How I Use Notion To Run My Business

Running a business requires juggling multiple tasks, from managing client relationships to tracking budgets and keeping tabs on hours worked. Over the years, I’ve experimented with various tools to streamline these processes, but one platform has become the hub of it all: Notion. Today, I want to share how I use Notion to run my business, covering everything from CRM to budget management and tracking client hours.

 What Is Notion?

For those who haven’t yet discovered Notion, it’s a versatile productivity tool designed to help individuals and teams organize their work. It’s often described as an “all-in-one workspace” because it combines the functionality of a task manager, note-taking app, database, and much more. You can customize it to suit your business needs, which is exactly what I’ve done.

 My CRM in Notion

One of the most critical parts of running any business is maintaining a good relationship with clients. I’ve set up my CRM in Notion, and the flexibility it offers is unparalleled. I can track client details, project stages, communication history, and deadlines all in one place.

My CRM dashboard includes:

– Client Details: Contact information, notes from meetings, and project details.

– Project Stages: Each client’s project is broken down into stages (in progress, on hold, completed), making it easy to see where everything stands at a glance.

– Tasks and Deadlines: I can quickly assign tasks to different projects and ensure nothing slips through the cracks.

What’s great about Notion is that everything is interconnected. I can link a client’s page to a specific project, a list of tasks, and even attach meeting notes. This makes navigating between different parts of my workflow seamless.

 Budget Management

Notion also serves as my go-to tool for managing my budget. I’ve set up a custom budget tracker that helps me monitor expenses, income, and overall cash flow for the business.

Here’s how I do it:

– Income Tracker: I log every payment received, including recurring payments for long-term projects.

– Expense Tracker: Every business-related expense, from software subscriptions to paying my team, gets logged here.

– Financial Forecasting: I use formulas in Notion to calculate profit margins and project future cash flow, allowing me to make informed decisions.

Notion’s database feature is incredibly powerful for this, as it lets me filter and sort transactions, view totals at a glance, and even create custom reports when needed.

 Tracking Client Hours

Tracking billable hours is essential when you’re providing services, and Notion makes this process easy. I’ve built a time tracking database where I log all hours worked for each client.

Here’s how I track hours:

– Project Name: I associate hours with specific projects so I know exactly how much time I’ve spent on each.

– Date and Time: I log the exact date and duration of each work session.

– Task Description: A short note on what was done during that time block.

– Total Hours: With a few simple formulas, Notion automatically tallies up total hours worked per client.

At the end of each month, I can generate reports to bill clients or simply analyze where the most time is being spent.

 Other Ways I Use Notion

Beyond managing clients, budgets, and time tracking, I use Notion for a host of other business tasks, including:

– Content Calendar: Plan out blog posts, newsletters, and social media updates.

– Team Collaboration: Assign tasks to my team and keep track of their progress.

– Knowledge Base: Store business documents, SOPs (Standard Operating Procedures), and other important information for easy reference.

 Why Notion Works for My Business

The biggest advantage of using Notion is how customizable it is. I can build templates that fit exactly what I need, without being constrained by rigid, pre-built software. It’s my all-in-one solution for running my business, and since everything lives in the same workspace, I don’t need to constantly switch between apps to get things done.

If you’re looking for a flexible, customizable tool to manage your business, I highly recommend giving Notion a try. Whether you’re tracking client relationships, managing budgets, or logging hours, Notion’s capabilities can be tailored to meet your needs.

In short, Notion has been a game-changer for me, allowing me to streamline processes and focus on what matters most: growing my business. If you haven’t yet, it might just be time to make Notion the heart of your business too.