Notion Workspaces for Teams & Agencies — Maria Gavrilova
Maria Gavrilova
notion.marigavri@gmail.com
RU EN
Notion Architect · For teams & agencies Notion Architect

Notion workspaces for teams where things actually get done

I build Notion workspaces where tasks, clients, projects, and knowledge live in one system — and your team runs smoothly without you holding it all together.

Book a free intro call → See how we can work together
10+ years managing teams 40+ clients worldwide Based in Lisbon · working remotely

If any of this sounds familiar — you're in the right place

Tasks and decisions get lost in chats, spreadsheets, and your head
Nobody's quite sure who owns what — half the day goes to "quick clarifications"
Information is scattered across Google Docs, Slack, Notion, and ten other tools
Everything depends on one person — and the moment they're out, things fall apart
You want your team to run smoothly so you can focus on strategy — not chase down updates and put out fires.

What you'll have when we're done

01

Everything in one place

Tasks, docs, clients, projects — all in one workspace. No more "where do I find that?" in Slack.

02

A team that runs itself

Everyone sees their tasks, deadlines, and what they own. You stop being the bottleneck.

03

Full visibility into your business

Clear processes, real metrics, and a system that grows with you instead of breaking under the weight.

How we can work together

Pick the format that matches what you need right now.

Notion
Consultation

Best for You have one specific challenge — a workspace to fix, a bottleneck to find, or a clear plan you need.
Format 90-minute call + a week of follow-up support
  • A deep look at your situation and current setup
  • A concrete action plan with clear next steps
  • Hands-on Notion training tailored to your workflow
  • Answers to anything you've been wondering about
  • A full week of email support after the call
Price
€150
flat fee, no add-ons
Get started → Learn more →
Most popular

Custom Notion workspace

Best for Your team needs one shared workspace built from scratch — or you want to rebuild a Notion that's become a mess.
Format A 6–8 week project, end to end
  • Process audit and a clear scope you'll actually understand
  • Workspace architecture and database design
  • Core modules: tasks, projects, knowledge base, CRM, HR, team spaces
  • Clean visual design and easy navigation
  • Automations and integrations with your other tools
  • Team training and written guides for everything
  • A full month of support after launch
Starting at
€500
final price depends on scope
Get started → Learn more →

Ongoing partnership

Best for Your Notion already works, but the team is growing and processes keep shifting. You need someone evolving the system alongside the business.
Format Long-term — monthly retainer or hourly
  • Continuous improvements to your existing workspace
  • New modules and databases as your processes evolve
  • Setting up automations and AI agents
  • Onboarding new hires into the system
  • Quarterly audits and optimization
  • Regular strategy calls with you as the leader
Starting at
€46 / month
or €550 / year · hourly from €60
Get started → Learn more →

What I can help you with

These are the things teams ask for most often. You can pick one — or combine them all into one connected system.

01 / 05

Tasks & projects

A task and project tracker your team will actually use — so people stop asking "what should I be working on?" and "where is this project at?"

  • One connected system where tasks and projects link to each other
  • Clear deadlines, priorities, and owners on every task
  • Each person sees their week and their day at a glance — automatically
  • Project status visible in full and step by step
  • Honest stats on progress, throughput, and where things stall
Notion workspace: tasks and projects
02 / 05

A CRM that fits your business

All your clients, deals, and conversations in one place — so you always know where each relationship stands and what's next.

  • Client cards with full meeting and communication history
  • Connected to your email and calendar
  • Tracking partners and contractors in the same system
  • Reminders so no one slips through the cracks
Notion workspace: CRM for your business
03 / 05

A sales system that works

Pipeline, leads, follow-ups, and targets — all on one screen. No more juggling deals in your head or across ten different sheets.

  • Leads and deals moving through clear stages
  • Tasks and conversations linked to every client
  • Automatic reminders for next steps and follow-ups
  • A dashboard with key metrics and progress toward your goals
Notion workspace: sales system
04 / 05

Spaces for every team

Separate areas for departments, projects, and external partners — each with the right access and zero confusion about who can see what.

  • Dedicated spaces by role and department
  • Granular permissions and security settings
  • All of a team's tasks, docs, and projects under one roof
  • Limited-access areas for contractors and partners
Notion workspace: team spaces
05 / 05

A knowledge base people actually use

Guides, processes, and templates in one place — designed to be opened and used, not just filed away and forgotten.

  • A wiki built for onboarding and training
  • Storage for documents, templates, and SOPs
  • Fast search and navigation that makes sense
  • A living system, not a forgotten archive
Notion workspace: knowledge base

Your tools, working as one system

I'll wire your services together so data flows on its own — no manual copy-paste, no duplicates, no "can someone move this over?"

Website leads → CRM

Every new lead from your site lands in the pipeline with the right tags and a task assigned to the right person.

Tasks from Slack & Telegram

Turn any chat message into a Notion task with one click. Nothing important gets buried in the conversation.

Live sync with Google Sheets

Finance data and reports stay in sync both ways — no manual exports, no stale numbers.

Notifications that matter

Alerts about new tasks, deadlines, and status changes — straight to Slack, Telegram, or email.

Connections inside Notion

Tasks, projects, clients, and team members all link together — one connected system instead of disconnected lists.

Calendar & meetings

Meetings created automatically, follow-up tasks generated, action items captured in one place.

Your team stops losing hours to tool-switching. Everything stays in sync, nothing falls through the cracks, and the information you need is always one click away.

Want to bring AI into your team?

I'll do a free audit and show you exactly where Notion AI agents can save your team hours every week — and where they won't.

A few examples of agents I can set up for you:

Reporting agent

Pulls a weekly or monthly summary: what got done, key metrics, where things slowed down. Open Notion Monday morning, see your business at a glance.

Meeting agent

Turns meeting notes into tasks, assigns owners, sets deadlines. No more action items dying in someone's notebook.

Onboarding buddy

Answers new hires' questions about your processes and tools using your knowledge base. Saves time for everyone — including you.

Content agent

Drafts ideas and post copy for Instagram, LinkedIn, and Twitter — based on your voice and existing content.

Task agent

Turns Slack and Telegram messages into proper Notion tasks — already tagged and assigned to the right person.

Marketing assistant

Tracks competitors, market shifts, and trends — pulls everything from the web and drops it neatly into your knowledge base.

Book your free AI audit →

Who I've worked with

HR agencies, startups, real estate firms, marketing teams — different industries, same problem: turn chaos into a system that runs.

Flagship case · Working together for over a year

GB HR Agency

Recruitment · Hiring processes & team operations
The challenge Bring order to a recruitment agency where tasks, clients, and internal communication were all over the place.
  • Built one shared workspace for the whole team
  • Set up hiring pipelines, client management, and internal task flows
  • Added a knowledge base with process docs and SOPs
Read the full case study →

You literally turned our chaos into a system that just works. Now everyone knows where to find what they need and what's actually a priority. So much busywork is gone — it's saving us real time and energy.

— Nika, GB HR Agency
Startup · Tech

Petville

The challenge: build one workspace in Notion to run everything — from strategy and OKRs down to day-to-day operations.
  • 10 connected databases: projects, tasks, OKRs, roadmap, clients, meetings
  • Automatic project progress tracking
  • Plan-vs-actual budgeting and task cost control
  • A homepage with task widgets and a team calendar
The whole team now sees active projects in one place. Tasks tie back to goals and the roadmap, so it's clear where the business is going.
Real estate · Lisbon

Ola Estate

The challenge: get the entire agency working in one shared system.
  • Task tracker and shared workspace for the whole team
  • Databases for clients and properties
  • One synced calendar for all meetings and viewings
We finally have one system the whole company actually works in together. It's clean, structured, and clearly built by someone who knows what they're doing. — Ilya, Ola Estate
Marketing agency

Process management

The challenge: simplify how the team handles tasks and projects, and get the founder out of daily operations.
  • Built a clean task and project system
  • Defined clear ownership across roles
  • Set up performance and efficiency tracking
The team finds it so much easier to navigate and track what's working. And I feel free for the first time in a while. — Valeria, agency founder
Maria Gavrilova, Notion Architect

Hi, I'm Maria

I'm a Notion Architect with 10+ years of experience leading projects and teams at large companies. I help teams and agencies build workspaces where things don't get lost in chats, spreadsheets, and forgotten tabs. Based in Lisbon, working with teams all over the world.

10+
years leading teams
40+
clients I've helped build systems
100+
members in my Online Office community

How I approach the work

  • 01
    Process first, Notion second I don't fit your team into a template. I build the workspace around how you actually work.
  • 02
    I see things from both sides From the founder's view and the team's view — so I know exactly where systems usually break.
  • 03
    No "pretty Notion" for the sake of it Every module has to earn its place by saving time or making something easier.
  • 04
    I train your team to keep it alive So the workspace keeps working long after handoff — instead of becoming a forgotten archive.
  • 05
    I stay around after launch Helping you adapt the system as the business shifts and grows.

Let's get to know each other

Book a free intro call — we'll look at your processes and figure out which format makes sense for your team.

  • 1
    The diagnosis

    We look at your current workflows and tools — where time leaks out, where work gets duplicated.

  • 2
    The options

    I'll show you how this could come together in Notion — and which working format fits you best.

  • 3
    A clear plan

    You'll walk away with concrete next steps you can act on — even if we don't end up working together.

Free intro call

30–45 minutes, zero pressure

Nothing to prepare in advance — just bring your questions. By the end you'll have a real plan in hand.

  • Online via Zoom or Google Meet
  • No sales pitch, no pressure
  • Concrete recommendations at the end
Pick a time for the call →

Common questions

The things people usually want to know before we start working together.

We don't use Notion yet. Is it the right tool for us?
Most likely, yes. Notion fits almost any team that works with tasks, docs, clients, or knowledge. It's not "yet another tool" — it's one workspace that replaces 5–10 disconnected ones. On the free intro call I'll tell you honestly whether Notion makes sense for your specific situation. No sales pressure either way.
We already use Trello / Asana / Monday. Should we switch?
Not always. If your current tool genuinely works for you, don't switch. But if tasks live in Trello, docs in Google Drive, clients in spreadsheets, and your knowledge base in Confluence — Notion brings all of that into one place. And your existing data can move over without losing anything.
How long does building a workspace take?
Usually 6 to 8 weeks. The exact timeline depends on team size, how many processes we're touching, and how deep we go. After our first call I'll give you a clear estimate.
Will my team actually adopt the new system?
Yes — I design workspaces to be intuitive, run training sessions for your team, and leave behind both video and written guides for every module. For the first month after launch I'm available to answer questions and help everyone settle in.
What if we need changes after the project is done?
That's normal — businesses change, processes grow. A month of post-launch support is included in every project. After that, you can come back for one-off consultations or move into the ongoing partnership format, where I evolve the workspace alongside your business.
What does the free intro call look like?
30 to 45 minutes online. You tell me about your team and current workflows, I ask questions and walk you through how this could come together in Notion. Nothing to prepare — just show up with what's on your mind. By the end you'll have a real action plan, even if we don't end up working together.
Can you set up AI agents for our team?
Yes. I configure Notion AI agents for specific workflows: reporting, action items from meetings, onboarding, content drafting, research, auto-capturing tasks from Slack and Telegram. Before any setup, I run a free audit to show where AI will actually save real hours — and where it just isn't worth it.
What can be integrated with Notion?
Pretty much everything you already use: Google Calendar, Gmail, Slack, Telegram, Google Sheets, websites built on any platform, CRMs, payment tools. Form submissions land in your CRM, chat messages become task cards, spreadsheets sync both ways. On our call we'll figure out exactly what your setup needs.
Ready to bring some order in?

Let's turn your chaos into a system

30–45 minutes, free. We'll look at your processes and find the right format — and even if we don't work together, you'll leave with a concrete plan.

Book the call →
I reply within the day · Working with teams worldwide