The Problem
- The client had an existing Notion content dashboard that had been built by another freelancer, but it had become messy, confusing, duplicated, and not usable day-to-day.
- Updates in one “channel page” were unintentionally affecting other pages because everything was using the same underlying database (so edits were “leaking” across channels).
- The client wanted a clear end-to-end workflow across multiple platforms (Instagram, YouTube, Email, etc.) with an easy way to track stages like idea → script → record → edit → schedule → publish, plus ownership and performance tracking.
- The old workspace structure also created practical issues: visibility/access problems, a missing or hard-to-find content calendar, and UI constraints like platform icons stacking in board/gallery views.
The Solution
- Rebuilt the dashboard into a clean, central Brand HQ that the client can actually use every day, without risking damage to the previous (messy) inline-dashboard setup.
- Restructured the workspace by creating a new Teamspace for the “official” HQ and archiving the old HQ, then fixing permissions by adding the client as an Owner so the new HQ was visible.
- Restored and repositioned key navigation elements like the Content Calendar, ensuring it was not deleted and was accessible in the new structure.
- Standardized the content workflow and views so content can move through stages clearly, while keeping databases and relations logical (simple, not over-engineered).
- Cleaned up the databases by removing unnecessary templates and standardizing how content items are created.
- Implemented practical workarounds where Notion has limitations:
- Icons can display side-by-side in Table view but will stack in Board/Gallery, so the dashboard uses the most appropriate view for the desired layout.
- Platform “logo-only” selections require a separate database and a naming workaround (e.g., using a space) because Notion pages cannot be unnamed.
- Added / standardized the process checklist so it is available per content item (and can be embedded consistently without relying on a separate “checklist database” structure that causes issues).
- Added an EOD reporting system as a dedicated database with daily tasks and notifications, so the assigned person gets a reminder and the client gets a completion history.
The Process
- Audit + scope confirmation
- Reviewed the client’s Loom walkthrough to understand exactly what was broken and what “done” needed to look like.
- Confirmed timeline, estimated effort (1–2 hours initially), and clarified constraints and tradeoffs (database separation, icon limitations).
- Plan to salvage without breaking existing structure
- Decided to rebuild a clean HQ in parallel rather than patching the messy structure.
- Rebuild the HQ (structure + navigation)
- Created the new Brand HQ as a Teamspace and archived the old HQ.
- Moved/relocated key assets (like the Content Calendar) into the new HQ, then ensured it was discoverable in the menu.
- Workflow + views setup
- Separated the system into clearer data structures (e.g., separating YouTube vs Socials into separate databases when needed) to stop cross-channel side effects.
- Set up the core stages (idea → script → record → edit → schedule → published) and adjusted view layout choices to match what the client wanted to see (and what Notion supports).
- Built the key operational views (e.g., views filtered by Owner, and views for the Video Editor / Thumbnail workflow) so each person sees only what matters.
- Configured sorting so “Ready to edit” is ordered by the publishing timeline (Post Date ascending).
- Optimized dashboard ordering (e.g., prioritizing “Awaiting approval” above scheduled items where action is needed).
- Configured view item limits and used list views when space and consistency mattered.
- UI fixes + Notion limitations management
- Investigated and explained the icon stacking behavior across view types, then implemented the best compromise.
- Created the Social “icons database” workaround (including an “empty name” workaround using a space) to display platform logos.
- Updated social channel icons (including two Instagram accounts) and ensured new items inherit the right icon by default.
- Client enablement (videos + mini SOP)
- Delivered Loom/Drive walkthroughs showing what changed, why it changed, and how to reorganize properties in database page layouts.
- Implemented and validated notifications based on statuses so the right person gets pinged at the right time (e.g., “Revision Required” → Video Editor, “Ready to edit” → Video Editor, “Awaiting approval” → Owner).
- Provided guidance to troubleshoot common issues (e.g., calendar “Show calendar by” needing to point to the correct date property).
- Clarified funnel/pipeline structure options (single pipeline logic with separate views vs fully separate pipelines), and aligned to the simplest workable structure.
- Add-ons and refinements
- Implemented the EOD daily reporting database with reminders/notifications and recorded a walkthrough of how it works.
- Continued iterative improvements based on client Loom feedback until the system was stable and usable.
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