B2B SaaS
Knowmore : 0 re-entry of data between tools
days of manual tracking given back each month
360° agency
Transformation of a Notion workspace for a creative agency
Studio Lab is a digital and creative agency with high aesthetic standards, whose clients come from the worlds of fashion and design. It supports them with branding, events, websites and social media.
1 · Context
Studio Lab is experiencing sustained growth, which multiplies its client projects. Informal communication between team members is no longer enough. Tools and documents are scattered, creating frustration and wasted time finding the right information every day.
Laure Bilger and her team are looking for a way to structure their operations, without losing their DNA or their way of working. They choose Notion as the central tool of their operations. They identify a template that seems to fit their needs well. While this first trial convinces them of Notion’s relevance, they quickly realize that, in practice, this pre-built template struggles to live up to its promises.
Studio Lab then decides to design its own Notion workspace, one that fully embraces their business and reflects their way of collaborating.
2 · Challenge
Design an efficient, collaborative Notion workspace, true to their image, to manage the prospecting and production of client projects.
The brief in brief
- Build a Notion workspace relevant to Studio Lab’s current business, while remaining compatible with its future prospects
- Design a sales prospecting pipeline that respects their way of doing things
- Set up a reliable, simple CRM that gives an overview of the client relationship history
- Track client projects, their associated tasks, sub-tasks and appointments
- Optimize information sharing with clients, notably the social media validation process
- Offer different macro and micro views: CEO – Divisions – Individual
- Reduce day-to-day friction to a minimum, with a simple, well-suited way of working
3 · Roadmap
- 1
Exploration workshops
These enable me to grasp the issues to be resolved, and to explore the entire scope of the mission. We clarify the pre-identified needs and the observed frictions. The first interview is a macro one, to understand Studio Lab’s business and how they organize their commercial and production activities. Subsequent workshops focus on specific issues, such as social media project management.
- 2
Analysis & proposal
I study the information gleaned during the exploration workshops, which I consolidate by exploring the agency’s Notion workspace. This analysis culminates in a deliverable including a critical analysis of the existing system, a mapping of the company’s Notion information system, and a schematic proposal for a new organization within Notion.
- 3
MVP development
As soon as we’ve agreed on a new organization, I design the Notion workspace. This is the production phase. This stage is carried out from a co-construction angle, with milestones to match the reality of the creative studio’s activity as closely as possible. In this case, I opted to design a Notion MVP in a separate space, so as not to disrupt the work of the teams.
- 4
Transformation of the Notion workspace
Once the tests have proved conclusive, it’s time to integrate the work carried out into the company’s Notion workspace. The main challenge here is to capitalize on existing work and avoid losing data. I sort the unnecessary elements from the relevant but under-optimized ones. In the end, we get the best of both worlds: a tailor-made Notion workspace that keeps the important data from the old space.
- 5
Change management
The aim is to minimize the friction linked to Notion’s evolution. To achieve this, I train the team. This is an opportunity to go through all the functionalities and answer any questions. I also produce video tutorials, for structured onboarding on a dedicated Notion page. I also place links to specific videos, contextually, directly on the Notion pages.
- 6
Post-launch feedback & refinement
Three weeks after the new workspace goes live, we hold a meeting to gather feedback from all employees. As a result, I fine-tune the Notion so that it matches the team’s usage as closely as possible.
4 · The transformation
Before
- No clearly defined entry point
- A disorganized information system, non-functional, unconsolidated and ill-suited to Studio Lab’s business
- Numerous duplicate databases
- No view customization
- No workflow or process in place
After
- An intuitive homepage
- A clear workflow built around Studio Lab’s way of doing things
- A CRM that respects the entire client lifecycle
- A tailor-made information system, true to the business
- Specific views by division, person and use
- Customized templates
- Onboarding via video screencasts
Delighted to have worked with Warren: his Notion expertise helped Studio Lab optimize its space, both for internal project management and for schedules shared with clients. I recommend +++!
Laure BilgerFounder, Studio LabLet’s talk about your project.
Tell me a little about what you’re working on. I’ll get back to you personally to discuss the next steps.
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