---
title: "Case study: Redesign of Notion workspace for a SaaS"
url: https://warrenperez.com/en/client/knowmore-case-study/
description: "Find out how I helped a Saas publisher manage their business on Notion"
language: en
---
B2B SaaS publisher

# Transforming the Notion of a SaaS software publisher

Knowmore is a SaaS publisher offering a digital adoption platform, through an approach that combines usage and learning. The company brings together around thirty employees, and its clients include groups such as AIRBUS, Crédit Agricole and Pernod Ricard.

- 30+ employees
- 20 years of experience

## 1 · Context

Knowmore is a publisher with over 20 years of experience which, until recently, worked for a handful of carefully selected key accounts. Then the company took a turning point by evolving its product into a SaaS solution, with the ambition of delivering its services on a much larger scale. This strategic choice proved successful and Knowmore is going through a phase of accelerated growth.

This change of scale brings about a multiplication of projects that are complex by nature. Each deployment project calls for a clear vision despite the large amount of information to take into account. Fabien Taillandier, Product and Customer Relationship Director at Knowmore, observes that their tracking tools struggle to deliver on their promises. On top of that, each department has its own tools and there is no shared repository.

After a few iterations, Notion stands out as the ideal solution to centralize information and collaboration across the different departments. Fabien then decided to call on me for support throughout this organizational transformation.

## 2 · Challenge

Co-build a repository in Notion that lets Knowmore track its activity precisely.

The brief at a glance

- Model Knowmore’s business
- Build an intuitive Notion despite the complexity of the projects
- Train Fabien Taillandier to master Notion and to assign access
- Design UX-friendly templates for the key databases
- Long term: support Knowmore on various challenges, within a process of centralizing operations in Notion

## 3 · Roadmap

1. 1 Exploration workshopsThese let me grasp the problems to solve and cover the full scope of the mission. We refine the pre-identified needs and the frictions observed. The first workshop is macro, to understand Knowmore’s business and the way they organize themselves to carry out this repository project. The following workshops focus on specific points, to capture the subtleties of the project.
2. 2 Analysis & proposalI study the information gathered during the exploration workshops, which I consolidate by going meticulously through Knowmore’s Notion workspace. This analysis leads to a deliverable that includes: a mapping of the company’s Notion information system (the workspace as it stands before my intervention), a critical analysis of the existing setup, and a schematic proposal for a new organization within Notion.
3. 3 Building an MVPAs soon as we agreed on a new organization, I set about designing the Notion workspace. This is the production phase. It is carried out through co-construction, with checkpoints to match the reality of the digital adoption SaaS’s activity as closely as possible. In this case, I chose to build a Notion MVP in a separate space, so as not to disrupt the teams’ work.
4. 4 Transforming the Notion workspaceOnce the tests prove conclusive, the work done has to be integrated into the company’s Notion workspace. The main challenge here is to capitalize on the existing work without losing any data. I sort the useless elements from the relevant but under-optimized ones. In the end, we get the best of both worlds: a [tailor-made Notion workspace](https://warrenperez.com/en/notion-consultant/) that holds the important data from the old space.
5. 5 Change managementThe goal is to minimize the friction tied to the Notion’s evolution. To do so, I train the employees over video calls. It’s an opportunity to go through all the features and answer every question. I also produce tutorials in the form of short video capsules. This makes it possible to offer structured onboarding on a dedicated Notion page. On top of that, I place links to specific videos, contextually, directly on the Notion pages.
6. 6 Feedback & fine-tuningThree weeks after the new workspace goes live, we hold a meeting to gather the feedback reported by all the employees concerned. As a result, I fine-tune the Notion so that it fits the teams’ usage as closely as possible.
7. 7 Long-term supportWorking directly with the product and customer relationship director, I help the company integrate certain processes into Notion and set up automations via Make, to save time and gain precision on time-consuming tasks.

## 4 · The transformation

Before

- Incomplete repository that doesn’t reflect the reality of the business
- Redundant databases

After

- Repository modeled 100%, with all its subtleties
- Existing relationships simplified, duplicate databases removed
- Operations director upskilled on the Notion tool

> Warren has very good no-code skills and a methodical, pragmatic approach. He helped me a great deal to structure and run my company’s Notion.

## Want to talk?

20 minutes , Free