Operational system setup in Notion for agency management
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.