Meeting processor
Turn meeting notes into action items in your task database, assigned to the right people and linked to the right projects. Prepare a meeting summary and draft a client follow-up, ready for review.
Service-based businesses · 5 to 50 person teams
Build an operating system your team can work from. And your AI can run.
We turn your operational chaos into a single source-of-truth in Notion, get your business AI-ready, and set up one practical AI workflow.
Business HQ
Business HQ
Team tasksMy tasksThis sprintTimelineNew
To-do4
Client onboarding: Northwind
Update proposal template
Q4 capacity planning
Refresh SOP: project kickoff
NewIn progress3
Website audit for Acme Co.
Monthly retainer report
Brand workshop prep
NewIn review2
Weekly client status update
Invoice batch: October
NewComplete3
Contract renewal: Brightside
Team offsite agenda
Discovery call notes
New“I can't recommend Sam enough!”
“He turned complex challenges/requests I had for my Notion builds and executed above my expectations.”
Jackson Corey · Co-Founder of Darkroom Studios
Forbes 30 Under 30 honouree.
Trusted by teams across the service industry
Sound familiar?
Most growing service businesses hit the same walls. If a few of these ring true, you’re in the right place.
Your team keeps asking you for answers because the information lives in your head.
Client projects are spread across tools, messages and someone’s memory.
You have processes, but they’re hard to find or aren’t followed consistently.
Your team uses AI, but it doesn’t know your clients or how your agency works.
You’re still the person connecting the dots when something falls through.
One connected home for your team and AI
Your team manages the work in Notion. Your AI uses the relevant information and instructions. Your other tools connect where they need to.
Your team
Projects, tasks and processes are easier to find and follow.
- Clients
- Projects
- Tasks
- SOPs
Notion
Your central hub for the information and workflows that keep your business moving.
Your AI
AI works with your business context to support useful, repeatable work.
- Notion AI
- Skills
- Agents
Your tools
Keep the tools that work for you. We’ll plan how they connect to your Notion system, with integrations agreed as part of the scope.
- CRM
- Google Drive
- Automations
What we’ll build
Five connected parts of one system, scoped around how your business actually works.
- 01
Client delivery
A connected place to manage clients, projects and tasks, with agreed templates and views for the people doing the work.
- 02
Sales and client handoff
A Notion sales setup or a clear handoff from the CRM you already use, depending on what your business needs.
- 03
Operations and knowledge
A home for your agreed processes, SOPs, roles and operational knowledge, connected to the work where useful.
- 04
AI foundations
Shared workspace guidance, a skills database and starter skills to help your team create and improve its own AI workflows.
- 05
One AI workflow
A business-specific workflow, selected with you, built and tested using your information, with an agreed review process.
Not sure where to start?
We’ll agree the scope together in the blueprint phase.
What could AI take off your team’s plate?
A few examples of the kind of first workflow we could build together.
Project roadmaps
Use a proposal and your standard delivery processes to create a tailored task list, with deliverables, subtasks, assignees and estimates linked to the relevant SOPs and checklists.
Onboarding buddy
Proactively guide team members through your key SOPs and policies, and help them learn how to use your Notion workspace, with clear steps and checkpoints.
introducing
The 8-Week Notion & AI Implementation
A hands-on engagement to design and build your operating system, train your team and put your first AI workflow in place.
Eight weeks. One connected workspace. Built for how your business works.
Built around real businesses
Pivotal in scaling our ops
“Sam transformed our chaotic mess of data into a streamlined, efficient system using Notion. He didn't just set up a workspace; he built what has become the 'second brain' of our business.”
Richard
CEO at Workhappy
2+ hires and thousands in revenue
“I was able to make a couple amazing hires as a result, with much less hassle and much more success than I would have been able to.”
Jon Krop
CEO at Flourish Legal Wellbeing
How the eight weeks work
Three clear phases, from mapping how you work today to a system your team owns.
- Weeks 1–2
Blueprint
We interview your team, audit your tools and map priority processes. Then we design the workspace architecture and agree what we’ll build.
You get: a clear blueprint and implementation scope.
- Weeks 3–6
Build and pilot
We build the agreed workflows, set up the AI foundations and develop your first AI workflow. A small pilot group starts using the system and gives feedback.
You get: a working system you can start using before the final rollout.
- Weeks 7–8
Ownership
We train your team by role, support the rollout, refine the system and hand over the documentation and AI workflow.
You get: a launched system your team knows how to use and maintain.
After the eight weeks, you choose how to continue: on your own, or with us at your side. What happens after week 8?
Ready to give your team a better way to work?
You don’t need to know exactly what to build. Bring us the problems; we’ll work out the right starting point together.
What better systems can make possible
90% of client work let go
“I've been able to let go of 90% of client work and go on a holiday for a solid two weeks and not worry about the business burning down.”
James Banks
Founder at Rankmax.ai
Growing to 42 clients
“We've taken on 22 new clients, so we're now at around 42 clients total. It's still busy, but there's no way that we could have had 40 clients before.”
Liam O’Neill
Founder at Lead House UK
Is this the right fit for your business?
This works best for a particular kind of team. Here’s a quick way to check.
This is for you if…
- You run a service-based business.
- You have a team of 5–50 people.
- You’re committed to using Notion as your central hub.
This is not for you if…
- Your business isn’t service-based.
- Your team has fewer than 5 or more than 50 people.
- You’re not looking to make Notion your central hub.
Questions before we talk?
Anything else, bring it to the fit call.
Do we need to be using Notion already?
No. We can build a new workspace or review and improve your existing one.
Will we have to replace our CRM?
Not necessarily. If your CRM is working, we’ll plan the handoff into your delivery system. The connection depends on your tools and agreed scope.
Do we need to know which AI workflow we want?
No. We’ll explore your recurring work and select a suitable first workflow during the blueprint phase.
Does the AI workflow run without a person?
It depends on the work. It could be an autonomous agent or a skill someone runs when needed. We’ll agree the access, output and review process before building it.
What’s included in the build?
We focus on the agreed client delivery, sales handoff and operational knowledge workflows, plus AI foundations and one AI workflow. We’ll define templates, migration and integrations in the scope. Other areas can be quoted separately.
How much does it cost?
Most builds land between $5,000 and $15,000. We’ll provide a proposal based on the agreed scope. Notion subscriptions, AI usage and other third-party software costs are separate.
What happens after eight weeks?
The system is yours to use and develop. If you want further support, coaching, builds or AI workflows, we can discuss those separately.
Systems that make everyday work easier
A well-oiled machine
“Helped us systemize and create a well-oiled machine in terms of our sales CRM and all of our project management. I couldn't recommend him enough.”
Amber Burch
Head of Marketing at Yikes Marketing
Less time working, fewer issues
“We're finding that even though we've increased our workload and grown as an agency, that we're spending less time working and dealing with less issues.”
Sami Zirak
Founder at WebAM
Notion Solutions PartnerHey, I’m Sam
I’m a certified Notion Solutions Partner. For the past four years, I’ve helped small service businesses build the systems and processes they need to grow without everything depending on the founder.
I’ve worked one-to-one with more than 100 businesses, sold over 700 copies of AgencyHQ, and taught more than 90 founders inside Workflow Essentials.
I’ve seen what it takes to make a system work at scale. I was the Notion consultant for Darkroom, helping a team of more than 100 people build systems to support their work, and I’ve spoken on stage for Notion.
That experience shapes how I approach every implementation: first understand how your business works, then build Notion around your processes and help your team make it part of how they work every day.
Build a business your team and AI can work from
A clearer way to manage the work today, and a foundation you can build on tomorrow. Tell us what’s working, what’s getting in the way and where you’d like AI to help.
Book a fit call