How We Use Notion As An Agency
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- Опубликовано: 1 мар 2023
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We run the whole entire agency from Notion and Slack (with a dash of Google Sheets thrown in).
Planning, meeting agendas, KPIs, initiatives, databases, content, scheduling, etc etc - that’s all done in Notion.
Our wonderful ops manager, Lisa, handles most of it…
But there are a few hidden tricks I’ll wager you don’t know about.
So, I shot a video of how we use Notion as an agency.
And if you’re using an expensive project management software - or no management software at all - I’m betting you can create significant improvements by doing away with that and just using Notion.
![Kehlani - Next 2 U [Official Music Video]](http://i.ytimg.com/vi/MpI7ekFG8A0/mqdefault.jpg)
This is AWESOME. There's so many videos about Notion for all types of use cases, but I haven't found anything that resembles the level of business complexity and robust tracking that is applicable to me and what type of business I am creating. You're really helps me see a lot more capabilities in Notion. I hope you've got more Notion videos that are slower and dive more deeply in to this system, as I'm taking notes and building out my platform right now.
Glad it was helpful!
Love this video! Only issue was the constant switching back and forth to the text slide was killing me. LOL Like you, i've tried ALL the apps but Notion is what i've stuck with. Definitely pulling some things from your video to incorporate in my setup. Thx!!
My agency has used a bunch of software in the past. This year I will be looking more into Notion. Thanks for this video. Super helpful to get another agency owners take on things.
yeah i've tried every tool possible. Notion is amazing for us and can easily manage a team to $3M+
I love Notion! I'd love some video tutorials on how you created your button Notion system.
As a beginning project manager whos just re entering they professional world, and is just now learning Notion, this was incredibly helpful and useful. Thank you so much for this video, I'm really looking forward to more in depth views like this. If you could really get into the weeds and have some of your employees take us through the process of how they build out some of these amazing features, or if you could share a template, that would be amazing as well.
Subscribed!
you're welcome
This is very helpful. basically, a successful business requires a well-optimized work process and operation. thanks again.
This is awesome!!!! Long tiene waiting for this, would love more of this Greg!
What else would be helpful?
@@gregoryjhickman How do you manage complex projects and customer's requests in Notion.
@@davmuz We don't do customer stuff in Notion. as a training business there are templates we give them for the business operating system we give to our clients and we have a one page Notion doc that has a lot of critical numbers for clients but client management is not happening in Notion.
Complex projects...well we keep things simple and then we create project "dashboards"every quarter that are home to the 3-5 initiatives for the quarter
friends are your support group
That was such a quick run through of a comprehensive overview of using Notion. Thank you for producing this video. Just goes to show - You don;t REALLY have to post super long videos to get into the details of something like this.
Glad you enjoyed it
Your usage of Notion is phenomenal. Great video!
Thank you kindly!
I'd love a deeper dive into some of this. I know as an agency you don't neesesarly want to show all your processes/SOP's and stuff but maybe a duplicated version with generic content or placeholders. I'd even love this as a template which people could duplicate. In the process of really getting my company on notion and trying to figure out the best way to track KPI's on there
Our clients get access to the relevant items. Working on a more in depth tour
Great video Greg! You've convinced me to make the switch to Notion =)
lol nice!
top level dashboard for sales and marketing productivity, and how data get real time input or feed into notion to update it without manually doing so
Thanks for the great video and for the info.
Glad it was helpful!
Super! My Notion setup is similar. I have a home for each department (sales, operations, marketing, finance, administration) and a dashboard for each major role (sales, project manager, accountant, developer).
Love it!
This is awesome
Really useful, thank you so much for sharing this!!! Really appreciate!!! Love from Vietnam 🇻🇳
You're welcome
Great video, very useful overview and inspiring how to get organized better. Would love to see the content calendar, sales and marketing sections in more detail.
added to the list
@@gregoryjhickman awesome, thank you- looking forward to more great content ❤️
I second this. Thanks for the video, Greg!
Thank you for this video! Im wondering if ypu have a template of your workspace?
This was amazing !
Thanks!
Y-O-U 🙂 S-A-V-E-D 🙂 M-E
I was tired of trying all different apps.
None of them were fully completed, Notion integrates where they lack.
BIG THANKS 🤝
🤙🏼
This was a great video me as a new business owner. I would love for you to explain how to set up Notion because it looks like a lot to set up and a lot to be confused on.
Just used this to replicate a ton of pages in my own notion dashboard. I came across this upon doing research looking to build out a notion dashboard to fit my agency needs, and this was epic. Had to leave a review and ask if I could credit you for this? As I feel like I just robbed your agency of this bomb setup!!
Enjoy. I’ve updated since this video. V2 coming out soon with templates for sale later this year.
Thanks for the video. I'd love to see how you've reduced down slack channels with your use of Notion.
Thanks for sharing. I run a video production company and have been searching for something for a long time. I spend my time managing projects/clients and people. Would love to offset this load across more people and especially get stuff out of my head so I can be much more effective. Not to mention harness growth potential by using good tools to manage all of the STUFF.... Thanks and I'll check out the other video you reference at the end of this video.
Let me know how we can help
What have you tried so far?
What I've found setting up project management tools for myself and for clients is to not overthink if it you're just starting.
With a video production company, sounds like you'd already have step by step processes whether they're down on paper for not.
So that's an easy place to start.
And they're GOING TO change and evolve.
I'd start to note down things like, are there templates you use for meetings.
Are there templates you use for cade study writeups, etc
@@gavinwiener I have a framewok I follow for sharing case studies yes.
For your startup routine page, do you have it repeat each day? Or do you not click the checkboxes?
Just as references
would love to use this for my business. Incredible setup
Not available to the public yet but stay tuned.
We are also using Notion across our agency. I am still using Google sheets for some scorecards and such bc of the ability to see things in a graphical or chart layout. I am curious how you manage the Workday Startup. How long are your slack reports that you go thru?
Workday startup is reviewing our company scorecard and our daily advertising metrics. The slack reports take a couple mins tops.
Anyway you could make a generic template in motion of the setup?
I would love to see it from an employee perspective if possible before going through and trying to set it up.
Noted!
Amazing video Greg! I run my own email marketing agency (only have 1 freelancer working with me), but I really need to get more track on everything on the backend of my agency as it's a mess on the day-to-day tasks, but also want to make it easier for myself and my future bigger team down the line... but my question is; do you have any templates to import into notion for a free plan or what paid?
Only for clients at the moment but i'm working on something in the new year for this.
Thanks Greg. Very interesting to see how you guys are using Notion. At the moment we're setting something similar up for our own agency. What would interest me is how you manage your client communication. Do you use a separate CRM system and link it up to notion? There are templates for Notion to build a CRM but email communication with clients has to be synced with Notion manually (or through zapier or Make which we'd rather not). Could you share a bit about your CRM solution? Thanks man, keep up the great content 🤘
We don't do client communication in notion really.
Hello Greg, This video is top notch and I keep coming back to it. Do you happen to sell this template for other business owners ? I don't have an agency, but it could be usefull for me neverthelss
Hey! What should I use to store all of my systems videos for my service landscaping business ? I’m thinking of taking videos on a go pro
For internal team usage?
Do you have a template or link to share for people to duplicate?
This is awesome Greg! I keep checking out Notion and getting called back to it so I know it's in my future. The task of building it out is daunting so if you happen to create a template, I'd be into buying that.
working on something for ya.
@@gregoryjhickman you're a rockstar. Looking forward to it...and subscribed!
I’d be open to purchasing this template as well. Please let me know if that’s possible .
@@gregoryjhickman do you have a template by any chance? thank you
@@bencraughwell Not available to the public yet.
As a normal guy who is trying to manage his business, this is so much information! I already make good money but I know there is no way to grow my business without this kind of stuff, should I do a project manager course or something like that? Or just hire someone who does that for me?
I’m a normal guy. I started small and then my ops manager helped build out things as well. It grows and evolves each month. Just start on the pieces you need.
Notion is great been using it in my business too, show some more brother.
What would you like to see?
Sweet setup - how do you guys track performance metrics in Notion? How do you visualize these over time? Do you have integrations with Looker or something like that?
A few key quarterly objectives are tracked and reported on in Notion but we have a company scorecard that tracks key metrics by dept that is in google sheets.
@@gregoryjhickman fantastic! would love to see something like this. do you have a video?
@@kristimeenan50 Not yet, added to the list!
This was interesting, Greg, thanks for sharing! Do you keep client info in here? Is this where your database lives? I've tried a bunch of different things in the past but none of them have been all-encompassing enough. All of my data has been in silos and google sheets and it's getting to the point where it's too scattered for the volume of clients that I have.
We have most of our client internal notes, tracking etc in here as well. Our team/faculty update the client's dashboard anytime there is an update.
@@gregoryjhickman dope! I just spent the day building mine out and I have a contact list x project relational database now. Pretty excited to keep using it, I haven’t gone as in depth as making the to-do lists and stuff like that just yet though. You think you can make a video about your customer workflow and how they move through the pipeline from lead -> close -> follow up? If it’s too public for RUclips lmk 😅
I'd love to see what you ask each team member their end of day report.
How do you go about sharing content with employees? I’m wanting to create a page for a new business I’m starting. I’m just wondering if I need to have a personal and business account. If I was to hand over the business in the future, would someone else be able to access the business pages if they were initially created through my account (personal).
Each page has permissions.
Great video!
Is there anyway that we can use your Business OS for our agency use?
As of now if you’re a client yes. We will likely bundle it up to sell later this year
That pot of gold was epic. Need that!
It serves us well. :)
Do you have your notion up to be duplicated? I love the content calendar you have!
Not at the moment. Coming soon!
Same, at least the content calendar would be something I would love to have as template
What do you use to create SOPs? I use google docs. Would I just copy the link into Notion?
you can link it from notion or just have them in Notion.
You can create the actual SOP within Notion?
Can you share the link please?
Does every employees have their own paid subscription Notiom account? Or just some core members ? Can you share about how much money u spend each month for Notion?
We are on plus plan. So we have 4 core team members and the others are accessing specific pages.
How much are you turning over per month
Best way to use notion:
Start and grow with it
Keep returning
Improve weekly
Easy
Would love to have a duplicate link on here! Starting out my agency and would love to bring these Project Management skills to the team. They'd be thrilled.
something is in the works.
This is great, any chance of having this as a template to share?
Working on turning it into a small product.
Thanks for the video! How big is your team that uses notion?
Between team and contractors - about 10ish
@@gregoryjhickman What challenges should a team of this size be ready for, when using Notion?
@@bogdanromaniuk4292 I think it's more about having the patience to make it what you want from the business perspective and then getting each team member to utilize "views" that fit their needs. It's an ongoing optimization and you start from a blank canvas so you need to have some idea of you want it to do.
@@gregoryjhickman Great! Thanks for the feedback!
How many of these pages do you refer back to?
A handful daily. A few others weekly. many monthly or less. But the team uses a lot of the knowledge base docs and SOPs
Can you give us the link where we go and duplicate this template
It’s not currently available for free.
Do you have an offer for a template on this system?
Not currently for sale. Only for our members.
Can you share how you use it cross-department?
Noted for upcoming video
Greg, could you transform it in template and share with us? There are a few insights that I want to implement, but looking just thru the video its hard to replicate.
Working on it.
@@gregoryjhickman awesome
I run a Marketing Agency. We use Asana. We are evaluating Clickup and Notion. Asana is very task oriented, one team member can asign a task to another team member. Every team member can see a view of all the tasks due for today. How does your team manages tasks in Notio? How do you asign tasks to other team members? How can you see all the tasks that are due today?
We use a task database and there are specific filters that allow each team member to have their own personalized view of their own tasks. And Tasks can be assigned to a person .
@@gregoryjhickman Thanks!
@@gregoryjhickman so by "assigning" something to a person, does that restrict the ability for others to "view"? I'm concerned about client privacy.
@@kristimeenan50 In notion you have a lot of preferences to control that sort of stuff. I'd have to know more details to be honest to understand your situation
hey, Great Video- can you pl share this template
So this takes you what, like 20 hours a week to manage?
I'm not sure what you mean lol. Or where you got the 20 hours from....
Don't you share your tenplate?
No, we will be making a bundle for sale later this year.
can you share the template ?
Not as of now, it's for clients. Working on something potentially later this year.
Thanks for sharing. Feedback for next time. The constant switching between your screen capture of notion and your slideshow is jarring. It is hard to follow what you’re talking about when you keep pulling me away from it. Maybe keep the number of slides to a limit and/or have more time between slides.
appreciate the feedback.
I suppose it's something very personal and internal to each team, but it seemed overwhelmingly disorganized.
Are the emojis mandatory??
What do you mean?
i'm going to need you to cut and splice your video to have 0.0000000ms of dead air
Thanks for your feedback.
lol
talkin' and slide swipin' was way too fast for me dude. gave me anxiety tbh. gonna try it at 0.75 speed now...
that's what the controls are for. :)
@@gregoryjhickman 💯
Nice try, Notion HQ