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Notion invoices for small businesses

Hello friends welcome back to my channel I'm  so excited for today's video we are finally   sitting down and I'm going to walk you through  how I organize my biz in notion I've already   shared lots of videos on this channel walking  you through how I use notion in my daily life   but this one's all about the business side of  things we're gonna dive into my team Hub in   notion I'll show you how we plan our weeks plan  our content the systems we use I'm also going   to show you how we've been using notion AI to  speed up our workflows so that way we can sign   off at the end of the day slow down go live our  lives all that fun stuff I want to quickly thank   notion for sponsoring yet another video never  gets old saying that thank you notion love you   guys so much all right before I dive in I figured  it would be helpful to give a little introduction   if you're new here I'm Jules I'm a full-time  content creator entrepreneur I've been creating   content online full-time since 2017 so operating  as a business for six plus years now but I started   blogging nine years ago so it's been a really fun  Journey lots of different Evolutions if you've   been with me since the beginning of my home in  the city days yoga blogger transitioned into   Beyond creating content that you see on YouTube  tiktok Instagram I also write a Weekly Newsletter   called celebrate Sunday we have about 77 000  subscribers now which is just really crazy and   cool to think about since we had 1500 maybe a  couple years ago anyways I also create digital   products which is a big part of my business so  there's the content creation digital products I   also partner with aligned brands on my social  media channels I also sometimes create video   content that I don't even post and Brands will  take that and license it as ads are used on their   own pages so it's really fun I get to storytell  be creative film things do some photography and   anyways I just kind of wanted to break it down to  give you context on my business how I make money   so that way it can give you a better idea of how  my team Hub and notion works for our team alright   friends let's head on into the team Hub I'm  going to walk you through with a good old screen   all right so here we are inside of our team Hub  there's three of us that work out of here on a   daily basis I'll break down our team structure  in a bit but first I just want you to see this   is like our home page so we have our frequently  accessed links here our content map our tasks   our roadmap and strategy because any type of task  we're doing we want to make sure that it's moving   us forward in our big picture vision and goal for  the year over here we have a little sticky note   for quick reminders this is a synced block so we  can access the same sticky note across multiple   pages of notion which is fun so if you just have  something quick that you want to don't forget to   blah blah blah you'll access it on different  pages and it's just yeah it's really nice to   have we've got a preview of tasks that we're  working on we've got this week's priorities   just as a way to keep front of mind what our  focus is over to the right we have some recent   meetings it's filtered to show all meetings from  the past week and it's nice because we can just   kind of Pop open see what we're focusing on and  I'll dive more into that in a bit and down here   you can see we organize our different dashboards  from planning our content our strategy different   business processes and offerings and of course  Good Vibes gotta have good music playing while   we work that's non-negotiable if you use notion  and love notion then you know that there are Pages   within Pages within Pages databases we want to  make it easy to access and know where things are   there's just so much content in this Hub and if  you are new to notion this is really the beauty   of it that's our team Hub we're going to dive into  all of our different pages but I think maybe it'd   be helpful if I break down our team to give you  some insight into my team I currently work with   three girls on pretty much a daily basis they're  all part-time contractors slash Freelancers so   they also have other clients besides me there's  Lauren she's been with me for over four years now   she's based in Australia she heads up Biz strategy  and product development then there's Jazz her name   is also Julia but we call art Jazz those are her  initials she's based in Austin she's like my right   hand girl here she handles a lot of project  management tasks she's the one in our inboxes   if you ever get a reply from Jazz that's her and  last but not least we have Issa she's based in   Panama she focuses on content strategy and graphic  design she also works a lot on homebodies so all   the graphics that you see on there are done by  her I also have a manager Whitney who handles   the brand deals and partnership side of things  and lastly I have an accountant named Candace   who advises me on all things taxes all that fun  stuff those are the women I work with ongoingly   throughout the year we also hire project-based  contractors from copywriters and video editors   to sales strategists and we all work out of notion  so with any of these templates or systems that you   see today resonate with you you can check out  down to Biz that's our notion pack for Creative   entrepreneurs it was created from our own team  Hub and you can really customize it to meet your   own business needs I think the best way to break  this down is to go through what a typical workflow   would look like broken down from daily weekly and  monthly let's dive into the pages that I use on   a daily basis on a daily basis we use our team  tasks and our content map so for tasks I'm going   to click in here you can see just a quick old  school jotted down checklist of weekly recurring   tasks that we do who owns that task I like to see  the weekly recurring tasks at a glance and then   we also have monthly recurring tasks but let's  dive into the actual databases because I think   that's way more fun so right here we have our  projects a project is like a bigger task that   you're working on that might have multiple micro  tasks underneath it so I think of this page kind   of like a hierarchy we've got the projects which  is the top of the pyramid and then it branches   out into the individual tasks we categorize  our tasks by someday upcoming and this week   for us as a team we work better with more relative  deadlines because not everything we do requires it   to be done by a certain day it's more like this  is what we're doing let's get it done by Friday   and then we'll focus on what's what's upcoming  for the week after and so on and then we like   to have someday tasks so things that are things  we want to get to at some point but aren't that   much of a priority we don't want to forget about  it so we'll just kind of pop it into someday let's   click into our 100K email strategy this is all  very personal business stuff but I want to show   you how we use our templates currently we have  77k it's not about the number of subscribers but   the point of the project is to make sure we're  nurturing that number of subscribers if we're   going to go to 100k this year what are we doing  to really nurture our community and just make it   the best email Community with really intentional  content provide lots of value lots of nurturing   and also make sure there's a very connected  subscriber Journey point of this is to really   kind of break down what we're currently doing what  we'd like to do what we could do better and make   improvements so that when we do eventually have a  email list of a hundred thousand we feel deserving   of it basically we've got projects here the way we  think of our team tasks is that is collaborative   these are the tasks that we've talked about  in our meetings these are things that we are   checking in with each other as a team Issa Lauren  Jazz they all have their own ways to capture their   daily to-do's but these are the collaborative to  Do's that we've talked about that are stemming   from projects so for my daily tasks such as  editing a YouTube video writing a newsletter   all of those are just tasks that I capture in my  own task system moving on from tasks let's dive   into our content map this is another page that we  access on a daily basis obviously a large part of   my business is creating content in order to do  that we have to plan it out what you see here   is a glimpse at our YouTube schedule so I like to  plan content with YouTube being the primary focus   and then from there whatever I have bandwidth for  I'll be creating short form videos for shorts Tick   Tock reels we have a Dropbox folder that we store  our finished tick tocks and reels and that way we   can repurpose it to other platforms terms we have  a link to planoly which is what I use to plan out   what content I'm posting on my Instagram feed I  also use planoly for planning out tick tocks and   things like that there's a video Planner on there  which is really cool and then canva of course is   what I use to design all my thumbnails pins just  different Graphics I just shared a video of all   the apps that I use on my iPad and a lot of these  apps I talk about on there so I'll link that video   down below so the people that work out of this  page the most are me Jazz and Issa I'll go through   and plan out what kind of content I'm planning  on creating if you see this schedule and think   oh my God she planned so far in advance she's so  organized I want you to know that this is a very   fluid schedule we try to stick to these dates  we try to plan ahead what type of content but   we like to keep it fluid and flexible if I'm not  feeling that topic of video then I might skip it   or rearrange it or completely change it and evolve  it I think it's important to have some sort of   structure but just remember that creativity Ebbs  and lows and it's not always going to be this way   but this is our current schedule I'm going to go  into the video that I'm currently filming now for   a fun little Inception moment how I organize my  biz in notion you can see that notion sponsoring   this video this is the high energy video so I know  I have to be mentally ready to film that I need to   make sure I eat food before and be prepared to be  filming for a long time be prepared to be editing   for a long time I have an entire video that breaks  down how I plan my content from the scripts from   the b-roll the tags like all that kind of stuff  I have an entire video so I'll link that down   below for the sake of this video I'm just gonna go  very briefly into it and show you how we use the   content map as like a collaborative team I plan  the video I want to create I tell Jazz what video   we're creating I might jot down a little bit of  a script so she can get an idea and gist of what   the video is about and for me I don't script  all my videos but if it's something that has   a lot of information I want to make sure I get  my points across and I want to make sure that I   make clear to you all what video you're sitting  down to watch sometimes the video requires some   research so after I kind of do the rundown of what  the video is and jot down a quick little script I   pass it along to Jazz and she will start working  on the newsletter this is where I want to talk   about notion AI this is a brand new feature that  notion has come out with AI is very new territory   but it's picking up steam very fast let me show  you how we've been using notion AI to speed up our   workflows all right I'm going to do this in our  researcher notes you can see here I've got lots of   notes of things I want to chat about in this video  and so there's enough context in there for the AI   to pick up on what the video is about and write  an email blast that will hopefully get people to   click and watch the full videos I'm going to hit  the space bar and say write an email newsletter   telling people about our new YouTube video so they  go and watch it probably could have said that with   last words but I'm a very long-winded person the  AI is thinking okay so here we go hey friends I'm   so excited to share with you my latest YouTube  video where I show you how I organize my business   notion if you're interested in seeing how you're  organizing business and learn how to implement the   same systems for yourself you can check out our  down to Biz notion pack which was created from   our own team Hub you can customize it to meet your  own unique business needs check out the video here   insert link to YouTube video hope you love it  pretty darn good I can make this email longer I   can have them continue writing or I can click done  if I'm good with that and we'll just take that and   pop it into the newsletter I really love this AI  feature because it's allowing us to take something   we've already written something we've already  already created and it just like summarizes   it and packages it up so that we can pop it out  to different platforms and repurpose and for us   it's worth it because that particular email it's  not that deep we really just want you to get the   gist of what the video is about and come over  over click it and watch it so for things like   that it's really really helpful I'll just quickly  show you what all the different things you can do   you can summarize what's on a page so say you have  a meeting you're taking kind of sporadic notes you   can have it summarize that's what the meeting's  about you can have it find action items from the   meeting you can also translate the words on your  page to another language you can fix spelling and   grammar the way I see AI for me personally in my  workflow is allowing it to help me work a little   bit faster and just help me automate the tasks  that I don't need to spend as much time on so   that way it frees up my time to be able to create  and like really be in my zone of Genius the way I   am currently utilizing AI is to just optimize what  I already have in motion to help me refine things   that's a little peek into how I'm currently using  notion AI you can sign up for notion for free and   you can unlock the power of notion AI for just  ten dollars a month so if you're curious about   that you want to check it out I've got a link  for you down in the description so content map   team tasks that's what we access on a daily basis  now I'm going to move on to what we access on a   weekly basis we can access our recent meetings  over here but I'm just going to take you to the   full meeting notes page this is filtered to  show our meetings from the past month or so   we categorize them by whether it's a weekly sync  content planning meeting a project kickoff might   just be a rando ad hoc meeting shareholder meeting  that's me myself and I it's a tax thing I'll just   show you what a blank meeting note might look like  we have different templates we try to fill out our   team meeting Doc before our meeting that way we  can just kind of hit the ground running this is   what a blank template looks like for us I'll also  show you what a monthly retro looks like retro is   really important whether you have two people on  your team 10 people on your team it's a really   great way to create a safe space to talk about  what's working in the biz what's not working   and also to celebrate the cool things that you  guys are doing and the Milestones that you're   achieving again all of this can be found and  our down to business notion pack I'm so proud   of this notion pack down to Biz was created from  our very own team Hub you know running a business   as a content creator but also someone who sells  digital products somebody that has an email list   so I feel like that applies to a lot of small  businesses we're all creating content in some   way shape or form so if you're a small business  owner and you have digital products that you sell   if you have a newsletter if you create content if  you have meetings and I think you'll really enjoy   down to Biz and even better you can write off  down to Biz as a business expense so hopefully   it'll be your favorite Biz write-off for the year  the next page that we access on a weekly basis   is our email marketing so all of our slow Brew  Sundays are drafted in here before it goes into   convertkit convertkit is the platform that we use  to send all our emails this is what it filled out   slow Brew Sunday looks like morning words Our  intention what's brewing and then we can go in   here and like write a comment like I think last  week Jazz picked a different article and I was   like actually I want to feature my friend Riley  because she just relaunched her podcast it makes   it very collaborative it helps cut back on back  and forth in like email or slack because we're   able to annotate directly on the document that  we're working on together and all of the updates   or comments can be found in our inbox it just  makes it really easy and seamless and then the   other document that we access on a weekly basis  is our Partnerships tracker that is something   that I actually don't keep in our team Hub it's  just something that jazz and I collaborate on   here's what down to Biz looks like and I will  show you what Partnerships tracker looks like   in that because I have too much income information  on mine I have a manager who handles all the brand   deals but Jazz will take the project that I'm  working on and input it into here so the way   it goes Partnerships I'll get an inquiry in my  inbox if we want to explore it I'll pass it on   to Whitney sometimes Brands will reach out to my  management company directly and they'll just chat   back and forth Whitney my values Whitney knows  the types of Partnerships that are aligned and the   types of Partnerships that aren't aligned so she  oftentimes just passes on a lot of things before   even asking me because she knows what I actually  want to work on so when a brand like notion comes   in it's like hey you want a partner she's like uh  duh obviously once they do the negotiation they   decide on the deliverables the rate the usage  like the licensing of the content all that kind   of stuff my manager will send me an email that  is titled project booked and it'll have all the   information the brief the timeline and then I will  forward that along to Jazz she'll take all that   and put it into our Partnerships tracker and then  from there she'll put any deadlines on our Google   Calendar that way we don't miss a deadline we've  talked about the pages that I use on a daily basis   a weekly basis now we're going to talk about  the pages that we use on a monthly basis the   pages that we access on a monthly basis have a lot  more financial information and numbers that's just   between me and my team so I'm gonna go into our  down to Biz notion Hub and show you what it looks   like in there because it is the same template just  without all of the data anyways let's navigate   into our roadmap and strategy this is where we  map out our North Star This Is The Stuff where   like when we envision our year and what we want  to accomplish what goals we want to reach this is   this is that we like to categorize things in  a roadmap by nurture and community sales and   launches and then like internal stuff that we're  working on this just helped us to make sure we   have a very balanced approach to business but for  us the nurturing Community is like the biggest   most important most impactful part of the business  and that is what eventually leads to sales leads   to new products things like that we like to break  it down by quarter and then we'll put our current   results versus our Target results this is all very  numbers focused because to us the roadmap should   be very tangible for example if I wanted to create  a new notion template I wouldn't want to just say   create more notion templates for my community  I would say I want to launch three new notion   templates and then I'll break it down from  there like what are these three templates a   lot of times our roadmap will lead to different  projects that we're going to start and then from   there it branches out into different micro tasks  it's really helpful to sit down whether it's by   yourself or with your team and plan this out  refer back to it once a month make sure that   the projects you're currently working on the  tasks you're currently doing all align with   your roadmap and higher vision for your business  so beyond roadmap then we move on to our product   Revenue tracker this is the same tempo that we  use in our Hub minus the numbers so for us it's   a digital product sales tracker it does not  include brand Partnerships it doesn't include   other side businesses it's focused on like our  notion templates our courses or any type of   digital product that we offer on juleseakery.com  rewrite the name of the product the course the   service whatever it is for you it doesn't have  to be a digital product it could be a service   that you're offering whether it's group coaching  one-on-one coaching a mastermind we like to jot   down last year's Revenue our year-to-date Revenue  our goal Revenue below that we have our opt-in   library when you offer a digital product it's so  important to have opt-ins so that you can show   people what you have and what you offer before  asking them to pay for something we have a lot of   free content like my entire YouTube my Instagram  my Tick Tock my newsletter it's all free content   but where we can monetize is through our digital  products if you like this exact template that   we're using and you want to use it too then yeah  you can buy my template because we spent months   developing it and creating it it's important to  know your worth as a business owner but then to   also be really generous with what you give away  and what you share and I feel like we do a really   good job of that I hope you feel that too long  story short we have an opt-in Library where we   keep track of all the different freebies that we  offer we have our calming calendar hex codes which   I feel like a lot of you have already downloaded  that was by far our most popular opt-in ever it   definitely is what helped us grow our email list  to what it is today we make an update to a PDF   or something we can update here this is kind of  our source of Truth and just a good way for us to   keep track of what we're offering and making  sure we're keeping all those up to date last   but not least on a monthly basis we look at our  metrics tracking I'm going to show you the down   to Biz version because it's actually more robust  than the one that we use we can track our total   subscribers or open rate click through rate it  automatically populates when this data was last   updated click over to web we can track all these  different types of things personally we don't   track this but I know for some businesses it's  really important for you to track so we included   that in down to Biz and that's why I wanted to  show you this because it like I said it's more   robust than ours Instagram a lot of companies  want to track analytics for that as well again   personally we really only track email metrics I  don't really track web and Instagram As Much I   Feel like there's so many things to dive into but  I really wanted to hit on the pages and dashboards   and databases that we access the most frequently  so the ones that we haven't talked about I'm going   to do like a rapid fire we've got our homebodies  dashboard we use this more when we were in the   planning phases of relaunching homebodies now  we've kind of migrated our tasks into our own   task system so it could probably archive it yeah  let's do that let's archive it anytime we archive   something it's never actually gone we're just  putting it away so we don't have to look at it   anymore but we still save things I don't like to  delete things unless we know for sure we don't   want it anymore let's talk about the brand Hub  so the brand Hub we have our mission our vision   our values we can share our voice and tone which  is kind of just like jewels-isms things that I   would say or how I would say them it really helps  when we're doing copywriting whether it's for the   website or we have our team here all of our info  got my little blurb and favorites things like that   make it fun under processes we have teams which  includes some logins we don't store passwords in   there but it's kind of like a hint to the password  we have package trackers which is basically if a   brand wants to give me something Jazz will put  it in there and then we'll just track whether   we received or not I don't accept a lot of gifts  there's not much going on in there and then we   also have templates and documentation so this  is something that is definitely in down to base   which I think is super important for any small  business owner if you are getting emails that are   asking frequently asked questions or just things  that kind of come up a lot it's really helpful   to document them we also have screen shares of  our scopes of work if for some reason Lauren is   out of town for a month and somebody else has to  take over her tasks she'll record a loom of how   to do certain things and it'll be in here that way  somebody from our team can access it and know what   they need to do other than that these are kind of  just hodgepodge we've got optimize ja it's just a   brainstorm that we did to optimize my website  I keep it there because it's good ideas and I   like to pop in from time to time and and then for  apps to try it's a database of different apps that   brands have reached out and asked us to try we add  them to the list and if I have any downtime I will   download it and I will test it out and then I'll  give them some feedback we also have testimonials   and feedback which is where we keep all of your  really nice feedback and comments we always ask   for permission to share them so we kind of keep  track of that here and we also keep track of all   of your requests all of your feedback we take  all that very seriously we jot it down and then   if we did action it we'll check that off okay if  you're still with me thank you so much for tuning   in I hope this video gave you some insight into  how my team and I use notion to organize our Biz   comment below if you want to connect or have  any questions I linked her down to Biz notion   pack in the description thanks so much for being  here and I'll see you in the next one bye friends foreign [Music]