Using Notion for your design agency

Updated: 2 days ago

Have you ever felt overwhelmed by the sheer amount of organising that comes with running a business? You are not alone, but the great news is that tools can be a massive help and save you both time and stressful moments.

Today we will talk about Notion, a tool that works like a Wiki for your business. If you are curious of how to add other tools to your arsenal once you have checked out Notion - have a look at our tips for automating your creative business.

The benefit of Notion is that you can create the exact structure you want so you can build a setup that is perfectly tailored to you. This is great if you have a unique workflow or just haven't found another tool that suits you quite yet.

All this freedom can sometimes feel a little intimidating so we decided to show you how we use Notion for our agency so you have a place to start, let's dig in!


  • Workspaces

  • The structure

  • All clients

  • Client home

  • Project home


Notion's main navigation is organised by "workspaces". These can be whatever you want but should be a quick way to find what you need - a nice overview.

Pro tip: Start by thinking of the type of information you need to access day to day and use this as the starting point to create your workspaces.

Here is an example of our workspaces. We run a branding agency so the most important information to access is related to individual projects and what to get done each week. To make sure everyone in our team is on the same page and can all represent the brand in the same way, we also have workspaces describing our company mission and design system.

Since most workspaces will vary a lot depending on your business, we will focus on how to set up and use the "All Clients" workspace. This is where we keep everything you might need when you sit down to work on a project. Having everything organised means you can have a bigger team without chaos.

The structure

To make sure the setup is easy to follow, we thought we could start by showing what you see when you open up the 'All Clients' workspace.

Notion allows you to create pages within pages (nesting content) which means we start by having a clear overview page of all our clients that then link to individual clients and their projects.

It is a little inception-esk but bear with me, it will all make sense very soon. The structure is therefore:

Here is an example of what the first page in the workspace can look like. We have created three headings: Active clients, past clients and leads. By keeping active clients at the top, it is easy to find what you need day to day and you can still keep track of older information. Each of the clients have been made in to its own page which is where we will go next.

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We are now inside one of the client pages. Here, you get an overview of all the important client information, like the contact person and a list of the projects you have done/are working on for that client. This section can work as a way to brief new team members on what the client's values are and how to get in touch.

We suggest creating a separate page for each project (even if you just have one project so far) because this is where we go in to a lot more detail.

Lastly we have arrived at the project page.

This is where you will find all the information you need to actually work on the project.

In the Key info area you will find things like the brief as an attachment and the timeline for the project. On the right, you have links to all the important external places where you can find files, mood boards, mockups or wireframes. This way, anything you need for the project is neatly organised in one place and all you have to do is to click the link rather than log in to each platform and look for it.

Lastly we have the stages and feedback. This area is hugely helpful for keeping track of what has happened in meetings and to add thoughts and ideas in the ideation phase.

As an example, our stages are "on-boarding, discovery, research, concepts, delivery & support". By using the toggle function in Notion, it is easy to add any information we find useful, like Invision links for the mood board, a meeting summary pdf attachment to the concepts and a signed retainer document in the support tab and still have a clear overview when we close each toggle.

This is just one simple way to use Notion but we hope that it sparked some inspiration for you to try it on your own.

If these tips got you excited about helpful tools, check out our tips to use Kayla to collect files on time from clients - no more scope creep, ever!