The Problem
Sabina was running everything from a single Projects database.
This created three day-to-day issues:
- No clear way to see what needed attention today (important vs. pending).
- No dedicated system to manage tasks (ownership, deadlines, completion tracking).
- No structured way to capture and connect meeting notes to projects.
The Solution
I rebuilt the setup into a clean, scalable project delivery system with separate but connected databases:
- A Projects database focused on project-level outcomes and status.
- A Tasks database with a completion checkbox, deadlines, and reminders, related back to projects.
- A Meetings database for meeting notes, also related back to projects.
On top of that, I added practical views, templates, and dashboards so Sabina can instantly see:
- What is urgent and pending.
- Progress for each project.
- The latest meetings and their summaries.
The Process
- Structured the workspace data model
- Separated "projects", "tasks", and "meetings" into dedicated databases.
- Added relations so every task and meeting is linked to the right project.
- Built task management (execution layer)
- Created the Tasks database with a completion checkbox.
- Added deadline reminders set for 2 days before due date.
- Added a tasks progress indicator per project (progress bar).
- Built meeting capture (communication layer)
- Created the Meetings database and linked it to Projects.
- Sorted meetings by latest so the most recent is always on top.
- Surfaced meeting note summaries back into the related project.
- Improved visibility with views
- Merged completed projects into the main Projects database (single source of truth).
- Added a Completed Projects view filtered by Status = Done.
- Added a Priority view with grouping and conditional colors based on priority.
- Standardized the workflow with templates
- Created a template for each project (consistent structure, quick start) so that every project comes with its own tasks view, notes view and project details.
- Created a template for each meeting note (agenda, notes, action items).
- Clean-up + handoff recommendations
- Recorded a walkthrough screen video so Sabina can use the system confidently and ask follow-up questions.
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