Notion is where we carry out all our internal organisation as well the organisation of our projects.
We differentiate between two pages for this: “Team home” and “Projects”
In “Team Home” we document everything that is related to team member management, as well as all the resources that will be useful for our day-to-day studio life.
In “Projects” you can find all archived projects as well as a list of ongoing projects. This allows us to have all projects documented and all necessary resources for a project centralised in one place.
Every project has its own page. We consider these pages important and we follow a template so that all projects have the same format and the correct information saved. This way any member of the team can access the project page easily. The client also has complete access to all of the content related to their project.
Our projects contain:
- Deadlines − starting and finishing date for each project.
- Roadmap section – this section contains three areas:
1. The initial more visual and generic roadmap that was included in the proposal.
2. A page containing the roadmap of the detailed project separated in weekly sprints. This is a much more detailed roadmap in which we specify dates and deliverables to the client.
3. A page containing a panel or Kanban of epics and goals for the project as well as the key tasks needed to achieve them. It’s especially important for two reasons: we use it for the review of projects in the weekly studio planning meeting and it’s the work panel that we use to replace previous management tools, like Asana. The whole team can track tasks, add their status, update them and filter them with all kinds of criteria.
Here we create a page for each task or service that is going to be dealt with during the project. The template has a maximum number of cases: research, product definition, design system, design, branding and data.
Within each one of these pages, you can find subpages, which is the case for “Data”, where we have a measurement plan, a tagging guide, workflow and its own Kanban of tasks.
Contains the name of the existing project-related Slack channels (internal channels and those shared with the client and/or partners). It also contains a table with all means of communication, which can be different depending on the client. Dailies, weeklies, sprint reviews, etc., as well as their goal, periodicity and duration.
Each meeting that takes place during the project is documented so that we can consult anything that was discussed whenever we might need to. Meetings are documented following a pre-set template which gathers all the crucial bits of information to ensure good documentation. Depending on how the meeting unfolds, more information can be added.
The advantages of documenting every project directly impacts our productivity:
- It allows us to concentrate all the relevant information about projects in one place, which is then available to all team members.
- It allows us to establish a record of progress and development. This reduces the impact of any possible changes to the members of our team and that of the client, limiting any issues resulting from team member changes or absences.
- It means our client can constantly view our work.
Having all projects follow this structure in Notion allows us to have all processes clearly documented, and keep all necessary resources for a project available and in the same place.
In a nutshell, these are the templates that we use: