Organization of space in Notion

Project Goal:

Create a centralized, intuitive, and manageable environment in Notion that structures the work of all company departments, ensures process transparency, and maintains logical connections between the service, sales, and management. The main document storage is Google Drive, with Notion used as a unified interface.

🔧 Project Stages

I. Building the Space Architecture

Create a workspace in Notion with the following sections:

1. Home / Main Page

• News, internal announcements

• Feedback collection

• Quick links to regulations and instructions

• Administrator contacts

2. Sales Office

• Sales goals, plans

• Links to presentations, price lists, PDF documents (Google Drive)

• Knowledge base: scripts, FAQ, objection handling

• Query log from service to sales

3. Marketing Office

• Content plan and visual calendar

• Links to brand book, templates, logos (Google Drive)

• Project management (tables/Kanban)

• Marketing activity calendar

4. Service Office

• Technical knowledge base: instructions, checklists

• Links to technical documents and guides (Google Drive)

• Training materials and video guides

• Support team contacts

5. HR / Onboarding / People

• Instructions for new employees

• Guides for working with Notion and Google Drive

• Company policies, video tutorials

• Adaptation checklists

6. General Projects and Tasks

• Interdepartmental projects

• Kanban board (filtered by department, status, deadlines)

• Responsible persons and deadlines

II. Transfer and Content Filling

• Transfer existing files, instructions, presentations, videos, and other materials from Google Drive to the appropriate sections in Notion.

• Configure embed preview (document preview) where possible.

• Insert links, format blocks, visually adapt to department needs.

• Create basic templates (e.g., content plan template, onboarding template).

• Coordinate content filling

III. Integration with Google Drive

• Embed links to necessary Google Drive folders and files

• Configure embedded preview (Embed view)

• Check access via corporate Google Workspace

• Ensure compatibility between Google and Notion access rights

IV. Roles and Access

• 2 administrators: client and their assistant

• Editors: department heads

• Viewers: department employees

Permission settings:

• Where commenting and editing are allowed

• Who updates data in each section

• Control over information relevance

V. Task Management

• Use of built-in Notion task system (To-do / Kanban / Timeline)

• Delegation, setting deadlines, assigning responsible persons

• Link tasks to projects, documents, and departments

• Visualize progress and statuses

💼 Requirements for the Specialist

• Experience organizing workspaces in Notion

• Proficiency with Google Workspace (Drive, Docs, Sheets, access rights)

• Understanding of corporate department logic

• Skills in structuring knowledge and visual packaging

• Willingness to work step-by-step and communicate with the client

🎯 Access and Licenses

• 2 paid Notion licenses (administrator role — client and assistant)

• Other employees — via free Viewer/Comment/Guest roles