Head quarters : Singapore
Revenue: $40.7M per Year Industry: Robotics Industry
Founded:2018 Number of Employee: 160+ Project Timeline: 3 month
Challenge:
They are a global robotics company operating in the US, EU, and APAC, aimed to digitalize and centralize their workflows by transitioning to Notion as their all-in-one workspace. Previously, they relied on Confluence for documentation and Google Sheets for project tracking, leading to fragmented information and inefficiencies in cross-functional collaboration.
Key challenges included:
Decentralized documentation across multiple platforms
Inefficient knowledge transfer between departments
Loss of project progress tracking, especially in long-term projects spanning 6+ months
Disjointed collaboration among remote teams in different regions
High costs and duplication of workspaces across different teams
The goal was to create a centralized Notion workspace that would enhance efficiency, streamline operations, and make the team self-sufficient in managing internal processes.
Our Approach:
1. Process Audit & Strategy Development
Before implementation, we conducted a comprehensive process audit to understand how each department used their tools. Over a one-month period, we held one-on-one meetings with department heads to analyze workflows, identify inefficiencies, and create a tailored Notion strategy.
Key steps in this phase:
Mapped existing processes and identified automation opportunities
Developed Notion templates for repeatable workflows
Designed forms for structured data collection to reduce manual effort
2. Notion Workspace Implementation & System Design
Company-Level Notion Setup:
To establish a single source of truth, we built a company-wide Notion workspace featuring:
Company Teamspace & Homepage with a high-level knowledge base
Standardized process templates for SOPs, workflows, and documentation
Quarterly & annual performance review dashboards for tracking KPIs
Automated Notion forms for HR, finance, and operations, including:
Expense claims, feedback forms, job requisitions
New hire onboarding & training workflows
Approval workflows with integrated Notion buttons
Department-Specific Notion Teampaces:
Each department received a private teamspace within Notion, tailored to their unique needs:
Department-level project trackers & task management dashboards
Meeting notes database for improved documentation
Knowledge bases for cross-functional collaboration
Automated workflows for streamlined internal processes
3. Data Migration & Workspace Unification
Prior to the migration, HR and EU teams operated in separate Notion workspaces, leading to redundant accounts and higher costs. We:
Unified all teams into a single Notion workspace for better access control
Migrated documentation from Confluence & Google Drive to Notion
Converted Google Sheets data into structured Notion databases
Eliminated duplicate members and reduced operational expenses
4. Notion Training & Change Management
To ensure smooth adoption, we conducted comprehensive Notion training for all employees, covering:
Notion basics & advanced features
Hands-on practice sessions
Department-specific onboarding sessions for workspace familiarization
Ongoing optimization based on user feedback
To ensure long-term sustainability, we:
Trained a dedicated operations team to build future processes in Notion
Provided SOPs and best practices guides for internal reference
Enabled IT teams to manage Notion SSO & security settings
Results: A More Efficient & Scalable Digital Workspace
Their transition to Notion resulted in:
✅ 50% faster project tracking across departments
✅ Eliminated data silos and improved knowledge sharing
✅ Reduced operational costs by consolidating multiple tools
✅ Increased team efficiency through automation & standardization
✅ Self-sustaining Notion workspace with trained internal teams
Is your company struggling with fragmented workflows and inefficient documentation? Let’s build your Notion workspace today!
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