How Balthazar Agency restructured its Notion workspace for a smooth management of its creative projects.
From a scattered space to a clear organization: complete restructuring of the workspace with automated migration via n8n
Balthazar Agency, a communication agency specialized in the food industry in Normandy since 2016, had an existing but non-functional Notion workspace. Thanks to a complete restructuring with automated migration through n8n, the agency regained a clear organization and smooth navigation, eliminating administrative time loss.
Context & Issues
Balthazar Agency provides comprehensive communication services for the food industry: photography, social media strategy, website creation, visual identity, and branding. The agency has been supporting brands that prioritize quality, aesthetics, and craftsmanship since 2016 in Normandy.
The director already had a Notion space, but it had become unusable. Confusing organization, scattered data, impossible navigation. The existing space no longer matched the agency's real processes and generated more friction than efficiency.
With multiple simultaneous client projects requiring precise tracking, the team was wasting time searching for information and risking oversights in following up on creative projects.
Method
After a complete audit of the existing processes of Balthazar Agency, we developed a structured approach in several phases. We first analyzed the agency's roles and their specific workflows to identify actual organizational needs.
This analysis allowed us to design an optimal data architecture in Notion tailored to creative and commercial activities. We then created an intuitive user interface organized around the team's daily needs.
The approach prioritized ease of use while maintaining complete traceability of client projects and facilitating collaboration with external partners.
Deployed Systems
The deployed technical architecture is based on a restructured Notion workspace that centralizes all the agency's activities.
We created an ecosystem of interconnected databases: client projects, companies, contacts, notes, portfolio, resources, and videos. Each database has specific properties configured for the agency's business needs.
Optimized page organization: central dashboard, project management, company management, contact directory, note system, structured portfolio, and resource library. Each page contains filtered views allowing direct access to relevant information according to the context.
Dedicated database for collaboration with the external video editor, allowing real-time progress tracking without friction.
Automated migration of data from the old workspace to the new one via n8n, ensuring the preservation of history and the integrity of existing information.
Impact Business
The restructuring implemented has generated immediate operational benefits for Balthazar Agency. A clear organization replacing the confusion of the old system. Smooth navigation allowing direct access to project information.
Collaboration facilitated with external partners thanks to dedicated spaces. Technical space prepared for future phases of automation.
Gains in serenity and peace of mind for the team, which can now focus on creativity rather than the search for information. The system eliminates the risks of data loss and ensures complete traceability of creative projects.
Clément quickly understood my needs through his experience. He made me feel confident right away. He proposed a Notion project tailored to my needs. He was very quick, and the service is top-notch! I highly recommend!
– Romane Director
