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Content & Coaching · Content Agency

Built a Scalable Content Fulfillment Machine in Notion

Result
Scalable content fulfillment
Timeline
90 days
Engagement
Operations + AI Implementation
One place where the business runs without needing them to constantly hold it together.

Devin Jatho · Content Agency

01The problem

Where the work was getting stuck.

Devin runs a content agency and coaching programs. They were growing fast. But ops were fragmented.

  • Ideas lived in random places
  • Raw footage, editing, SEO, approvals were spread across tools
  • Editors managed work in Discord instead of a system
  • Onboarding was heavy and repetitive

Devin wanted everything organized and streamlined, with a clear view of "what happens next" in the business, without having to chase people for updates.

02What we built

The system, phase by phase.

We built a Notion "operating system" around the real workflow: sales → onboarding → content production → team accountability.

01

Phase 1: Map reality

  • Documented the full fulfillment process in Whimsical
  • Identified where the process was breaking: unclear statuses, duplicate dashboards, missing notifications
02

Phase 2: Standardize sales + intake

  • Built the client intake flow using Typeform / ManyChat → Google Sheets → Notion
  • Set up automations for routing leads into Notion when they booked
  • Created role-based dashboards (setter, closer) so ownership is visible
03

Phase 3: Automate onboarding

  • SureCart → Notion automation for onboarding
  • Automated operational steps like community access and onboarding comms
  • Built/iterated client templates so delivery is consistent
04

Phase 4: Build the content system

  • Created a single system for content tracking with clear statuses
  • Streamlined delegation so editors can work from one dashboard
  • Introduced "Ready to Assign" to remove bottlenecks
05

Phase 5: Accountability + scorecards

  • Built scorecards for editors and other roles
  • Added metrics that connect output to expectations
  • Built automation for reporting and surfacing what's urgent

Built with

Notion · Make · Typeform · ManyChat · SureCart · Google Sheets · Frame.io · GDrive · GoHighLevel

03What changed

What it did for the business.

  • Clear end-to-end workflow for content production (no more "where is this at?" loops)
  • Faster delegation for editors, with less reliance on Discord for ops
  • Automated onboarding steps that reduced repeated manual work
  • Team accountability improved via dashboards and scorecards
  • A system that can absorb hiring changes without breaking the workflow
04What we would tell you

What this one taught us.

  • A business doesn't scale on effort. It scales on clarity.
  • Automation is useless without a clean workflow. The win came from defining "what happens next" first, then wiring the tools.
  • A good system gives leadership their brain back. Not just time saved. Mental space.

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