Structuring a Notion space for a communication agency
Data migration and centralized organization: transforming a chaotic Notion space into an efficient structure for a communication agency.
Context and Issues
Balthazar Agency is a solo-driven communication agency that relies on external subcontractors, including a video editor.
The agency was already using Notion, but the workspace had become impractical. All the databases were created inline in the same place, creating complicated navigation. Notion properties were misused, making the organization confusing.
This situation had become really problematic. Finding information in this cluttered space was time-consuming and complicated daily work.
The issue was clear: to transform this chaotic space into a clear organization where each piece of information has its defined place.
Method
We started by analyzing the existing organization of Balthazar Agency to understand how it worked and which pieces of information needed better organization.
The approach was structured around discussions to identify real needs. We analyzed the existing organization to understand how to better structure the Notion space.
We created a new organization where information is better arranged and easier to find.
Systems Deployed
Structured Notion Organization
We completely rebuilt the Notion space by creating separate and organized databases.
Created Structure: Dedicated databases for client projects, companies, contacts, notes, portfolio, resources, and videos. Each database has its specific properties well-configured.
Organized Pages: Central dashboard page, dedicated pages for project management, companies, contacts, notes, portfolio, and resources. Each page contains filtered views to directly access relevant information.
Video Editor Collaboration: A separate database created specifically for sharing with the external video editor, allowing the tracking of video editing progress.
Complete Migration via n8n
We developed an n8n scenario to migrate existing data to the new structured organization. This automated migration preserved all the information by reorganizing it into the new structure.
Business Impacts
Clear Organization
Balthazar Agency now has a Notion space where every piece of information has its designated place. Gone is the clutter: everything is sorted and logically organized.
Fluid Navigation
The agency can now easily navigate its workspace. Filtered views on each page allow direct access to the desired information.
Simplified Collaboration
Sharing with the external video editor is facilitated thanks to the dedicated database that allows for clear tracking of video project progress.
Optimized Use of Notion Properties
Properties are now properly configured and used, making organization more efficient and information more accessible.
Scalable Structured Database
This clear organization prepares the agency for a potential future automation phase. The structured space can easily integrate new tools or connections.
