Using Notion for your design agency

Updated: Mar 14

Notion is a an online tool that can work as a company Wiki, planner or pretty much whatever you like. 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.

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. Notion's main navigation is organised by "workspaces". These can be anything but we have used the following to organise our business:

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

  • All clients

  • Client home

  • Project home

The structure

To make sure the setup is easy to follow, we thought we could start by showing how we have structured our workspace. Notion allows you to create pages within pages (nesting content) which means we start by having a clear overview of all our clients and can then dig deeper by creating a separate page for each client and a page for each of that clients projects within that. 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.

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 the 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 to use it is to click the link rather than log in to the 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 the 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 you have any tips you would like to share or would like to ask us any questions directly, please join our lovely Facebook community. See you there!

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