How Notion transformed our Project Management

In our small company, which is dedicated to developing content and event strategies to create technology communities, from day one we faced a challenge: maintaining control and efficiency in projects with limited resources. After trying several management tools, we came across Notion, a platform that completely changed the way we organize and manage our work, and in case it is useful to you, we want to share it with you.

The challenge: multiple projects and scattered tools

As a small team, our workload includes several simultaneous projects, each with its own needs and timelines. For a while, we tried to handle everything with Trello, Google Drive, and Slack. Although each tool was useful in its own right, the disconnection between them made management cumbersome. We needed a unified solution, and Notion was the answer.

Our first contact with Notion

We got to know the platform in the most unexpected way: in an interview with a client who boasted of business transparency and was already a medium to large company that had everything IN NOTION! and public so that all employees could see “what all the departments were up to.” We were surprised by the complexity that the tool could have, so we jumped in.

Step by step

We decided that, with a kaizen approach, we would explore Notion, and we were surprised by its flexibility. We were faced with a blank platform that could be adapted to our needs, but we were also intimidated by the number of possibilities. However, with a little time and experimentation, we managed to structure a system that transformed our way of working. And we don’t need everything it offers yet, but everything we need is there.

Why we chose Notion

After a trial period, we decided to migrate our entire management system to Notion for several key reasons:

1. Centralization of information: All documentation, tasks, and internal communication are concentrated in one place.
2. Customization: Each project can be configured uniquely, adapting to its specific requirements.
3. Scalability: As our team grows, Notion evolves with us, allowing us to integrate new functionalities without complications.

A practical case: coordination of a complex project

One of our most challenging projects so far was the GEN AI Summit, which required the collaboration of multiple teams in different phases. Thanks to Notion, we created a board where each member and team had a clear view of their tasks, while the project leaders could monitor the overall progress. This transparency and ease of access to information allows us to meet deadlines without sacrificing quality.

Tips for starting with Notion

If you are considering implementing Notion in your company, here are some tips that may help you:

1. Start with templates: Take advantage of the pre-designed templates to quickly familiarize yourself with the platform.
2. Iterate on the fly: Don’t be afraid to adjust and improve your system as you use it.
3. Involve your team: Adoption will be more successful if everyone participates in the creation and improvement of workspaces.
4. Watch YouTube videos… there are thousands of accounts that explain the different functions of the tool step by step.

Do you want to try it?

If our experience has inspired you, we invite you to try Notion. You can register through this link and discover how it can improve your workflow. By doing so, you will be supporting our content and helping us to continue sharing this type of useful experience.

And if you want to train your employees in practical tools to optimize their jobs, be more efficient with artificial intelligence, and thus improve the work environment and mental health, do not hesitate to consult the customized training from My Tech Plan.