A project moves between departments with one button, and nothing gets lost in the hand-off
A project passes through several departments, and at every hand-off it gets lost who did what and where it is now. A return for rework drowns in chat. And different departments look at different versions of the calculation.
≈4 h a week
of finding out what stage a project is at
Estimate: 4 departments × ~1 hour a week of "what stage is it at" messages
4 departments
working in one system
At a client under NDA
Before
≈1 hour a week per department
- Person
Finish your part and message the next department
- Person
Retell the context and forward the files
- Person
Send the project back for rework in a chat message
- Person
Chase in chat what stage the project is at
- Person
Check which version of the calculation is the latest
A return for rework is easy to miss, and a wrong version of the calculation surfaces too late.
After
No status chasing
- Person1 click
Press "Hand over" on the project card
- System
The project appears at the next department with its full history
- System
A returned project is highlighted
- System
The final version of the calculation is clearly marked
How it works
- 1
One card per project
Each department has its own space in Notion, but there is one project card for everyone. Everything done on the project stays in it.
- 2
Numbered stages
The project’s path is split into numbered stages. The number tells you at once where the project is and how far it has to go.
- 3
Hand-off by button
When a department finishes its part, it presses a button — the project goes to the next department and appears in its space.
- 4
Returns and versions in plain sight
If a project is sent back for rework, it is highlighted. The final version of the calculation is clearly marked, so everyone looks at the same numbers.
What it is made of
NotionWhere the department spaces, project cards and hand-off buttons live. Nothing else needed.
Project card
One for everyone: history, stage, status and calculation versions.
Hand-off buttons
Move the project to the next stage or send it back for rework.
What it looks like
Mock-up with demo data
📚Projects
| Project | Department | Stage | Status |
|---|---|---|---|
| Book “Example” | Editorial | 8 · Work | In progress |
| Book “Demo” | Sales | 4 · Contract | Returned |
| Book “Sample” | Back office | 13 · In print | In progress |
A good fit if
- Your projects pass through several departments: sales, production, launch.
- At hand-offs it gets lost who did what and where the project is now.
- Returns for rework and calculation versions live in chat.
Common questions
How many departments can be connected?
As many as the process has stages: the pattern is the same — a space, stages and hand-off buttons.