Solution · team operations
Role dashboards: everyone sees only their own work in the morning
In a shared task database people see what they don’t need and miss what they do, and the lead spends time collecting statuses. This solution gives each role its own Notion desk — today, overdue, this week — with instructions inside the tasks.
What it looks like
Mock-ups with demo data, no real data
☀️My day — Anna
| Task | Project | Status | Guide |
|---|---|---|---|
| Send questionnaires | Autumn group | In progress | 📄 How to send |
| Collect check-ins | Autumn group | Not started | 📄 Attendance |
| Reply to new leads | Inbox | Done | 📄 Reply templates |
At a glance
- In production
- At a client under NDA
- Fits
- Teams of 5+ with repeating processes
- Needs
- A Notion task database with roles or assignees
Estimate for your company
≈10 h
a month of the lead’s time collecting statuses
Assumption: 30 minutes a day checking statuses × 20 working days
This is a calculation, not a promise: plug in your own volumes and the figure changes.
Before
- In a shared task database people drown in others’ tasks and miss their own.
- To know what is going on, the lead goes around the team collecting statuses by hand.
- New people keep asking how to do things, because instructions live apart from tasks.
What was built
A desk for every role
Today, overdue, this week — personal views that handle multi-day tasks correctly.
Instructions inside tasks
Each task links to an instruction in the knowledge base: open the task and you see how to do it.
A shared calendar
An event is created once and seen by everyone who needs it, without duplicates.
Statistics for the lead
Completion and overdue charts instead of going around the team.
Stack
- Notion
- Linked views
- Filters
- Notion charts
Where it runs
Questions
Is there a separate database for each role?
No, there is one task database, and each role has its own view. Data is not duplicated and cannot drift apart.
Why an estimate rather than a result?
Time spent on status collection after the change was not measured separately at the client, so we show a calculation with an explicit assumption.