Content & Coaching
Built a Scalable Content Fulfillment Machine in Notion
Client
Devin Jatho
Content Agency
Timeline
90 days
Service
Operations + AI Implementation
Key Result
Scalable content fulfillment
“One place where the business runs without needing them to constantly hold it together.”
- Devin Jatho
The Challenge
Devin runs a content agency and coaching programs. They were growing fast. But ops were fragmented.
- •Ideas lived in random places
- •Raw footage, editing, SEO, approvals were spread across tools
- •Editors managed work in Discord instead of a system
- •Onboarding was heavy and repetitive
Devin wanted everything organized and streamlined, with a clear view of "what happens next" in the business, without having to chase people for updates.
The Solution
We built a Notion "operating system" around the real workflow: sales → onboarding → content production → team accountability.
Phase 1: Map reality
- Documented the full fulfillment process in Whimsical
- Identified where the process was breaking: unclear statuses, duplicate dashboards, missing notifications
Phase 2: Standardize sales + intake
- Built the client intake flow using Typeform / ManyChat → Google Sheets → Notion
- Set up automations for routing leads into Notion when they booked
- Created role-based dashboards (setter, closer) so ownership is visible
Phase 3: Automate onboarding
- SureCart → Notion automation for onboarding
- Automated operational steps like community access and onboarding comms
- Built/iterated client templates so delivery is consistent
Phase 4: Build the content system
- Created a single system for content tracking with clear statuses
- Streamlined delegation so editors can work from one dashboard
- Introduced "Ready to Assign" to remove bottlenecks
Phase 5: Accountability + scorecards
- Built scorecards for editors and other roles
- Added metrics that connect output to expectations
- Built automation for reporting and surfacing what's urgent
Tools used
The Results
- ✓Clear end-to-end workflow for content production (no more "where is this at?" loops)
- ✓Faster delegation for editors, with less reliance on Discord for ops
- ✓Automated onboarding steps that reduced repeated manual work
- ✓Team accountability improved via dashboards and scorecards
- ✓A system that can absorb hiring changes without breaking the workflow
Key Takeaways
A business doesn't scale on effort. It scales on clarity.
Automation is useless without a clean workflow. The win came from defining "what happens next" first, then wiring the tools.
A good system gives leadership their brain back. Not just time saved. Mental space.
Want results like this?
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