File Management in Notion
When we first started Process Architect, file management was pretty much nonexistent. We had files scattered across Zoho, Google Drive, Notion, and our hard drives — It was a classic case of "we'll organize it later" syndrome.
The breaking point came when we started taking on more clients and managing multiple projects simultaneously. Looking for a specific contract or project document was a nightmare.
Enter Notion. The game-changer wasn't just having another place to store files—it was having a system that actually made sense for how we work. Now, our file management system is built around a few key principles:
Everything has a home: Client agreements, project documentation, and internal resources each have their designated spaces.
Seamless integration: Our files connect directly with our project workflows and our CRM database, making it easy to access relevant documents right when we need them.
Version control: No more confusion about which document version is current—everything stays updated in real-time.
The transformation wasn't just about organization—it was about creating a system that could grow with us. As we've expanded our client base and brought on new team members, our file management system has evolved to meet our changing needs.
Perhaps the most significant change has been in how we collaborate. Instead of endless email threads with attached documents, we now have a central hub where our team can access, edit, and discuss files in real-time. This has been especially crucial as we've grown and taken on more complex projects.
The one piece I’d love to see Notion build out is an in-house signature system. The forms have solid, albeit basic, conditional logic which can be paired well with Zapier. An internal signature feature would be an absolute game-changer.
Looking ahead, we continue to refine our system. Each new client and project brings opportunities to improve how we manage our files, making our workflows even more efficient. It's not just about storing documents anymore—it's about creating a living, breathing system that helps us serve our clients better.
