Custom Notion · book production
Book production management: a project passes through four departments — with nothing lost in between
A book goes from candidate and rights check to print and release, and each stage belongs to a different department. I built a pipeline in Notion: the project card moves through the sales, editorial, back-office and marketing spaces, is handed over with buttons, and a return for rework is visible at once. I support and extend the system as the team asks.
What it looks like
Mock-ups with demo data, no real data
01
Sales
Candidate, estimate, contract
02
Editorial
Work on the book
03
Back office
Print and release
04
Marketing
Pre-order and promotion
At a glance
- Client
- Under NDA
- Departments
- Sales, editorial, back office, marketing
- Status
- Implemented, evolving at the team’s request
- Role
- Architecture, implementation, team training
Results
4 departments
work in one system instead of scattered spreadsheets and chats
15+ stages
of a book project — from candidate to release
1 button
to hand a project to the next department
Before
- A book project moves between departments, and context gets lost at the hand-offs: who did what and where the book stands.
- The project economics are recalculated several times, and it matters not to mix up the current version.
- A return for rework is easy to miss when it is mentioned in a chat.
What was built
A space for each department
Sales, editorial, back office and marketing each work in their own space, but on one project card.
Covered separately →Project stages
A numbered path for the book — from candidate and rights check to print, pre-order and release. You see where every project is right now.
Hand-off and return by button
A card goes to the next department with one button. A project returned for rework is highlighted, so it cannot be missed.
Calculation versions
The economics keep their iterations, and the final version is marked explicitly — every department looks at the same numbers.
Training and support
Department training, access, integrations for staff and changes as the process evolves.
Stack
- Notion
- Notion buttons
- Linked databases
- Notion API
Questions
Does this work beyond books?
Yes: any project that passes through several departments — sales → production → launch — can be laid out the same way.
What if the process changes?
Stages and buttons are reconfigured for the new process — the system evolves with the team.