Case Study
Here's how Cudotwórnia Events saved over 40 hours a month using Notion.
About the client
Cudotwórnia Events is a team of 10 employees and over 100 animators whose passion is organizing unforgettable events for companies. Throughout Poland, they create urban and outdoor games, innovative online integrations, and spectacular promotional events. Cudotwórnia has delivered exceptional event experiences for brands such as SEAT, PwC, and Action.
Challenge
Michał reached out to me with three key needs.
1. Replacing the current CRM system with Notion to handle sales inquiries.
2. Transferring the handling of animator applications for events from Excel to Notion.
3. Connecting event applications with automatic calculation of payouts for employees.
During the conversation, we concluded that these three original needs were just the tip of the iceberg. We decided to expand the scope of our collaboration to include:
managing the entire company budget,
precise calculation of project margins,
effective management of daily tasks,
integrations with additional tools.
Needs
"For YEARS (seriously) we have been looking for a tool that would efficiently manage projects, budgets, integrate with various other tools, allow for extensive customization to our specifics, and would not require the establishment of an IT department in the event company. And so, by recommendation, we ended up with Bartek and Notion!"
Michał Kucharski
Process
1. First Consultation
During the first, preliminary consultation, we explored the needs and goals related to the implementation of Notion. Michał shared with me how they had been operating so far, what they would like to change, and why.
Then, I described how this could be implemented in Notion, what challenges I see, and how they can be overcome.
2. Second Consultation
In the second consultation, we focused on a detailed analysis of the data structure, connections between them, and the final views planned to be placed in Notion. After collecting all the relevant information, we established a schedule for delivering the first version of the product.
3. First Version of the System
Just a week after the second consultation, the first functional version of the product was created. At this stage, a presentation is held, meaning a step-by-step walk-through of each element of the system. Concurrently, all additional information, feedback, and functionalities are collected.
4. Iterations
After each weekly feedback:
I added new functionalities,
I configured new views,
I eliminated all errors,
I created integrations with separate tools.
5. Notion Implementation
When the system was ready, the whole company could transition from their previous tools to Notion. To ensure a smooth transition, additional materials and instructions were provided. Throughout the implementation period, I was available to assist the entire team on a shared communicator (Slack).
6. Maintenance Support
The final stage consists of ongoing support, which involves informing about new functionalities of Notion, adding new views, and answering any questions that arise.
Collaboration
At the beginning, we explained to Bartek what we wanted with the simple question "Is it possible?". We expected that the selected tool (besides Notion, we considered others) would meet our expectations by 80%. We were mistaken. Bartek enchanted Notion so much that he exceeded the norm by 150%. With each meeting, Bartek understood better how we operate and came up with improvement ideas (that we hadn't even dreamed of).
Michał Kucharski
Ways to use Notion
CRM
Dedicated views of the CRM system in Notion are used to manage sales inquiries. Notion's flexibility allows visualizing events in the form of tables, boards, or calendars, effectively managing their statuses.
Invoice Organization
Storing all invoices in one place has enabled complete control over finances, their statuses, and categories, improving the circulation of invoices within the company.
Calculating Project Profitability
By assigning all costs and revenues to projects, we can accurately calculate project profitability and measure their effectiveness.
Monitoring Paid Invoices
Using formulas in Notion, we have developed a dedicated view to control paid invoices. Based on specified conditions, the system informs about the number of days remaining until the invoice payment due date.
Integrations
Google Calendar
Automatic event creation on Google Calendar based on data from Notion.
Slack
Integration with Slack creates dedicated channels for new clients and sends notifications about new requests.
Make
All advanced operations within Notion have been automated by make.com, saving dozens of hours.
Mailer lite
The integration of Mailer Lite with Notion allowed for the updating of employee and client data and sending automated emails.
Process of registering animators
The previous system, based on an Excel spreadsheet, generated numerous errors and misunderstandings in the registration of animators for events. To effectively prevent this, we have prepared a personalized page in Notion for each animator, which contains:
basic information about the employee,
the history of all events,
a registration form for events.
Task management
The company successfully uses Notion for effective task management.
Each task is directly assigned to a specific client, which facilitates monitoring the progress of tasks. Moreover, tasks are organized with respect to date, allowing for clear definition of priorities and deadlines.
Elimination of Excels
The implementation of Notion has allowed us to get rid of dozens of spreadsheets.
Knowledge Base
All processes, checklists, and documents have been moved to Notion.
Finance
Management of cost invoices, revenue invoices, and the company's balance sheet.
CRM
Building a CRM system for handling current sales inquiries
Notifications
Creating a notification and reminder system (Email and Slack).
Google Calendar
Adding events to Google Calendar based on data from Notion
Effects
With a team of 6-7 full-time people, Notion saved us over 40 hours a month. Additionally, it improved communication with managers and the accounting office - everyone has access to dedicated views and can check important data without involving the company's managers!
Michał Kucharski
kontakt
See how such a project could look in your company.
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During a brief conversation, we will talk about your company, needs, and whether Notion would be a good fit for your organization.
