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The Problem

• Tasks and weekly deliverables were being managed inconsistently and manually, creating duplicates and extra admin work everyday.
• Chris needed a clear manager view that highlights only what matters (incomplete work for the current week), without needing to delete completed tasks.
• The team needed granular access so each person only sees their own tasks, while keeping the master tracker confidential.
• Reminders and assignment notifications needed to be automated across the team.
• KPI tracking had to be role-specific, and charts needed to reflect different KPIs per team member. </aside>

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The Solution

• Cleaned and structured the master Tasks database with practical views for operations and visibility.
• Designed a functional main dashboard for Chris with an "active work" focus (To do + In progress) and a separate way to view Completed.
• Created individual member portals so each guest sees only their tasks.
• Implemented recurring weekly tasks via automations, aligned to a Monday–Friday week, with deadlines set for Friday.
• Set up assignment notifications:
  • In-app and mobile notifications (with guidance to enable Notion mobile notifications).
  • Email notifications by connecting a Gmail account to Notion.
• Added KPI charts and weekly KPI tracking, including member-specific KPIs requested later (for example, Team Member 1 : YouTube metrics, and Team Member 2 : weekly output).
• Updated permissions so team members can edit KPIs (not only comment). </aside>

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The Process

1. Confirmed scope and deliverables:
   • Tasks database cleanup and key views
   • Executive dashboard
   • Granular access setup and guest-only visibility
   • Individual member portals
   • Automations for repeating weekly tasks and reminders
   • KPI charts per team member
2. Collected needed access and team member emails for assignments, permissions, and notifications.
3. Reviewed role-specific KPIs to avoid irrelevant charts for team members who do not track certain metrics.
4. Delivered progress through walkthrough recordings and a written summary to speed up review.
5. Implemented weekly task automations and refined scheduling rules:
   • Week starts Monday
   • Weekly tasks due Friday
   • Weekly feedback tasks scheduled for Friday
6. Shared each portal with the corresponding team member and documented how to find and use the portal.
7. Refined Chris’s dashboard views so incomplete work is the default, while completed work remains available for history.
8. Enabled email notifications by connecting Gmail to Notion once a Gmail account was created. </aside>