Notion Consultant & Expert to Elevate Our Intranet and Workflow

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

Job Requirements

Job Description

About Us:
We’re a fast-growing short-term rental property management company seeking a Notion expert who can transform our internal wiki and workflow processes.  We rely heavily on Airtable as our single source of truth for data, and Notion serves as our operational backbone for processes and documentation.

We’re looking for a collaborator who can:

• Solve the Immediate: Quickly address smaller Notion questions and tasks.
• Design the Future: Strategically restructure our entire Notion workspace to optimize for our teams and departments.
• Enhance Workflow: Create user-friendly templates, forms, and automations (e.g., Zapier, Make) for seamless efficiency.

Ideal Candidate:

• Proven Notion Expertise: Deep understanding of Notion’s structure, databases, and functionalities.
• Process-Driven Mindset: Excels at turning complex workflows into clear Notion structures.
• Automation Enthusiast: Experience with Zapier, Make, and other tools to connect systems.
• Collaborative Approach: Works effectively with our team to understand and refine our needs.

This is an ongoing project-based role with the initial focus on workspace reshaping and evolving into further improvement projects.

Notion Consulting Action Plan

For a consultant working on this project, the tasks can be categorized into three main phases: Assessment, Implementation, and Review & Refinement. Here is a detailed outline of tasks for each phase:

Phase 1: Assessment

1. Initial Consultation
   • Meet with key stakeholders to understand their vision, pain points, and specific goals for the Notion workspace and workflows.
   • Review the current Notion setup and how it’s utilized within the organization.
   • Analyze the integration and data flow between Airtable and Notion.
2. Requirements Gathering
   • Conduct interviews with various department heads and team members to understand their specific needs, challenges, and expectations from Notion.
   • Document current workflows, processes, and the structure of data stored in Notion and Airtable.
3. Workspace Audit
   • Perform a comprehensive review of the existing Notion workspace, including databases, pages, templates, and permissions.
   • Identify immediate issues such as broken links, outdated content, or inefficient structures.
4. Strategy Development
   • Based on the assessment, develop a strategic plan to restructure the Notion workspace. This plan should prioritize quick wins and address long-term structural changes.
   • Outline the proposed changes to databases, templates, and workflows.
   • Propose a plan for integrating Notion more effectively with Airtable and other tools using automations.

Phase 2: Implementation

1. Quick Fixes
   • Address immediate small tasks and questions to enhance the current Notion experience.
   • Implement minor changes that bring instant improvements to the workspace.
2. Workspace Restructuring
   • Develop a new hierarchical structure for the Notion workspace that aligns with the company’s departments and teams.
   • Create or reorganize databases to ensure they serve as effective tools for information management and workflow processes.
3. Template and Form Creation
   • Design user-friendly templates for common documents, project plans, and reports.
   • Create forms within Notion or using third-party tools for data entry that can be integrated seamlessly into Notion pages.
4. Automation and Integration
   • Set up automations using Zapier, Make, or native Notion integrations to streamline data flow between Notion, Airtable, and other tools.
   • Automate repetitive tasks and notifications to enhance team productivity.
5. Training and Documentation
   • Develop comprehensive guides and tutorials for the team on using the new Notion workspace effectively.
   • Conduct training sessions to walk teams through the changes, new features, and best practices for using Notion.

Phase 3: Review & Refinement

1. Feedback Collection
   • Gather feedback from the team on the new workspace setup, templates, and automations.
   • Conduct follow-up meetings to understand any challenges or additional needs.
2. Performance Monitoring
   • Monitor the usage and performance of the new Notion structures and automations.
   • Analyze metrics to understand adoption rates and areas for improvement.
3. Iterative Improvements
   • Based on feedback and performance data, make iterative adjustments to the Notion workspace, templates, and processes.
   • Continuously look for opportunities to optimize workflows and the use of Notion within the organization.
4. Ongoing Support
   • Provide ongoing support for Notion-related queries and challenges.
   • Stay updated with Notion updates and new features that could benefit the organization, and implement them as necessary.

This outline ensures that the consultant covers all necessary aspects of transforming the Notion workspace and workflows to meet the organization’s evolving needs.