A full Agency OS for a multi-department creative agency — built as a genuine partnership, designed for team ownership from day one.
Battle Royal Studios is a multi-department creative agency running complex, fast-moving operations across project delivery, new business development, client services, and team management. As the team grew and ambitions scaled, so did the need for an operational backbone that could keep pace — without creating a system that required a dedicated power user to keep alive.
The goal was to build an Agency OS capable of handling the full operational picture: an intelligent new business pipeline, structured project delivery across departments, freelancer management, and integrations with external tools — all within a workspace the entire team could confidently use, extend, and govern independently.
What made this engagement distinctive was how closely it was built as a partnership.
Working sessions ran multiple times per week — sometimes several in a single day — combining architecture decisions, hands-on configuration, and real-time knowledge transfer. The internal technical lead drove development execution while the consulting role focused on system design, governance principles, and UX decisions that would hold up at scale. Every significant choice was made together, with trade-offs named explicitly so the team understood not just what was being built, but why.
Crucially, the internal contact became far more than a project owner — acting as a multiplier within the organization, coaching colleagues on Notion principles and steadily expanding the team's ability to work with and extend the system independently. That internal capability was as much a project deliverable as the workspace itself.
This also meant knowing when Notion wasn't the right tool. Capacity planning was scoped, prototyped, and ultimately moved to a dedicated external solution — a decision made mid-engagement, on the evidence, rather than after an overbuilt implementation.
A structured S1–S6 deal pipeline with automated stage progression, task generation, and responsible person assignment. Lead intake via custom forms with conditional logic, automated notification routing, and a consolidated view across deal types — from RFIs to service requests to partnership enquiries.
A multi-department project management structure with phase-based timelines, stage automation, and role-based task views. Each project page rebuilt with a tabbed layout separating timeline, tasks, and documentation — reducing cognitive load for project leads and giving leadership clean status visibility.
A scalable permissions model handling full-time staff, freelancers, and external collaborators within the same workspace. Automated page access based on project assignments, guest-facing dashboards with scoped views, and CanCreate permissions for task submission — without burdening workspace admins with manual access management.
A dedicated space for the comms team to manage freelance designers end-to-end: profiles, project assignments, task briefing, availability tracking, and invoice confirmation workflows — reducing email dependency and giving the team a single operational surface for external collaborators.
Connections to Personio for HR data and Make.com for workflow automation. Multiple custom AI agents deployed to handle recurring tasks: access syncing, meeting-task linking, and data population across the workspace.
Hand-in-hand until we got there
Hannes and I worked hand-in-hand to teach me the ins and outs of Notion functionality while actively building and adjusting our Agency OS. He goes above and beyond while remaining patient, thorough and agile to changing processes. We wouldn't be where we are today in Notion without Everyzing.