Masters Marketing & Media Agency
About
Masters Agency is an end-to-end marketing powerhouse based in Penrith, Western Sydney. They provide comprehensive marketing services including websites, branding, SEO, social media management, advertising, and email marketing to over 30 small and medium enterprises.
The Before
Despite already using Notion, the Masters team faced several operational challenges:
- No centralized system for recording account management and tracking progress
- Inability to effectively track time spent on individual client projects
- Difficulty demonstrating task duration and complexity to clients
- Lack of both internal and external reporting capabilities
- Disconnected workflow between team members and departments
These challenges were draining their creative energy and making it difficult to maintain transparency with clients about their work processes.
The Process
We established a comprehensive roadmap from our first conversation, focusing on true collaboration rather than a simple handoff project. Our approach evolved as we learned more about their existing workspace and processes.
The solution we built together included:
- Comprehensive project management system with interconnected databases for clients, projects, tasks, and team members
- Time tracking integration that captures both billable hours and actual time spent
- Custom templates that seamlessly integrate into their workflow
- Flexible reporting views with advanced filtering capabilities
- Client Share page for external reporting and visibility
We navigated Notion's limitations for client access by providing three different reporting options with detailed pros and cons, allowing Masters to choose the best fit for their business model.
Implementation included comprehensive team training and a follow-up support call to establish best practices for collaboration, naming conventions, and content organization.
Outcome & Impact
The new Notion system transformed Masters Agency's operations, enabling them to deliver excellent creative work while clearly communicating its value to clients.
Streamlined Client Management
Created a unified system that efficiently manages all 30+ clients, reducing administrative overhead and allowing more focus on creative work.
Improved Team Collaboration
Established shared workflows and naming conventions that enhanced internal communication and reduced duplicate work across departments.
Enhanced Transparency
Provided clear visibility into time spent versus billable hours, allowing for accurate client reporting and building stronger client relationships through transparency.
Scalable Foundation
Built a system that accommodates growth, allowing Masters to easily add new clients and projects while maintaining organizational clarity.
"It's been a game-changer for our agency."
"The system you built has completely transformed how we track and communicate our work. Our clients now understand the value we deliver, and our team spends less time on administration and more time creating great marketing."
Ready to transform your agency workflow like Masters did?
Let's discover how Notion can bring clarity and efficiency to your client management process.
