Notion HQ for a Podcast Production Company

The Client

A US based podcast production company running multiple scripted and unscripted shows. Teams across acquisition, development, production, marketing, sales, and distribution, each running their own tools and workflows.

The Problem

Their day to day was split across ClickUp, Airtable, Google Suite, Dropbox, Slack, and email. Every department had its own system and nothing talked to each other. When a show moved from development to production to marketing, information had to be manually copied, re-entered, or asked for on Slack.

They needed one place where a show sits at the center, and every department pulls the view they need from that same record.

The Solution

A full Notion workspace where every department works off the same show record but sees it through their own filtered view. Update the show once, and development, production, marketing, and sales all see the change.

The workspace is structured so non-Notion users can navigate it without training, and so the internal team can take ownership of it over time.

What I Built

Company Homepage. Mission, vision, team directory, show directory grouped by Upcoming, Current, and Past, quick access to every department, and SOPs surfaced at the top level.
Team Directory with auto generated member dashboards. Each team member gets a personal dashboard showing only their tasks, projects, and resources, using a “My mode” filter that works without every viewer needing a Notion account.
Show Directory with smart templates. Every new show auto generates its own homepage, content projects board, task list, resource library, master grid of air dates, and ad break tracker.
Production section with a 6 stage project pipeline. Planned, Recorded, Editing, Under Review, Approved. Mirrors the ClickUp workflow the production team already knew, so the switch didn’t break their habits.
Marketing section. Separate project template that auto tags projects as marketing, with its own resource library and show linking.
Sales section. Production schedule imported from their Google Sheet, master grid of network ad breaks, per show ad break overrides, and inventory charts.
Admin Dashboard. Pending tasks, today’s tasks, tasks by project, ongoing content and marketing projects, OKRs tied to quarterly progress.
Financials hub. Transaction database tagged by month and category, monthly rollups for income, expenses, and profit/loss, financial goals with progress tracking, and income and expense category breakdowns.
SOP library. Centralized documentation for episode distribution, office manual, vacation policy, accounts and distribution, and staff list, grouped by department.
Cross linked architecture. Shows, Projects, Tasks, and Resources all connected through relations, so a task always knows which project, show, and owner it belongs to.

System Architecture

The Result

The team moved from six disconnected tools to one workspace where every show, project, and task lives in the same place. Information now flows from development to production to marketing to sales without anyone copying data between apps or asking on Slack. Each team member opens their own dashboard and sees only their work.