My Work Process
My Work Process

My Work Process

Why This Process Matters

This structured approach ensures that every Notion workspace I build is sustainable, scalable, and actually used. It prevents common pitfalls like:
  • Over-engineering: Building complex systems that look impressive but don't match how people actually work.
  • Permission chaos: Giving everyone access to everything, or accidentally locking people out of what they need.
  • Automation without foundation: Adding automations before the core database structure is solid, leading to duplicates and confusion.
  • No adoption: Delivering a system without clear instructions or training, so it sits unused.
By following these steps in order, I make sure the system solves real problems, fits the team's workflow, and remains manageable long-term.
  1. Scope + success criteria
      • Confirm what "done" looks like.
      • List deliverables (databases, dashboards, automations, permissions, reporting).
      • Define constraints early (guest access limits, integrations available, plan requirements).
  1. Audit what exists
      • Identify the "source of truth" database(s).
      • List current pain points: duplication, manual work, unclear ownership, missing visibility.
      • Decide what stays, what gets simplified, what gets rebuilt.
  1. Architecture + permissions design
      • Define roles (Owner, team members, guests).
      • Define what each role can see and edit.
      • Decide what must stay private (master database) vs what gets shared (portals).
  1. Build the core system
      • Clean/standardize the main database(s): properties, statuses, naming, views.
      • Create the essential "operations views" first (Active, Due this week, Completed, etc.).
  1. Build user experiences (dashboards + portals)
      • Owner dashboard: focuses on priorities and exceptions (incomplete, overdue, key metrics).
      • Member / Client portals: each person sees only their tasks and instructions.
  1. Automate the recurring work
      • Convert repeating workflows into automations (weekly tasks, recurring check-ins).
      • Define scheduling rules (week start, due dates, deadlines).
      • Add safeguards to avoid duplicates during transition (and a cleanup approach for old manual tasks).
  1. Notifications + integrations
      • Decide notification channels (in-app, mobile, email).
      • Validate integration requirements (for example: Gmail or Slack connection for email automation).
      • Document what users must enable (mobile notifications, where to find shared portals).
  1. Reporting / KPIs
      • Define KPIs per role so charts are meaningful.
      • Build charts/dashboards that show trends over time, not just totals.
      • Confirm who edits KPI data and set permissions accordingly.
  1. Handoff + training
      • Provide a walkthrough video or written "How to use this" guide.
      • Provide a "rules of the system" section (example: do not delete completed tasks daily, use views).
  1. Revision loop + stabilization
      • Review feedback after real usage.
      • Fix edge cases (duplicates, filters, missing views).
      • Apply revision rounds in a controlled way ("up to 3 revisions" policy).