Building a Scalable Operating System for a Growing IT Firm

The Challenge

As the firm grew, important initiatives were tracked in the founder’s head, on paper, and across loosely organized files. The team already used Notion, but the workspace had evolved without a clear structure and no longer supported the way the business actually ran. This made it easy for priorities to slip and increased the amount of administrative work required just to keep things moving.

Our Approach

We started with a diagnostic to understand how work truly flowed across the business.

This included reviewing how projects were launched, how issues were raised, how hiring was managed, and how capacity was planned. From there, we designed an information architecture built around eight connected databases covering projects, tasks, people, hiring, clients, issues, capacity, and internal initiatives.

We then added automations and integrations to reduce manual follow-ups and ensure that ownership and next steps were always clear.

The Results

Within 30 days, the firm was operating inside a cohesive system rather than a collection of pages:

• Eight relational databases working together

• Fewer manual handoffs and less time spent chasing information

• A 15% reduction in time spent on administrative work

Most importantly, the founder no longer had to personally track every moving part, and the team had shared visibility into priorities and issues.

The Outcome

The company now runs on a structured Notion workspace that reflects how they actually operate and is designed to scale as the business grows.