Getting a wedding videographer's business out of his head.
A wedding photography and videography agency booking real events every season — with no documented process for coordinating any of them. A full audit, then one connected Notion system.
Resource allocation was a guessing game.
The agency booked real weddings seasonally, but had no documented process for coordinating the team. Inquiries arrived scattered across DMs and email with no central intake. Event details lived in one increasingly disorganised Google Doc. Bookings existed only on the owner's personal calendar, invisible to everyone else.
The same friction showed up on every single booking: who's free, who has done this kind of event before, and what do we pay them? None of that existed anywhere in an organised form, so every booking started from scratch.
The business ran on memory, not system.
A full systems audit came before any building. Video walkthroughs showed how the days actually ran; questionnaires captured services, client data, and the business-critical details that never come up in conversation. Three things surfaced immediately:
- There was no single source of truth — client details, contracts, and event notes were split across email threads, a shared doc, and the owner's head
- Tasks existed as disconnected lists with no link to a client or an event
- Freelancer data — contact details, rates, event history — wasn't systematised at all
The problem was never effort. The systems just weren't designed to hold what the business knew.
One connected system, not four disconnected habits.
I built a Notion system where the pieces talk to each other rather than sitting side by side:
- Sales pipeline & client CRM — a single Notion form catching inquiries from the website, social, and email. Leads move through defined stages and connect to a client record holding event details, contracts, files, and notes.
- Task tracker — replacing the Google Doc entirely, with templates for event prep, production, and admin. Every task links to a client and a project, with both an owner view and a client-grouped view.
- People directory — freelancers and contractors in one place: roles, contact details, rates, and collaboration notes. No more guessing on staffing.
- Knowledge base — SOPs, templates, and checklists, searchable and feeding directly into the task templates so execution stays consistent.
The coordination that used to be manual.
New inquiries route automatically for the owner to vet. Booking a project generates the client page and the first prep tasks on its own. Tasks flagged for review reassign themselves for final approval.
None of this is clever for its own sake — each automation replaced a step someone was doing by hand, badly, at 11pm.
A system that runs without anyone holding it all in their head.
Leads are captured and vetted in one place, with complete client records anyone can open. Tasks link directly to clients, so the team can see what's happening and who owns it.
The dashboard pulls it together: tasks by status and by client, work timelines, upcoming event calendars, and the full sales pipeline — in one view.
The system removed the dependence on memory, made handoffs possible, and gave the business something it can actually grow into.
If your business runs on what you remember, an audit is the place to start.
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