Notion for multi-client workflow organization

Where are my master multitaskers? If you’re anything like me, you’re doing a little bit of everything (video, social media, content creation, editing, PR, media outreach, project management …) and loving it. But also going a little crazy. 

How do you organize your days and weeks, and the workflows for multiple clients? I’m a lifelong listmaker so what’s working for me right now is using the Task List function in Notion in an unorthodox way

Notion is an organizational tool that’s infinitely customizable. People use it not just for workflow organization, but also as a personal journal, to track workouts and health stats, to plan vacations, and much more. Here’s what my Dashboard (think of it as a homepage) looks like:

So what you see here are three columns. The left column is for task and idea organization, the middle column has a page for each client I work with (each page expands into task lists, goals, brand description, brand pillars, etc.), and the right column just has one thing right now—my contact lists for various campaigns.

Up until recently I was using the Master Calendar function to schedule everything that needed to be posted, such as blogs, Pinterest pins, social media posts and reels, and newsletters. My Master Calendar looks like this:

Each client has initials to identify them, followed by the posting need on the date it must go live. A red tag means it needs to be done or was pivoted away from (that way I know I can reuse that idea later). Green means it’s ding dang DONE. I like the system, but I still wanted a to-do list to jot down what needs to be done but also ideas and inspirations that come up for me. that’s how I like to work. Here’s a typical Alli Marshall to-do list:

It works! And it’s SO satisfying to cross stuff off. BUT this analog method has plenty of drawbacks. For example, see where it says “NewSong record reel”? That was a social post I was creating and it had a lot of moving parts. Still images, video, audio, and an extensive caption. I couldn’t organize those things with pen and paper because I needed them to be on my desktop so I could pull them into my Canva program where I created the reel.

So I created a new system in Notion to address this. See, notion already had a Task List function. It looks like this:

Straightforward, right? I even tried replacing my pen and paper to-do list with this digital version. But what DIDN’T work for me was the columns. All of my to-dos are To Do, unless they’re done. In which case I don’t need a column for them because: DONE. But I did need a to-do list for EACH CLIENT, all conveniently housed in one tidy document. So this is how I reworked Notion’s Task List:

What you’re seeing here is a list for each client, and each item expands to hold text, images, ideas, meeting notes, screen shots … whatever I need! It’s a big fat multipurpose multi-client multitasking to-do list extravaganza. And I imagine it will evolve. Just posting about it here has got me thinking about renaming it (perhaps: My Big Fat Multipurpose Multi-client Multitasking To-Do List Extravaganza).

As I learn more about Notion and how it helps me in my work, I’ll continue to share. I hope this post gives you ideas about how to streamline and organize YOUR workflow.

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