Founders don’t wake up saying:

"Today I want to spend my afternoon answering: ‘Where’s that file?’ or ‘Who’s handling this task?’"

Yet… it happens.

And it steals hours every single week.

(Not because the team is lazy, but because the system makes them dependent on you.)

If you want to stop being the “human search engine” inside your agency, here are 3 simple shifts you can start this week:

Create a File Manager

Most agencies don’t lose time because files are missing.

They lose it because no one gets a file under 60 seconds. Buried under the scattered folders and countless Google Docs.

Solution: Two simple file managers inside Notion

✅ One file manager table for the agency's internal processes - at one place, in a single table.

✅ The second table for clients’ files - structure by client, by project, and by date.

✅ Easy search. Easy access.

You can have multiple windows in a single file manager:

View 1: All files - current + old.
View 2: Files added this month.
View 3: Organized by category

Now, your team finds what they need, even a 3-month-old file, without pinging you.

SOPs: Build Once, Share Forever

You hired smart people.

They don’t need another Slack thread or audio messages to understand their role.

They need one clear place to find what they need, without asking you for every minor detail.

And an SOP isn't fancy. It's just one page covering all details, walkthroughs, and guides for one specific role.

Here’s how it works:

✅ One SOP page inside Notion.

✅ Every employee gets a page: role, tools, responsibilities.

✅ Embed Loom walkthroughs, templates, and task demos.

Now, when you onboard someone new, you share one link.

No hand-holding. You buy back hours.

Automate Task Updates

How many times has this happened:

Task updated in Asana/Notion.

But nobody knows… unless you manually update them.

Solution?

✅ Connect your task tracker to Slack.

✅ Every update in a task tracker triggers an automatic Slack message.

✅ Both you and your team stay in the loop, without constant check-ins.

You stay informed without micro-checking.

Your team stays accountable without extra meetings.

Why does this matter?

Because running an agency isn’t about working harder.

It’s about reducing friction where work stalls. So your revenue and growth aren’t capped by daily operational noise.

These are the exact type of systems I build for agency owners.

Custom solutions based on your needs.
Built on tools you already use.
Easy to maintain and actually use.
Turns Notion into your single source of truth.

Which system are you setting up first?

Hit reply — I read and reply to every message. :)

P.S. I’m opening up the Founding Client Offer right now, which is all about the custom Notion systems and automation to eliminate your manual, repetitive activities.

All extensive offers come with a 50% discount for the first 3 founders.

Why?

Because I want to overdeliver, collect wins, and show the real impact of these systems.

Once those 3 case studies are in, prices go up.

If you want to be one of them and scale without losing your peace of mind, reply to me “scale”.

Let’s build your powerful (and peaceful) systems that work around your existing workflows.

Best,

Sumanpreet Kaur

Custom Notion Systems & Calm Workflows for Agency Owners

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