Ultimate Notion Setup for Agencies

Introduction

• Over 2 years of building Notion systems for 50+ agencies
• Common goal: scaling the business
• Developed a comprehensive business system in Notion
• Three use cases shared for using Notion in agencies
• Links provided in the video description for template download

Use Case 1: Managing Clients

CRM Tracker

• Sales pipeline to capture, track, and convert leads into client projects
• Example of tracking a new lead for KY Smith from Marketing Agency Co.
• Capturing details (email, company name, industry, relationship, project title)
• Assigning sales lead/account holder
• Estimated value calculator for services (e.g., growth strategy, social media manager)

Referral Tracker

• Tracking referrals (e.g., Nathan Ian referred by KY Smith)
• Adding referral status within the sales pipeline

Proposal Creation

• Using built-in proposal creator in Notion
• Adding proposal details (name, quarter, overview, project goals, deliverables, project timeline)
• Sharing proposals publicly with clients via web links

Client Project Conversion

• Dragging projects into onboarding status to convert to client projects
• Client projects and portals page for fulfillment team
• Metadata, proposal, timeline alignment between sales and fulfillment team
• Pre-populated onboarding tasks for fulfillment team

Client Portals

• Creating separate Notion pages for client portals
• Sharing tasks, meetings, and resources with clients
• Internal team’s page vs. client’s dedicated page for transparency and task management

Use Case 2: Managing Your Team

Recruitment Dashboard

• Managing new hires with a recruitment dashboard
• Requesting new roles and capturing role details (priority, hiring manager, department, title, start date, manager, reports)

Five-Step Recruitment Process

1. Request Section (job description creation)
2. Approval (CEO input, salary benchmarking)
3. Briefing Meeting (between hiring manager and recruitment person)
4. Job Advert Creation
5. Personal Dashboard Creation (for the new hire)

Personal Dashboard

• Individual dashboards for new hires like Andrew Peters
• Managing day-to-day activities, onboarding tasks, related SOPs (standard operating procedures)
• My Role and Performance area for continued training
• SOPs and Performance Reviews accessible and shareable

Direct Reports Management

• Managers accessing and managing dashboards for their direct reports
• Tracking onboarding progress, viewing tasks and projects, creating performance reviews

Use Case 3: Managing Your Business

Planning Dashboard

• Quarterly planning and review from a single page
• Planning objectives, key results, sales targets, key performance indicators (KPIs)

Detailed Planning

• Adding objectives (e.g., increase quarterly revenue by 10%), assigning leads, supporting teams, target deadlines
• Adding key results with progress tracking

Sales Targets

• Setting and tracking sales targets by services (e.g., growth strategy)

Key Performance Indicators (KPIs)

• Tracking KPIs to maintain key business measurements
• Activating/deactivating KPIs, creating new KPIs

Dynamic Sharing

• Sharing OKRs, sales targets, KPIs across the Notion system dynamically
• Visibility in company-wide team space, sales team space, and management team space

Conclusion

• Links in the description for template access
• Encouragement to leave a review and subscribe to the channel for more content