Marketing Project Management System for a performance creative agency
The agency is a performance creative agency specializing in high-converting ad creatives that drive results. The company focuses on:
- Delivering a steady flow of performance-driven creatives for brands
- Managing multiple client campaigns with varying creative formats
- Coordinating production workflows across internal teams and external creators
With rapid growth and increasing client demands, the team needed a centralized system to manage their complex production workflows, client communications, and task automation.
The problem
The agency was struggling with disorganized workflows and an unintuitive CRM system that created chaos across their operations.
Before implementing Notion, the team faced multiple challenges:
- Scattered information across multiple tools with no single source of truth
- No clear visibility into team workload and project timelines
- Inefficient client communication with internal discussions mixed with client-facing information
- Duplicate data entry when updating both internal records and client views
The Solution
A comprehensive project management system with intelligent automations, client portals, and seamless workflow coordination was implemented in Notion.
The system consists of three core interconnected databases:
- Clients: Centralized client information with role assignments (Creative Strategist, Production Coordinator, QC, Graphic Designer, Media Buyer) that automatically populate task assignees
- Ad Sets: Campaign management with format tracking, stage progression, and delivery dates that trigger automated task creation
- Tasks: Comprehensive task management with automated generation based on ad set format and stage, complete with pre-assigned team members and offset due dates
The breakthrough feature is the intelligent task automation system. When team members select an ad format and set the delivery date, Notion automatically generates stage-specific task sets-concept tasks, production tasks, and launch tasks-each assigned to the appropriate team member based on client-specific roles and due on calculated dates relative to the delivery timeline.
To maintain clear separation between internal operations and client collaboration, a one-way sync system was implemented. The internal Ad Sets database serves as the single source of truth, automatically updating a mirrored client-facing database. This ensures clients see real-time progress while keeping internal comments, sensitive fields, and team discussions completely private.
Additional automations streamline daily workflows: marking a task as complete automatically marks all previous tasks in the sequence as done, canceling an ad set cascades cancellation to all related tasks, and task completion triggers the next stage's task set to generate automatically.
Conclusion
The Notion system transformed how the agency manages client work, offering significant improvements in efficiency, clarity, and scalability
Automated Task Generation
Format and stage-based automations create 15+ tasks per ad set with pre-assigned team members and calculated due dates, eliminating hours of manual setup each week
Client Portal System
Dedicated client-facing portals with one-way sync provide real-time visibility into campaign progress while maintaining complete separation of internal discussions
Centralized Workload Visibility
Multiple dashboard views show weekly active tasks, team workload distribution, ad set launches, and productivity metrics in one location
Role-Based Assignment
Client-specific role assignments ensure tasks automatically flow to the right team members, adapting to different client team structures
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