Typeform

At a Glance

Industry: Technology

Location: Spain

Organization: 500 employees, 7 departments, 50+ teams

Challenge:

• Lack of a standardized operating framework within Notion
• Difficulty in tracking team progress and managing projects
• Frequent unnecessary meetings due to operational friction
• Hundreds of obsolete resources cluttering wiki pages, causing inefficiencies

Solution: In collaboration with Notion State, we implemented a custom Notion-based operational system for the Marketing Department and drove various cleanup activities to reduce operational clutter

Results:

• Successfully implemented the system for 50 Typeform users and 12 teams/sub-teams
• Enhanced task management and progress tracking with a holistic view of objectives and projects
• Organized 1500+ wiki resources, streamlining documentation management and reducing retrieval time

Customer Background

Typeform, a Spain-based leader in the SaaS industry with offices in the US, specializes in creating dynamic, user-friendly online forms, surveys, and quizzes. Their platform is renowned for its intuitive design and engaging user experience, making it a favorite among businesses seeking to gather insights and interact with their audience in a more conversational manner. Typeform's commitment to innovation and user-centric design has positioned it as a key player in digital data collection and interaction.

Problem

Despite using Notion, Typeform struggled with organization due to the lack of a standardized operating framework and database architecture. Departments and teams used it as a simple filing system, limiting its effectiveness for operational management. Marketing leadership faced issues such as unclear team activities, no single source of truth, excessive meetings, and operational friction. The Marketing Department identified a critical need for improving visibility for centralized project management. Additionally, they struggled with managing and retrieving hundreds of obsolete resources in their wiki pages, losing over 15 minutes each time information was needed.

Solution

In collaboration with Notion State, our team overhauled Typeform's use of Notion for the 50-person Marketing Department. We implemented workflows and applications, migrated lifecycle requests, and cleaned up the team’s knowledge wiki. We reviewed and categorized over 1500 Notion documents, tagging and organizing them while archiving 1,200 obsolete resources for quick retrieval of essential documentation. Additionally, we designed a clearer, more transparent wiki to enable quicker resource retrieval prevent future data chaos.

Results

We successfully implemented the system for the entire marketing department, including 50 Typeform users, 4 partner agencies, and operating spaces for 12 teams and sub-teams. The new system provided a holistic view of the department's objectives, projects, and tasks, significantly improving task management and progress tracking. Additionally, by redesigning the knowledge wiki, organizing over 1,500 resources and archiving more than 1,200 of those, we streamlined documentation management and reduced retrieval time.

Conclusion

Typeform has revolutionized internal marketing operations by implementing a customized Notion-based operational system, enhancing efficiency across 50 users and 12 teams. Our collaboration with Notion State has streamlined task management, improved project tracking, and organized 1,500+ wiki resources, significantly reducing resource retrieval time. This transformation has provided Typeform with a clearer, more transparent operational framework, fostering better collaboration and decision-making.

To discover how our custom and automated solutions can optimize your business operations, schedule a discovery call with us.