New Notion Workspace Implementation

In this series, we’ll look at how a Notion consultant would plan out the first month of work with a client based on their Notion job requirements.

Job Requirements

Job Description

We are looking for assistance with setting up and building out a new Notion instance for our internal processes and procedures. We want to create a knowledge-base where our internal employees (6 employees) can easily access and be able to search the database in order to find specific information for each department in our company (Sales, Marketing, Operations, Finance, HR, and Design. We want to be able to upload documentation, videos, etc for each department and only allow one person to be able to make changes to the system and everyone else will only have read-access. This shouldn’t be anything major, we just would like some initial help getting things set up correctly at the beginning and then we can take it from there. I appreciate any interest in this project in advance.

Notion Consulting Action Plan (first month)

Week 1: Discovery and Planning

Day 1-2: Initial Assessment

• Meet with Stakeholders: Understand the company’s vision, specific needs for each department, and the primary contact for content contributions.
• Audit Existing Resources: Review any current documentation, procedures, and systems in place to identify what will be migrated or transformed for Notion.

Day 3: Strategy Development

• Outline Key Objectives: Define clear goals for the Notion setup, including accessibility, searchability, and user permissions.
• Identify Notion Templates: Research and select templates that align with the needs of each department.

Day 4-5: Planning

• Develop a Content Structure: Create a hierarchical structure for the knowledge base that categorizes information by department and content type (documents, videos, etc.).
• Plan Permissions: Draft a permissions plan to ensure one designated editor and read-only access for others.

Week 2: Setup and Development

Day 6-7: Initial Setup

• Create Notion Workspace: Set up the new Notion instance, including basic settings and permissions according to the plan.
• Implement Departmental Spaces: Start building out spaces for each department using the selected templates and content structure.

Day 8-10: Content Integration

• Migrate Content: Begin the process of uploading documentation and media for each department, working closely with the designated content contributors.
• Organize Information: Ensure all content is properly categorized, tagged, and easily searchable within each departmental space.

Week 3: Refinement and Training

Day 11-13: System Refinement

• Review and Optimize: Assess the setup with stakeholders, make necessary adjustments to structure, templates, and permissions for efficiency and usability.
• Enhance Search Functionality: Implement and test advanced search capabilities to ensure employees can easily find specific information.

Day 14-15: Training Sessions

• Develop Training Materials: Create guides or short videos on how to navigate and use the Notion system effectively.
• Conduct Training: Hold training sessions for all employees to familiarize them with the system, focusing on how to search for and access information.

Week 4: Finalization and Handover

Day 16-17: Documentation

• Create Admin Documentation: Prepare detailed documentation for the system admin on managing permissions, adding new content, and making changes to the system.
• User Quick Reference Guides: Develop quick reference materials for general users on key tasks they’ll perform within Notion.

Day 18-19: Final Review and Adjustments

• Gather Feedback: Collect feedback from all users on the ease of use, any issues encountered, and areas for improvement.
• Make Final Adjustments: Implement any final changes based on feedback to ensure the system is fully optimized for the company’s needs.

Day 20: Project Closure

• Final Meeting: Hold a closing meeting with stakeholders to ensure satisfaction, discuss any final concerns, and confirm the completion of the setup phase.
• Handover: Officially hand over the Notion system to the company, ensuring the primary contact is comfortable with all aspects of managing and maintaining the system.

This outline ensures a comprehensive approach to setting up a Notion system tailored to the company’s needs, with a focus on organization, ease of use, and scalability.