Agency · Knowledge Management
Agency Notion Project Portfolio
A growing agency had projects scattered across Asana, Slack threads, a shared drive, and individual heads. I consolidated everything into a single Notion workspace — a project portfolio with timeline views, task rollups, and client-specific galleries that became the agency's command centre.
Project portfolio · timeline, tasks, and client gallery in one workspace
Inside the workspace
- Quick actions menuOne-click access to new task, today's task list, and new project — friction kept to a minimum.
- Timeline viewEvery active project on a single Gantt with percentage complete and current phase, so leadership can see commitments at a glance.
- Client galleryBranded client cards with linked workspaces — five active clients all visible in one place.
- Task databaseFiltered views by phase, due date, and status — with frequency tags (one-off vs. recurring) so the team can scan their week.
- Multiple views, one databaseKanban, Gallery, Timeline, and In-Progress views all driven by the same underlying data.
Outcome
The team stopped jumping between four tools. Notion became the canonical layer. Weekly leadership reviews moved from "spreadsheet prep" to "let's open the timeline."
The toolchain
NotionSlackGoogle Drive
Outcome
1
Source of truth
Replaced four scattered tools.
5+
Active clients
Visible in a single workspace.
1 template
New client setup
Duplicates the full structure.