them next up we want to make sure that we have the full page withth right to work with for these dashboard so let's to on full with now here we can start adding our things now in order to like help people navigate we probably want to add at the very top also like a column with a with a call out right uh that has you know some information about the team let's move myself all the way here quickly well um welcome to the BH here and you know can add some other information there and then we load it we can start building the actual dashboard part now dashboards are notion typically means that you pull in information from various places into one VI to help people get their work done quicker and the Very the most simple way to build these Dash blots and one I want to show you here is to just take all the data that is related to an information so in this case to a team and displayed here and typically because that's can be quite a lot of information uh it's a good practice to hide these things be behind toggle so people can you know select what exactly they want to see so let's do this let's create our first H1 toggle heading and let's see what are the things that we have connected to teams let's quickly open this up the first thing well we have our OS so um actually the op let's have them outside of the toal heading so that we always have the those front and center uh even you know when it's not there so yeah let's just say f b VI of database and let's go here on for the okas let's pull it in and let's say okay how do we want to view them we probably want to have them as this Galler r view right at the very top and then we want to you know again have this clean look and set a filter to say Okay add ADV B filter show me only the or here where the um t contains new team and that now means that um it will a for now everything will disappear but later when we create this and apply this for different teams it will automatically filter to only apply uh you know only show um the OAS for that specific team so let's actually add here heading as well uh call this AAS uh and say you know our goals uh goals for this quarter and since we actually know our goals for this quarter let's this gray you know just for some visual Clarity um we need to you know add something to our filter we don't have currently this quad filter so let's add that filter here to you know have it easily accessible now you might be wondering you know when do you actually use filters here for like these Advanced filters and when just like these ones I would say in general always add filters Advanced filters UI is just much better and it's much easier to create complex conditions in particular if you want to com combine and and or filters but um these uh simple filters are great for giving people access to control them right so in this case quarters we might want to just like manually then change them from one to the other so by having it here as a drop down it's a bit more accessible than having to go in there perfect so next up uh after all chaos let's list out our projects and here we I don't have access to the same icons but we can just use emojis to make it a bit clearer and say okay we have like projects uh and let's actually create the other tar as well so we have projects we will have um tasks and we will have um um docs right so page or actually know maybe writing as the uh here and docks anything else uh docs um people okay ask no that's good for so let's keep it like this and then we can go inside and create our link database VI so here we pick now projects and we can pick our conand that we set up before and you see this is now much quicker because we have already set it up uh and all we need to do is like uh add to the filter another rule where we say okay and the uh Team contains again right the new team so automatically is updated whenever we look at it then for tasks you do the same create L VI of database let's look at tasks let's give me um open and here um we do two things first when we have this um wrong filter in for the team we want to see all tasks you not just like all team tasks but not just from them but we can because we've created as a group just quickly remove it and still quicker than you know setting up from scratch so you can just say okay uh add to that one where the team um is um any contains the um B the new team perfect and then can just click out there and say save for everyone and then we can uh duplicate this and say okay um actually let's give me my you know th tasks and uh change the icon to oops moving the side this and make sure that filter is just flipped so that the status um is done on this one perfect so much for task and then last but least for docs again create link view of database let's create it for um our docs uh let's give me um the table view actually of docs and here we uh set up our filter and say also here right where the um Team contains um the new team now I will only see the docs specifically for this team here need to hide this because I haven't set up the the views probably before but uh yeah you get the gist and now we get this dashboard and we can quickly uh see all the related elements now one other thing that we can often or like it's often nice to do on these dashboards is to give people some quick actions in the form of buttons for example so what we can say is okay know have have a button here and let's uh let people add quickly a new um project so let's say okay uh new project and we can say when this button is clicked please do this let's add a page to our project database let's make sure that um you know we have automatically assigned to this team so that this link is already set and then we want to have one more step where we say after you do this please open the you know page you just addended in side Peak so that we can set up all the other information that you want to set up about it perfect and then we could do the same for you know uh docks you know you project new um docks new dock where with uh page and then here we just flip this from add a page to docs and here as well right we want to make sure that teams is connected to uh this page perfect now one thing that we with our current setup can do here is like uh add new task button because remember tasks are not directly linked to um teams so they're linked to projects which then have teams so we will create like a new task button on the project level but if you um would want to have a button here right it could not automatically link it properly so that's why I would leave it out here but again this comes down to like how you want to bu this and now let's let me just show you how this looks now in practice right so if I go out and say marketing um please apply this template and then see okay it automatically has loaded in this icon and has load into OK I see my okr for marketing right it pops up here automatically and if I open up tutorials I see my project for um for marketing I see my tasks for marketing and if I have any docks I see them here as well and that's how quickly it is to Now set up new teams right if you add three more teams you just have this template ready to go uh and it's super easy to do so just saves you a lot of time now one thing that you want to do is you want to actually make sure that this template gets applied automatically for new teams so click on the stor make sure you set this template as default for all on teams that means if you know now create also you know a saes team it will have automatically everything loaded in and you don't even need to click on this but pretty smooth right now the way to how people then can navigate to this is of course very simple to the page right if I now just click on marketing I go directly here to marketing and actually I just realize one thing that we need to set up as well so that it doesn't you know open like this we need to make sure that we say here okay please when you ever under the uh layout options uh open pages in uh full page so I should actually go back right to the original instance and let's do that right now to make sure that in the future when I have a na view somewhere I don't need to do it manually so let's go to teams and let's say okay please here uh for this this nav view whenever I open anything here let's make sure that this opens in um full page perfect uh so that's one way right to navigate there but of course we also want on the individual teams spases to have the front and center so in order to do that we would probably just set up like the own homepages for these teams I'm just going to duplicate this now to save time let just take a home move it to Ops you know um uh let's call this Ox uh homeone and then like create another one here and duplicate it for um marketing and then what we can do is oops marketing Home Market for adapt these Pages because those pages of course don't need to show the same information that uh our HQ needs to show so you know we could say okay you know uh for example on marketing what we might here is like you know for uh for uh others and you know for uh the team and then what we could do is we could create certain pages for example if you have some procedures you know like how do you request certain assets from marketing how do you do X that we can add them to our company wiy let's actually quickly do that to show you the full process so we go to docs and we say you know okay how to um ask for a campaign this will be um an sop uh let's actually just give this a nice little icon so let's say okay this one will be for um you know painting something they that and then on our marketing home what we can save for others can now link document how to ask for caign and then way when they open the home page right they can immediately see okay these are the you know most requested things that I typically do here with marketing these are the workflows that happens here and easy to find the information I need whereas for the team right now we have the database here but we would remove that and then have instead links to the most important things for the relevant team we would then on the individual team dashboards of course andjust that because we don't need to see other teams there so let's change that from teams dashboard to you know um maybe projects we want to see you know again navigation purpose we want to have a quick and easy way to say okay what are our ongoing projects and marketing so it's say Okay projects marketing we give our give it our uh let's say uh let's actually have a conb here right uh move everything out here we need to set our filter manually right so it's like a little less efficient in the other one but still we only need to do this for this one view that we use here so it's still fine so we say okay and the team and this time we uh set it specifically to marketing save for everyone and we see our products here and then last but least we uh want to make sure that we have a link to our dashboard right so um where we have our dashboard we can say okay here let's take the marketing um that we created in teams uh and then people can just click on here and quickly uh open the dashboard and see all the initial additional information uh that is not relevant for someone you know who just wants to visit the home and that of course you would do then for Ops just the same way and last but not least at dashboard for individual users when it comes to creating these dashboards you pretty much have two options you can either create one Central um dashboard for individual contributors that everyone uses and no one can customize or you can create different um dashboard that's you know like a starting point for everyone a sort of a template that they can then adapt to their own needs I'm going to show you both methods typically I always use the second one because it gives people more flexibility but sometimes people prefer to have you know everything streamlined on one view so they can explain to people more easily how it's supposed to work let's just you know create a page for this purpose for now let's call this you know uh my uh dashb and again give it a neat little icon so let maybe like know the take the rocket uh make it Again full width and then we pretty much follow the same process as for the uh Team dashboards just with the difference that this time everything will be filtered for me so what we're going to do is first up create again might want to have some some columns up here and uh on this left hand maybe we have some you know instructions and on the right hand we just do um you know like a actually like quick actions and you know quick links add some dividers below and then here on left hand we can then link to you know very essential company uh things where do the wiki these sort of stuff on the quick action we will add buttons in a second and then we're going to add again like our toggle headings for uh the different things now what do individuals have individuals have also projects individuals have um tasks and individuals oops sorry for that did not manage to click away for aside from it uh individuals have tasks and individuals hair docks so let's create the docks as well uh for this one I'm just going to show you how to do this for one and then G through the rest because you've already seen this process one but exactly it works really exactly the same way you just create a link viewable database and you save projects and then you know my con we even have it set up already for the specific view so we don't need to do anything else but if you wouldn't have these filter set up before make sure right that you go in and on this filter have this thing where it says okay responsible contains me or even better uh do the approach that we had for tasks right where we say Okay tasks we have like open and we have done and here we have the Builder set up to show me everything that I've created um or and no one is responsible or things that are SL you see I actually I can even do it live because you see how just how quick it is since I've already set up this views elsewhere it literally takes me less than a a minute to do that unless I keep clicking on the on the camera instead of the thing uh and then I have my docks set up here as well perfect so that much uh for that and then uh for the buttons one thing that we want to make sure with the buttons on this page that I want to show you is when we say okay you know um here um add uh add new project want to make sure when we do this we say okay you know add page to our projects uh database and here when we say edit another property you want to make sure the responsible is by default set to the personal click the button of course you sometimes create projects and tasks for others but most of the time you create them for yourself up and that way again right you can just enforce that people uh do this without them having to do additional data entry and then last but not least we have also here the uh open page uh the new page added in side Peak option all right let's click onone and I quickly just add the other two buttons and then we're pretty much already done now if you use this page for you know the whole company as this central place one thing that you definitely need to do is you need to go in here and you need to make sure that you blck this page so that people don't accidentally make changes to it which uh means that they also just can't add things here on their own right that's that's the drawback of using this like centralized thing they can't just click on this plus button it disappears they need to click on the button to actually add things to it so they can you know use this to see where things go uh but then they always need to open things up they can also like no no like for here for check and check they can't really uncheck it they need to open it up and check it so it's just like a bit more cumbersome but you sort of need to lock it because if you don't lock it and someone you know deletes something accidentally they delete for everyone in the company that's why you know overall I'm not a big fan of having this like one Central uh dashboard for everyone and instead I would always recommend to set up a template and the way we do that is we actually create a new database so let's do that let's call this um dashbot dashbot and we can uh delete this here all we need to do is basically one property here uh we need the created by property and then we're going to create a template but before we do that we quickly go here and we will copy everything that that we have um added here copy and we go back to the oops back end uh dashboards and say okay new template and we call this new standard dashboard in case you have you know several types and you have an advanced dashboard and a simple dashboard and we do okay full width and we paste everything in everything already you know is properly set up we can actually rename this and say you know belongs to and then we can uh hide this because we don't usually need to see it always hide add icon as a standard icon to it and that way we can now let people generate their own Dash Bots we're going to say okay this is our you know default set as default dashboard for all use and now if you know my employee comes in and they we build some UI in a second but they can go in here and second you know this is M dashboard uh and this is then like another one would be you know Ross uh dashboard and we both have the same starting point where it looks identically the same but a we can adapt now maybe um I always want to see my t s uh front and center and I don't want them in a to right so I say okay please just turn this into normal text I need to see my task list via the very top without that but we have the starting point for everyone in the company so they have you know the the same uh foundation and now everyone can adapt it and if I delete accidentally something it's not the end of the world because a don't delete anything for other uh dashboards and I can always regenerate my dashboard right if that happened to me so much better UI and what we can do then is what we could do for example on home what we could do is we say okay uh you team Dash BS uh and we can say okay you know your dash BS divider and say uh you know here create link toew of database we link to our dashboards which doesn't have a PR view set up right we should have done it there but let's just do it now here on the Fly we take the gallery we don't show database typ we don't show the page content uh we just want to show this and then we want to make sure that we filter um say Advanced filter and okay belongs to uh contains and now it will only show me I mean it shows what dashb right because I created it but ideally only shows you shows people uh their dashb they create and they Qui quickly go to them and we can even take it one step further and say okay you know need help maybe we add another call out um there um you know and say you know out um can't see uh your dashboard if they don't have anything yet right you can just give them a button um to uh generate a dash bar with one click saying okay button you probably don't have to have this on this main landing page and would have this in your onboarding instead right because not the people who then have one don't need to see this information but but now let's just uh do it like this and say you know uh create new bbot and we say okay whenever this button is kicked please add a page to uh and we select the database dashbo as and we see it already select you know like my new dashbo and then then um you know again just open this page um the new page added as a full page and that way people can then just click this one button and they you know generate the dashboard everything is loaded in and they can start working with it uh immediately I can't overstate enough how powerful these dashboards are I hope you already see how they all come together right we have now our automatically generated dashboards for teams automatically generated dashboards for individual people and we can take this one step for um pretty much on every entry that you have that links out to other things where you want to you know pull that information in you can set up these default templates I'm not going to show you all because you you will get bored but let's just do it for projects quickly so let's say okay on projects I'm creating new template and let will you know my new project template first I will add an icon to just make sure you know we have always the same visual language then I can quickly check which of these properties are actually need to see when I open this so last a time I want to hide um then what do I want to see the top I want to see the very top I want to see who's responsible then I want to see the status then I want to see the team it belongs to um the duration and then the progress and then the other things these I don't need to see because those will be pulled as part of the dashboard into the page body so we will hide them to have this cleaner up here perfect then I'm going to turn on full width and we're basically playing the same game that we always play now in terms of products of course one thing that you might want to do is you might want I give your team additional structure depending on the way you organize your work maybe you use you know traction as one philosophy or a different thing where you say Okay projects always have you know three phases they always have you know the kickoff they always have you know the execution and then they have the you know the review then you can just add these things here right um I'm not going to you know give all this specific structure you can adapt it to your own but what you would just do is probably with tet something like that you might say okay uh the camera again uh let's say you know first is the you know the the pl uh then uh we have another H1 toggle is the um execution and then last but least execution and then uh another H1 oops H1 toggle heading uh last but least we have um our our review stage and then below each of these right you can now add specific information that is relevant only to that stage so you could say okay you know just write the text but give people the blueprint the checklist the things that they have to do whenever they execute it and what you can do on top of that is you can of course pull in all the relevant information from elsewhere so in this case right projects are related to tasks so let's um create um our poon heading and say here tasks and we have loocks so one heading and call this for the writing thing our where's our writing icon or box do they have anything else no I think that's it I mean we could pull in the the other people that are related do it but let's leave that actually for now and then just go in here say Okay create link view of database let's pull in tasks Let's uh pull in the open tasks right adapt our filter to make sure uh oops instead of um our responsible contains me we remove this and then save instead of that uh where you know the um project uh contains your project perfect we will then um save this filter oops this like bubble really really the Bane today save by everyone and then uh duplicate this uh and Z know our D tasks or the full check mark filter is just switched from is not done to is done perfect um and then do the same for docs Below in a second uh but that's exactly the same procedure that we've seen a few times and now what happens right is if we go again back right and say this is now my default for all new projects and I um creade a new project let's say for example here by in my my marketing home and um I go on my my marketing dashboard and I say okay let's create a new dashboard uh and a new project a new other project for marketing that we have is to say let's say um what do we have uh plan no um scorecard uh quiz great cre score something like that let me see immediately it feels at first like it's now linked to team right because I created through the team dashboard uh I have my planning execution and review steps here and I see all my tasks uh linked below if I create tasks through you know they are also automatically link to the project so let's say Okay um uh you know like uh rainstorm key uh customer customer Persona and another task where I say um plan out you know result page you see we already have them linked to this uh scor card project and if I were to look at my marketing uh project the uh open TKS automatically sh up here because remember TK automatically identify what team they belong to and you really can see how it all ties together if I check something up here you know plan out result page we see this jumps to 50% progress one of the tasks is appear P here it's now and done everything is really now coming together as this amazing app thanks to the combination of you know our backend data that we set up in the very beginning where it still was quite dry but now by using this like front end UI to make it you know really really uh workflow oriented Pages nearly done from here it's mostly about adapting this blueprint to your individual needs but there are two more things that are a pretty good idea in nearly every situation first a company wiki page and second a landing page for your company let's start by adding another top level page to HQ that's for this uh company company uh Wiki add a corresponding icon here and then make this full withd now na is amazing Forge Management in particular with the big AI uh it's really really powerful and these ability to create these wiki space of your databases is another feature that comes in super handy now on your company Wiki you typically will have two types of information you will have um your static content and you have Dynamic content set content is information will always be present this will be mostly links to core documentation you want to see there always front and center Dynamic content on the other hand is where you leverage northern's databases to dynamically pull in certain information it's updated automatically as you go all of their own purpose and their benefits and we're going to use both of them here let's start by creating actually re columns and let's say okay we have first we have start here then we have uh in the next column we have you know uh company and then last but least we have maybe Ben now below all of these I'll just add a quick divider for some you know visual Clarity and then below these you can start linking permanent static content let's actually quickly go to our back end and uh the docs and create some docs for that so let's say okay we have maybe our um you know notion um and how we use uh notion and maybe we have another document that is this in my do we have another document maybe that we can call um that is like our you know vation uh policy we have another DOC for our um um you know invoice expense uh reimbursements and maybe we have like you know our AR chart now let's quickly go in there well actually we can go back first we and make it pretty this is static content right so we have certain pages and we now want to make sure whenever someone looks at this Wiki they will always see this core documents front and center and we Le again with the add command similar to on the hand page they just saying okay let me look for you know the how to use notion documents and I link it here and under company I link the uh AR chart for now and under benefits I will link my you know vacation uh policy and I will link the uh you know the expense um reimbursement and I meant with pre you know we can like actually should add some icons there so it looks a bit nicer um but we can do that in a second now this information will always be done you probably have like want I have like three four maybe five different documents here column again adapted to your own workflow have two columns if you only need two have four if you need more um but that way you can you know tell people okay if you look at this company Wiki you most likely are looking for one of these documents right this is what I most likely think you should have a look at um but if that's not what you're looking for you can then use Dynamic content to pull in information so what we can do then is we can say Okay um let's for example um we need to see all our Sops Let's uh create an H1 tole again just so we can hide things let's add um uh oops gear emoi here I won't be able to hit that clicking here so on the gear emoji and let's uh call this so piece and now what we can do is we can go in here and say I can create a link view of a database please give me my docs database and now here uh we haven't set up this use right we should go back and and do that but I'll going skip that now just for the sake of being a bit quicker add an advaned filter and we want to say okay here show me all the documents where the type is um s o p and then we can and uh Sav it and now under this one everything shows up that is an so I can filter it right I can additionally I can just say okay only show me theop that are done right let's say okay these two Sops are done I could uh do that but that way and then I can one other thing I can just say you know last at time um descending and that way my you know most recent Sops are always accessible and people can quickly find them and I can just now repeat this process and say okay instead of Sops what else do I need to see maybe I need to see you know my um my uh brainstorms right so let's take the brain let's say uh brainstorms and add uh just modify our filter that we have here and say okay but the other things set is sop we remove this and now we say is brainstorm and we can keep going follow these things so that people that can say okay I'm looking for S so this is what I'm looking for we can take this in one step further and say okay um you know like my um that H1 heading and take our um you know the take the writing maybe as a thing and say you know um you know docks uh Pipeline and down below here show our docs as a c view say Okay um you know um my docks again and this time I take this and I create it as a common mod again should have set it up some else but let's leave it like this and I can easily see uh oops when I have everything set up correctly which means going into group and saying please uh show me all groups color The Columns can see okay how are we actually you know work on our different docs which other things that need to be worked on you can of course like filter this down and to only show people their dogs that they should be worked on and so on and so on but since we're using databases here this will update automatically if you add five more Sops they will show up here right if you um added another sop uh most recently right if I let's say just say we we let's actually add one because it will automatically be tect and say okay um you know um how to add documents to the comp uh with keep you see now at the top here it's the last document that we touched uh and and we just see that it's easily like accessible here as well so if people add it to other places right if they add a new sop through a project somewhere else it will also pop up here if they add a new project and document through on the task and connect it it will end up here let's actually just look at that right so let's say we're in marketing um okay we set up this you know new work for me page uh loading the the template that hasn't happened yet um realize ah for this project actually uh I should create an sop no we haven't Linked In The Box here actually before so that bites me now U but let's go back and quickly set it up say Okay docs um filter um where um the where is it projects contains um this one so plus not a pro away right should be done to template but just to go quickly here we have our you know brain content one uh let's actually add an sop here where we say okay this one is you know like um how to um do can't think of any new NS other type is so someone eded through here if I if someone else now looks at the company wi ke and checks Sops they automatically have this pop up here without the need you know for it to be manually added here that's the power of static like Dynamic content right where it pulls it in from the rest of your workspace so much for how to set up a simple Company Wiki and the last thing of course that we should do is you should go back to home and Link this at one of our first main Pages here right so our company Wiki is definitely something that people should have access very very quickly from this main page and there we have it uh h introduction that I filmed before I did all of this I also mentioned to have a landing page for company but of course we build it much earlier in this video so apologies for that I hope that confus that doesn't create too much confusion but yeah I think it this is all looking pretty good but there is one other thing that we still need to do remember earlier in the video when we set up the user groups well now it's time to make use of them let's head to our back end and make sure that our databases are locked on right we don't want anyone to be able to just edit the database and change the uh different properties in order to do so we want to go to um these groups and we want to invite a group right so let's say uh let's invite our user group um and let's make sure that users uh don't uh like they have access to this by default but they only have 10 edit content access and then we of course also make sure for like everyone at n by default only can edit content and then inste as a post our admins for them it's okay that they have more rights right they can add content uh these this group can have can edit or full access rights so they can still modify things and that way um we just need to check right everyone that notion they also need to be yeah team also be um uh done to can so you need to go like through different like settings make sure that it happens all correctly but through our user groups we can later like uh keep the admin's automatic access rights and that way um these people cannot change the structure right so if someone with can content rights is here they can still add new roles right they can change Texs all these things but they can modify these properties which is super super important right so that's the first step that you should do for like all the different databases Next Step you should um make sure that you lock you know this backend page and all the central Pages uh in the team space like the homepage right everything where people don't need to add things uh like this through a new button instead just use it to navigate to other places make sure you lock those because that way no one can make any accidental changes now this is of course not um you know 100% secure right and people can just like unlock it and then then change something but um unless you know there's malicious intent you're pretty much good to go and of course if something goes wrong you can always roll back um any changes through that or you give people only view access uh to certain pages again you can do all of that through the user groups that you defined in the beginning this will now depend right s of what is your access level concept super important topic U make sure that this is set properly probably a topic for whole other video but yeah other than that by just making sure that all databases on can edit content and then you lock your core uh Pages you'll already be way ahead of most of the notion workspaces that I see on a daily basis now you know how to set up a solid and scalable notion workspace for your company this of course is only the beginning the next challenge is to take this blueprint and really adapt it to your own unique situation and for that it really helps to know about my favorite 99 notion tricks with that you'll be in the perfect position to become the notion Champion for your company just click here and I will see you next a second