Land Investing
Eliminated 5+ Hours/Week of Busywork
Client
Callan Faulkner
REI Optimize / Solterra
Timeline
8 weeks
Service
Notion System Setup
Key Result
5+ hours/week saved
“My business feels completely renewed. I highly recommend Daniel and Systemify.”
— Callan Faulkner
The Challenge
Callan is a land investor and runs multiple operations across Solterra and REI Optimize. The work was happening, but the system wasn't keeping up.
- •Notes were scattered across tools and docs
- •No central home for SOPs and process documentation
- •Too much manual checking and follow-up
- •A team member at $30/hour was losing ~5 hours/week to avoidable manual work
The classic scaling problem: effort was high, clarity was low.
The Solution
We built a Notion operating system to run Callan's core workflows: campaigns → lead management → projects → tasks → meetings.
Phase 1 — Stabilize task + project execution
- Implemented a task manager with multiple views (create, schedule, execute)
- Consolidated project tracking to reduce fragmentation
- Added project templates with pre-built task sets
Phase 2 — Automate lead capture
- Debugged and improved the lead creation automation
- Standardized rules for when leads get created in Notion
Phase 3 — Campaign + financial tracking
- Created structure for marketing campaigns with task creation in correct order
- Introduced task dependencies so the team only sees actionable tasks
- Built workflows for tracking who owes money and last follow-up
Phase 4 — Meetings + accountability
- Created meeting databases and templates
- Added checklists and linked tasks so meetings drive execution
Tools used
The Results
- ✓5+ hours/week of manual work removed by making tasks repeatable and automation-ready
- ✓A single place to manage marketing campaigns, buying/selling workflows, and deal tracking
- ✓Tasks created and assigned in the correct order, with dependencies to prevent overwhelm
- ✓Less chasing updates, more clarity on "what happens next"
- ✓A system that can be expanded into sellable templates and course assets
Key Takeaways
Scaling is not a motivation problem. It's a clarity problem.
Automations work when the structure is stable. The biggest wins came after standardizing statuses, templates, and "rules of the road."
A good system makes the business feel new again. Not because it's flashy, but because it removes the constant background noise of uncertainty.
Want results like this?
Let's build your custom system. Book a call and we'll map out what's possible.