Notion Workspace Setup for Small Team - existing workspace needs editing and building

Build a Complete Notion Operations Workspace for Growing Business Cleanse + Shape is a small but rapidly expanding business, and I’m looking for an experienced Notion specialist to help us build a complete, intuitive company operating system in Notion. We already have a significant amount of business information, documents, training materials and processes across Google Drive and other locations. I want to consolidate this into a structured Notion workspace that becomes the central source of truth for the business as we grow. This needs to be more than a nice-looking dashboard. I need someone who understands business operations, Notion databases, permissions, project management and scalable workspace architecture. What I need built 🏠 Cleanse + Shape Company HQ A central dashboard that gives us an immediate overview of the business, including: Company priorities Current projects Tasks and responsibilities Upcoming deadlines Shared company calendar Meetings Important documents Hub/location operations Marketing and growth Quick links to frequently used resources The workspace should be simple, visual and intuitive, with the more complex databases and systems working underneath. 👩‍💼 Director Workspace A private Director-level area containing: Company vision Business strategy Expansion strategy Brand direction Strategic planning Business goals Leadership documents Important decisions Director meeting notes Sensitive company information Financial/ownership information where appropriate High-level company project overview I want to be able to open my dashboard and immediately understand what needs my attention, what’s happening across the company and what our current priorities are. ⚙️ Operations Workspace Our Operations lead needs visibility over: Company projects Master task list Team responsibilities Deadlines Hub operations New location launches Equipment Practitioner onboarding Training Operational issues Policies and procedures Meetings and action items 👩‍⚕️ Lead Practitioner Workspace Our Lead Practitioner also assists with social media and needs easy access to: Practitioner information Training Treatment methodologies Treatment protocols Tutorial videos SOPs Policies and procedures Relevant projects Assigned tasks Social media/content planning Content requiring filming or creation Brand resources Meeting notes relevant to her role 📈 Growth / SEO Workspace Our Growth and SEO strategist needs access to: Growth projects Website projects SEO Marketing strategy Content planning Brand information Relevant company strategy Assigned tasks Deadlines Analytics/reporting where appropriate Meeting notes and action items 📁 Google Drive Migration & Company Knowledge Base A major part of this project is helping me organise and migrate our existing company information from Google Drive into the new system. This includes things such as: Contracts Policies Procedures SOPs Treatment methodologies Treatment protocols Training documents Training/tutorial videos Practitioner resources Brand guidelines Marketing resources Business strategy documents Templates Forms Expansion resources Onboarding information Other operational documentation I don’t necessarily need every large file physically stored inside Notion if linking or embedding from Drive is technically more appropriate. I need someone who can advise on the best long-term structure, so everything is organised, searchable and easy for the team to access. The ultimate goal is to create a comprehensive Cleanse + Shape Company Wiki / Knowledge Base that allows us to train people and open additional locations without important information living inside someone’s head. ✅ Projects + Task Management I want ONE interconnected system for projects and tasks rather than separate task lists everywhere. It should allow us to: Create company projects Assign owners Assign tasks to team members Set deadlines Set priorities Track project status See overdue tasks See tasks due this week Link tasks to projects Link projects to business areas/locations Comment and collaborate Create individual team dashboards showing each person’s responsibilities Each team member should be able to open Notion and immediately see: What do I need to do today?
What do I need to do this week?
What projects am I involved in?
What am I waiting on? 📅 Shared Company Calendar Set up a useful shared calendar incorporating things such as: Projects Deadlines Meetings Marketing/content Launches Training Important business dates Recurring operational tasks 📣 Marketing + Content Workspace Including: Content calendar Social media ideas Content pipeline Content status Person responsible Filming requirements Copy/captions Assets Website content SEO projects Campaigns Brand resources 📚 Policies, Procedures, SOPs & Training This is particularly important as we expand. I want an organised system for documenting how Cleanse + Shape operates, including: Policy → Procedure → SOP → Training → Supporting resources/videos It should be easy to update centrally so we’re not dealing with multiple outdated versions of documents. 🔐 Permissions Permissions need to be carefully designed. The Director and Operations roles require broad access, while practitioners, contractors and external specialists should only have access to information relevant to them. There will also need to be private Director-level information that other team members cannot access. The system needs to be designed with future team growth in mind. 🚀 Scalability We’re building this because the company is expanding. The workspace should therefore be designed so we can easily add: New practitioners New locations New contractors New managers New marketing/growth specialists New projects New training New SOPs without needing to redesign Notion every time the company grows. 🧠 Very Important: Usability Both the Director and Operations lead have ADHD. We therefore need the workspace to be: Extremely intuitive Visually organised Low clutter Easy to navigate Quick to update Difficult to “break” Simple at dashboard level Structured underneath We do not want an overly complicated system that looks impressive but becomes too cumbersome for the team to actually use. 🎓 Training Required I don’t just want someone to build the system and disappear. I want you to teach the Director and Operations lead while we’re building it, so we understand how our own system works and can maintain and expand it ourselves. Ideally this would involve live Zoom/Google Meet sessions where we can: Build parts of the workspace together Learn the relevant Notion features Apply them immediately to Cleanse + Shape Ask questions Understand how to maintain the system ourselves This is important to us. Ideal Person I’d love to hear from someone who has experience with: Advanced Notion workspace design Small business operations Company wikis/knowledge bases Project and task management systems Database architecture Team permissions Google Drive organisation/migration SOP and policy libraries Notion Calendar Automations Scaling businesses Bonus if you’ve built Notion operating systems for multi-location businesses or service-based businesses before. When applying, please send examples/screenshots of business operations workspaces you’ve personally built, rather than generic Notion templates. Please also briefly explain how you would approach structuring this project. The end goal is simple: We want Notion to become the operating system and central source of truth for Cleanse + Shape as we continue to expand.