From the Humanswith.ai archive

Notion

Case data Promotion features From hypothesis to LP creation ROI and key indicators Notion: Centralisation, Transparency, and Zero Stress All project information in a single workspace Website: https://humanswith.ai Industry: Digital Transformation / Business Process Automation Location: Moscow Region: Russia Budget: 450

Preserved from an earlier website era Case study August 11, 2025

Case data
Promotion features
From hypothesis to LP creation
ROI and key indicators

Notion: Centralisation, Transparency, and Zero Stress

All project information in a single workspace

Website:

https://humanswith.ai

Industry:

Digital Transformation / Business Process Automation

Location:

Moscow

Region:

Russia

Budget:

450,000 RUB

Project Start:

2022

Result:

60% reduction in onboarding time

Result:

2x time savings on task delegation

Result:

24/7 team work transparency

Result:

A single unified workspace instead of 18 separate boards

Building a Unified, Transparent, and Scalable Work System

Consolidate all projects into a single system

Automate reporting and task tracking

Implement a transparent workload management system

Accelerate onboarding for new employees

Create a personal client portal

Standardise workflows and processes

Key Challenges During Implementation

Running parallel systems during transition

Team had to duplicate work in both Notion and legacy tools.

Team resistance to change management

Some employees were skeptical about switching to new tools.

Process standardisation from scratch

Need to create unified standards and work templates.

Low system knowledge levels

Most employees didn't know how to work effectively in Notion.

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Этапы работы команды для достижения результатов

Stage 1. Analysing Current Issues and Setting Goals
- Identified pain points:
  - 18 Trello boards + 250+ Evernote pages → chaos and inefficiency
  - No project-to-project synchronisation
  - No visibility into team workload
  - Lengthy onboarding process (2.5 months)
- Defined 6 key objectives:
  - Migrate all data into a single centralised database
  - Automate reporting
  - Implement transparent workload tracking
  - Accelerate employee onboarding
  - Create a personal client portal
  - Standardise core processes
Stage 2. Selecting the Tool and Implementation Strategy
- Why Notion?
  - Flexibility (databases, templates, integrations)
  - A single workspace for tasks, wiki, and reporting
  - Customisable to suit both GTD and Agile methodologies
- Implementation Strategy:
  - Gradual migration (phased transition without abrupt abandonment of legacy tools)
  - Running Trello and Notion in parallel during the initial phase
Stage 3. Building the Structure in Notion
Step 1. Creating the Hierarchy
- 3-level structure: Clients → Projects → Tasks (Epic/Task)
- Templates for new projects (time-saving and consistent setup)
Step 2. Developing GTD Dashboards for Team Members
- Task filtering by:
  - Day/week
  - Priority/urgency
  - Overdue deadlines
  - Meeting calendar
- Implementation of productivity principles:
  - Getting Things Done (clearing mental clutter and improving focus)
  - Inbox Zero (reducing distractions and maintaining a clear workflow)
Step 3. Automating Reporting
- Management dashboards featuring:
  - Time tracking across tasks
  - Workload forecasting
  - Automated departmental reports
Step 4. Creating a Personal Client Portal
- Secure client access to:
  - Progress reports
  - Payment schedules
  - Project documentation
Stage 4. Team Training and Adaptation
- Challenges:
  - Resistance to change
  - Double workload (managing tasks in both Trello and Notion)
  - Lack of understanding of GTD methodology
- Solutions:
  - Internal workshops and hands-on training sessions
  - Ready-to-use templates and step-by-step guides
  - Gradual phasing out of legacy tools
Stage 5. Launch and Optimisation
- Full transition to Notion completed within 2 months
- System refinements based on team feedback:
  - Simplified navigation
  - Added in-app guidance and tooltips
  - Configured custom permission levels and access rights

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Results of the Transition to Notion

Within three months, we replaced 18 separate boards and over 250 pages with a single, unified Notion system. The result: significantly less chaos, greater transparency, and a doubling of team efficiency. Key Outcomes

60% onboarding time

New employee adaptation reduced from 2.5 to 1 month

2x time savings

Automated reporting and task delegation doubled productivity

24/7 transparency

Complete process and team workload visibility in real-time

Unified workspace

All tools consolidated into one workspace instead of 18 separate ones