so over the course of about 2 years I've been building notion systems for over 50 different agencies and each one of my clients had one thing in common they wanted to scale so I put together the ultimate notion setup for agencies that does just that and I'd like to share it with you today now this isn't just a notion template it's a fully-fledged business system and it combines all of the best features that I've come across when working with real world clients in this video I would like to show you just three ways you and your team might start using notion for agencies and and of course links are down below in the description where you can download the template use case number one managing your clients so the first step to scaling is honing each and every single one of the processes that comes into contact with your clients so that your customer Journey stays consistent and you encourage repeat business so for notion for agencies this starts at our CRM tracker or our client relation manager so here we have a really robust sales pipeline where you can capture New Leads track them through the sales pipeline and then eventually turn them into client projects once you have won them so let's capture a new lead to start so let's say we have a new lead someone called KY Smith and we can come and capture her email and then we can come and fill in some of the information it's asking for us to fill in here so we can say her company let's say she runs a marketing agency named marketing agency Co we can say which industry this is in so let's say this is marketing we can say what relationship we are to KY so at the moment she is a client and then we can create a client project uh lead out of this so we would call it the same name as the company so this is a marketing agency Co project we can add a project span if we have any idea of what that would be and then we can put in whoever is going to be the sales lead or the the account holder for this so let's come and find our CSO Theodore and now we can see the rest of the information has been filled in we can add the services and this is where we have a estimated value calculator built straight into notion for agencies So based on the standardized pricing that you've set for your services if I now go ahead and say that KY is looking for a growth strategy and a social media manager you'll see now the estimated value has been calculated at 10,000 based on those prices and then also we have a built-in referral tracker so if Katie actually says she has someone who would also be interested in receiving some help you might say Nathan Ian wants some help we can capture Nathan straight from here and now he has been s to our referral which I'll show you in a second so if we come out of here now we can see that the marketing agency Co is in the lead part of our sales Pipeline and because we already have another client here grandma Gus we have their estimated value is 10,000 and looks like they've actually uh chosen the same services and so because KY is looking for services that reach 10,000 we now have a sub of estimated value at 20,000 so as we take KT through the sales pipeline we're always able to track at what part of the sales pipeline have we got um the most amount of money so let's say ktie makes it all the way to the proposal stage of the sales funnel um we can now use our built-in proposal Creator to create a proposal for KY within notion F agencies so what I'm going to do is come to edit and you'll see there's a section that says add proposal so I'm going to add a proposal and just call it Mar ASCO proposal and we can even say which quarter this happened in so Q3 Q 423 if we click inside of it so now within 30 seconds we have a fully functioning posal that we can send to KY and it has a template for us to fill everything out including overview proposal project goals but what we also have here is the deliverables and a project timeline so we know that KY is looking for growth strategy so what we can do is we'll add grow strategy is one of deliverables and we can add a description to explain to KY exactly what this service would provide we can then uh decide on a price and of course this may be negotiated so let's say we're looking at 6,000 for the grow strategy and now we've added it hit here as deliverables we can add it to the timeline so if I come down to timeline and we have one option here I'm going to click it so it jumps onto our timeline and let's say it's going to start in October and finish at the end of the month so I'm just going to drag this all the way down like this and let's say actually it's going to finish halfway through November and now this is in the timeline and we can even click into it and we can see all of that information from this page and now once we've filled out this entire proposal we can go ahead and just go to share hit publish we can publish to web and then we can send KT a link and then she'll be able to see this proposal read all the information even if she doesn't have a notion account and finally let's say cas loves the proposal she's happy to go ahead with starting with us all we have to do is drag her particular project into the one- onboarding status and now that's turned CRM project instantaneously into a client project that a fulfillment team can start work on so let's jump into that so here we are on the client projects and portals page and you can see in our client project section we have Katie's project marketing agency Co Sitting Waiting for the Fulfillment team to begin the onboarding process so the first thing we're going to do is actually create a client portal for KT so again we're going to hit edit add client portal and we're going to call it marketing agency code client portal or portal hit new and just like that we've created a separate page to send information to for Katie and she'll then have a dedicated client portal that she can use inside a notion to see everything we're working on and so if we open this project page what can we see well first of all we have all of this this lovely metadata about the project and then going down I'll show you what we have first of all we have that proposal and project timeline inside this project page and what's great about this is it gives a really clear alignment between the sales team and the Fulfillment team and so instantaneously the client filment team can see what was promised to the client and make sure that they're delivering on those promises then if we go down you'll see we have tasks meetings and resources that can be captured for this project to manage it and and and move it along um but you also notice in the task section we have some pre-populated onboarding tasks that have appeared automatically and so now the client filment team can start going through their onboarding checklist and really getting this project up and running so we spoke about the client having their own separate dedicated client portal so how do we send information to that well let's say for whatever reason we might want to send the fact that we're sending them kickoff materials as a task but what we can do is come over to where it says client portal and we're going to find that marketing agency client portal and we're just going to tag it with this task and now if we were to go up here and we can find the client portal from here we can open up and take a look at what they see so they have this welcome message there's a tal video to show them how to use the page but they essentially have tasks that we've sent them so as you can see we have that kickoff materials tasks and then also meetings and resources and so what's great about this is that we the internal team have their own separate page to be working on things and maybe there'll be some tasks and meetings that we want to keep hidden from the client and then we can pick and choose what we send to the client and they have their own dedicated page and notion where they only have to think about going to one area to find things that we're sharing with them this case number two managing your team perfecting the way you manage and train your team is actually like a superpower because it allows you to begin working on your business instead of working inside of it and that's what all of us business owners who are trying to scale are look into achieve and in notion this starts at our recruitment dashboard so this recruitment dashboard is for your recruitment person um to help them manage all of the new hires you might be taking on so first of all if there's someone else in the team for example someone in your SE Suite who wants to request a new role they can do so from going to the pipeline in here and hit requests so let's say the CSO is looking to hire a sales manager or they can add that here they can say what priority level this is let's say it's medium priority and then they're just going to tag themselves as hiring manager so let's find Chief sales officer Theodore now what's great about this is just from creating that page if we open it up this is now a dedicated page where the hiring manager and the recruitment person can work together uh to collect all the information they need to then begin the recruitment process so first of all this will start with filling in the properties so the hiring manager will come in and add if this is particular to a location what department This falls in so this is for sales What level in the company this person would be so this is a manager any ideas for different types of titles they can brainstorm here they can add a Target start date when they want this person to start let's say it's the end of the month and then also they can assign who would be their managers and their reports by role so for example their manager would be themselves the CSO and then let's say their reports would be the current sales associate and then from here we have a five-step process for the recruitment person and S and hiring manager to go through so we can add the request section which would include creating a job description for this role and of course we have a job description template to help you there then we can go on to approval so potentially the CEO might come in and say where this person will fit in with the current headcount if we have the capacity for it and then also uh take a look at the salary benchmarking to see if this is financially viable then the hiring manager and the recruiting person can go ahead and have a briefing meeting to talk about anything they need to cover before they actually begin interview processes then a job advert can be created by the recruitment person based on everything that the hireing manager has given them and then finally once they find a successful candidate who accepts their offer they can create and add a personal dashboard straight from this page so for example let's say the person was Andrew Peters we can create this we can say who their manager is so that's going to be our CSO Theodore we can say who their direct reports going to be as we've already defined that is going to be the sales associate Olivia we can add their home base so there will be from London and then we can also add their email so this will be Andrew company.com and now just by doing this for 30 seconds we have created a dedicated personal dashboard for Andrew which we'll jump into next so as you can see this is the dedicated page that pulls in all tasks projects objectives that have been assigned to Andrew so when he first joins he can use this page to manage his day-to-day activities but what this page is also great at is assis him with training and Performance Management so for example when Andrew First Signs into notion he can find his personal dashboard and then he is prompted to go down to the my task section and you can see we have this on andof boarding checklist and again pre-populated we have an AB boarding checklist for Andrew to start making his way through so Andrew can come in he can start to complete the HR documents sign them off is done and then they're going to clear from here you also notice that we have some related Sops so for example if he has a onboarding task like meet Ono one with your manager there might also be a related sap that is managing oneto On's what to expect so we can create this again set and forget it and now we have all of this great onboarding material that each one of our new hires goes through um so our training is really consistent now to continue his training Andrew can also come down to the my role and performance area and you'll see we have a section called Sops and here he has found he's got two processes the lead conversion process and lead generation process automatically appear in his personal dashboard and this is because we have assigned these two processes to our sales manager and even though they're not assigned to Andrew specifically because he is now our new sales manager he receives these saps and so in theory if you've been documenting using the company Wiki notion for agency which is fully built out you can then know that where whoever joins the team they can come down to the sap section and also begin training just by going through the different Sops which cover their day-to-day activities and finally this page also allows managers to manage their direct reports so Andrew can come down to the direct report section and first of all he can see his one direct report Olivia and he has access to her personal dashboard so he could actually jump in here and just take a look at what's currently on Olivia's plate by going down to her tasks and her projects also he can see that she is currently on boarding and he has a progress bar to so show her onboarding progress if he wants to see that in more detail he can come to the onboarding progress section and he can actually see exactly what tasks she has left to complete and maybe follow up with her to see how she's doing and then finally we have a perform performance review section so from here he can go to Olivia and he can actually create a new performance review for Olivia we have the meeting date and of course if we open this up we've got another dedicated template this one for performance reviews so we can see other previous uh performance reviews rating accomplishments perer feedback high level feedback development areas all this good stuff and then what's great about this is this is automatically shared to Olivia so if we was to jump back to Olivia's personal dashboard Within in her my role in performance she can see she has that performance review from Andrew and she can take a look and see what notes is made perhaps ahead of their performance review one to one use case number three managing your business so now that your clients are happy and your team are happy you'll have more time to focus on what's important and that's actually guiding the direction of your business and again to do this we have a dedicated planning dashboard inside of notion for agencies so what this is is all of the quarter planning and review from one page so for example let's say we can open up Q4 and start the planning so what does that look like first of all again we have just simple text area um to do any freehand planning and then we have a section for planning objectives and key results sales targets and key performance indicators so let's start with the objectives let's say an objective for the sales team is to increase quarterly Revenue by 10% now we can start adding a Target deadline for this so let's say it is for the end of the quarter December 31st we can also add a lead this might be for our CSO we can add a supporting team so this might be for that sales manager and sales associate and then if we open up this page we can actually start adding key rests straight from this page so for example we might want to record 10,000s of sales for a particular product and then we can again sign an owner for this particular key result let's say it's for Andrew um we can add a unit of measurement so this is going to be sales in products we can say where we're currently at so let's say we're at 2,000 and our Target is 10,000 and now you see we get a progress based on that and then we'll also see that we get a key result progress and then an overall progress So 20% on this particular key result and so overall we have a progress of 20% as well for our sales targets we will have sales Target is based on particular services so let's say we have one for grow strategy and then we can say this is a grow strategy sales Target so how many sales do you want to see for this particular service let's say we have a target of 6,000 and our actual at the moment is zero and so the progress is shown 0% and then finally key performance indicators so these are things that tend to stay the same over a course of time because the idea of kpis is that they're key measurements that you're keeping an eye on and if they start to dip below that then you pay attention and make sure you maintain that part of the business so we've already got sales call closing rate and email CTR and you can see the statuses on both of them based on the average but we might also click over to inactive and say we've got this customer referral rate and actually we want to make this active again and so now we have three kpis we might even say we don't want to follow our email CTR anymore and we can make this inactive or we could create a new kpi um from scratch now now we've done the planning for this quarter this hasn't actually been shared with the team yet until we're ready to share it so what we can do is for the okrs we're going to just check them as live for the sales targets we're going to check them as live and for the kpis we just want to make sure that they're active and then this will be sent across notion for agency's system dynamically based on the fact that we've now shared them so let's show you what that looks like so now in our companywide team space you can see we have our okr overview and this quarter we can see we've got increased quartin Revenue by 10% and everyone can see the progress on that in the sales team space we have a sales targets page and we can see the sales team will be able to see this quarter sales targets and then they can come in and add monthly sales logs each month to then add to the progress of this Target and finally in the strategy team space or the management team space we have this kpis uh dashboard and again we've got a similar thing to the sales Targets in that we have the kpi at the top with an average and then the monthly kpi logs that the shashy team can come and add each month so again links are down below in the description where you can get access to notion for agencies and if you do decide to get the template please do consider leaving a review if you found this video useful please do consider checking out this one right here and subscribing to the channel and I look forward to see you in the next one bye-bye