The Building Blocks of a Notion Project System
After creating our CRM in Notion (see last week's piece), we needed to build a robust project board that could support—not slow down—our operations. Proptech workflows, by nature, are layered: tasks cross systems, touch multiple roles, and often require precision handoffs. So our team sat down and identified three core components that would make this system actually effective—not just look good on a dashboard. We wanted to take these qualities and apply them to our Notion workspace.
First step: meeting optimization.
What you need for this - Notion, Zapier, and a Meeting notetaker (we used Fathom).
We needed to spend less time managing and more time doing. So we built out a database where our Fathom meeting notes weren’t just archived after meetings finished—they became launchpads for execution. We created a Zap that did all of this:
AI-powered meeting transcription (to eliminate manual notetaking)
Automated task generation based on action items
A categorization system for these meetings, tying them to a client (very useful)
Conversations don’t die after a meeting, they turn into intuitively generated tasks for your team. Notes are stored. Clients have access to any meetings with their company attached as a property. Minimum effort required.
What’s next?
We’ve all seen it: a task gets “assigned,” but no one really owns it. We didn’t want to recreate that dynamic. So, we made sure every part of a project had a responsible owner—not just a name on a card, but someone accountable for progress.
What you’ll need: a dedicated Notion database; property fields for date, responsibility, and tasks; and different table views/types dedicated to whatever metrics you’re following.
We implemented:
Clear assignee fields
Recurring meetings - Daily stand-ups and weekly Level 10 meetings to track and troubleshoot projects
Visuals via Notion charts and status indicators (e.g., Not Started, In Progress, Completed)
When you work in a space like property management or implementation consulting, ownership is critical. There's no room for ambiguity when a property is waiting on a system migration, a lease renewal, or a maintenance ticket sync.
Our project board doesn’t just track tasks—it tells us what we are doing right or wrong.
We asked questions like:
Are projects being completed on time? If not, why?
Are workloads balanced, or are some operators getting overrun?
Can we adjust assignments based on capacity data before burnout sets in?
By measuring what matters, we could redesign workflows instead of rigidly sticking to processes that were no longer serving us.
Within the first month of implementing this system, the feedback has spoken for itself. We have seen a massive reduction in missed deadlines, significantly improved team satisfaction thanks to clearer task ownership, and smarter task allocation based on real-time capacity analysis. Teams were also spending less time in meetings rehashing statuses or assigning work
The real win? We created a system where automation and accountability co-exist. Automations handle the repetitive, the mechanical—the stuff that eats up time. But humans still drive the work forward, with clear responsibilities and data to inform decisions.
We’re still evolving. We live by a core value: Stay Curious. In this space—fast-moving, complex, and deeply operational—if you're not improving, you're falling behind. Growing pains do hurt, but staying comfortable doesn't build scalable systems.
Small details matter. In proptech, they’re the difference between failure and success. Between client confusion and clarity. Between staying stuck—or exceeding expectations.
