Client Onboarding With Shared Notion Workspaces
Client onboarding

Client Onboarding With Shared Notion Workspaces

First impressions matter. And when it comes to client on-boarding, having a clear and efficient system in place can make all the difference.

What exactly do we mean by client on-boarding though? Well, let's take a look at some of the core goals or desired outcomes we're shooting for when it comes to kicking off a new client project:

  • Set clear expectations for the project ahead (including key project outcomes, timelines and how you'll work together);
  • Establish the main channels of communication--particularly if the project is being completed remotely (e.g. will you set up a Slack channel for the project? Is email the best way to be in touch? Where should you expect one another to be available during the agreed hours/days?);
  • Share access to all relevant documentation, accounts, analytics, reports and project background; and
  • As a bonus, create a shared environment that will serve as the 'home base' for all things related to this project, between you, the client and relevant stakeholders.

If we can achieve these 4 things, in a consistent and repeatable fashion, we're well on our way to setting up each new project for success.

And that's precisely the goal of this Client Project OS template. Let's take a look through it now.

Background & Company

This client onboarding and shared project template is broken down into 3 main 'sections', with multiple views within each. The first section is for sharing and housing all 'Background & Company' information. By default, there are 3 views within this section:

  • Customers & Personas;
  • Competitors; and
  • Brand Story, Mission & Vision.

Of course, you can add new workspaces and pages to this section as best suits your project, but the main goals we have for this setup are to:

  • Quickly establish who are target segments and personas are;
  • Get up to speed on existing competitive research that the client provides, or begin doing and storing our own research;
  • Understand the company's history, background and core offerings; and
  • Understand the company's primary messaging, brand and positioning.

Customers & Personas

The customers and personas workspace pulls from our User Persona template (found here), and serves as a space to better explore and understand key traits about our client's target audience and customers.


The competitors database includes properties for keeping track of:

  • Competitor name
  • Product offerings
  • Key Features
  • Pricing
  • Market Share
  • On-boarding flow
  • Target segments
  • Website
  • Value proposition; and
  • Design comments

Whether the client provides this information for you directly, and you simply add it to the database, or if you go out and do the research yourself--by consolidating this research into a single database, we can easily sort through the client's key competitors via a range of factors (see the list above).


The Brand Story, Vision & Mission workspace includes a 5-part framework exercise for helping to clarify the client's core brand offering. If the client's brand is already well developed, you can fill out this exercise yourself with information provided--or you can run the exercise with the client directly.

If useful, you can also create a gallery of brand assets at the bottom of the branding workspace.


Next up is the project section. In it, we have:

  • Calls
  • Drafts & Feedback
  • Project Assets & Research
  • Accounts Access

Where the first section let us get up to speed with our client's background, this section is for keeping track of the project itself.

Next block in this ability stack →