Ultima Agency is a digital entertainment and modeling agency operating globally. I developed and implemented a Notion-based management system to organize daily operations — connecting managers, models, and sector leads in a unified workflow. The system streamlined communication, task tracking, and reporting across the team.
Overview / Story
Ultima Agency manages a distributed network of models, managers, and administrative staff. As the agency grew, the team needed a structured, transparent system for communication and performance tracking. Fragmented data, manual reporting, and decentralized coordination made management time-consuming and error-prone.
The goal was to design a scalable workspace in Notion that could integrate operational logic, onboarding, communication flows, and reporting — all within one ecosystem accessible to the entire team.
Problem
- Lack of a unified platform for coordination between managers, models, and sector heads.
- Data scattered across multiple tools and chats.
- No standardized process for onboarding, reporting, and communication.
- Difficulty tracking performance and responsibilities across departments.
Solution
- Designed and deployed a full operational system in Notion.
- Structured interconnected databases for models, managers, and operational sectors.
- Created dashboards for each role (sector head, manager, admin).
- Integrated task management, schedules, and KPIs.
- Implemented access levels and data visibility rules.
- Trained the internal team on system usage and maintenance.
Technologies & Tools
Notion (core platform), Google Workspace, Telegram, and internal databases.
Results
- Centralized operational management in one accessible workspace.
- Improved communication between managers and sector leads.
- Reduced administrative workload and manual reporting.
- Increased transparency and accountability within the agency.
- Built a scalable foundation for future automation and analytics.
Role
Executor — Notion system architect and implementation lead.
Additional Information
Client: Ultima Agency — https://ultima-agency.com/
Period: 2024
Format: system design, implementation, and onboarding
Confidentiality: operational structure only; team data undisclosed
Visuals & templates: available upon request
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