The Problem
- Tasks and weekly deliverables were being managed inconsistently and manually, creating duplicates and extra admin work everyday.
- Chris needed a clear manager view that highlights only what matters (incomplete work for the current week), without needing to delete completed tasks.
- The team needed granular access so each person only sees their own tasks, while keeping the master tracker confidential.
- Reminders and assignment notifications needed to be automated across the team.
- KPI tracking had to be role-specific, and charts needed to reflect different KPIs per team member.
The Solution
- Cleaned and structured the master Tasks database with practical views for operations and visibility.
- Designed a functional main dashboard for Chris with an "active work" focus (To do + In progress) and a separate way to view Completed.
- Created individual member portals so each guest sees only their tasks.
- Implemented recurring weekly tasks via automations, aligned to a Monday–Friday week, with deadlines set for Friday.
- Set up assignment notifications:
- In-app and mobile notifications (with guidance to enable Notion mobile notifications).
- Email notifications by connecting a Gmail account to Notion.
- Added KPI charts and weekly KPI tracking, including member-specific KPIs requested later (for example, Team Member 1 : YouTube metrics, and Team Member 2 : weekly output).
- Updated permissions so team members can edit KPIs (not only comment).
The Process
- Confirmed scope and deliverables:
- Tasks database cleanup and key views
- Executive dashboard
- Granular access setup and guest-only visibility
- Individual member portals
- Automations for repeating weekly tasks and reminders
- KPI charts per team member
- Collected needed access and team member emails for assignments, permissions, and notifications.
- Reviewed role-specific KPIs to avoid irrelevant charts for team members who do not track certain metrics.
- Delivered progress through walkthrough recordings and a written summary to speed up review.
- Implemented weekly task automations and refined scheduling rules:
- Week starts Monday
- Weekly tasks due Friday
- Weekly feedback tasks scheduled for Friday
- Shared each portal with the corresponding team member and documented how to find and use the portal.
- Refined Chris’s dashboard views so incomplete work is the default, while completed work remains available for history.
- Enabled email notifications by connecting Gmail to Notion once a Gmail account was created.
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