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How to use Notion to organize your coaching business in one place

August 07, 20236 min read

In this article, I discuss how coaches can use Notion as an all-in-one management tool to keep their coaching business and team organized. Notion offers users the ability to create custom templates, databases, and pages tailored to their specific needs. The article provides a list of the 10 most essential Notion templates for coaches, including project and task management, content calendars, lead trackers, client management, client portals, online courses, notes and documents, finance and accounting, strategy, and CEO dashboards.

What is Notion

Notion is a work management tool that can be used to manage work and information in one place.

Notion allows users to create a customized workspace by adding different types of content blocks such as text, images, tables, and multimedia. These blocks can be easily rearranged and organized to create a hierarchy and structure to the work.

Notion also offers integrations with other popular tools such as Google Drive, Trello, Slack, and Asana, allowing users to connect and collaborate seamlessly across different platforms. Notion also has a web app, mobile app, and desktop app - making it accessible wherever you are.

If you're looking for an all-in-one management tool to keep your coaching business and team organized, Notion might be ideal for you.

You can sign up for a free account at Notion's website here:

Build a System That Works for You

One of the key features of Notion is its flexibility and versatility, which allows you to keep track of your todos, projects, notes, documents, and other information the way you want. You can use Notion as your second brain, so that you no longer need to worry about keeping things in your memory.

Notion allows users to create custom templates, databases, and pages that can be tailored to their specific needs. This flexibility allows for the creation of various systems, such as note-taking systems, project management systems, task tracking systems, client management systems, and more. Users can design their own layouts, add and rearrange blocks of content, and customize the appearance to make it on brand.

10 Essential Notion Templates for Coaches

In my work as Notion Certified Consultant, I've worked with numerous coaches helping them get organized in one place on Notion. Here's a list of the Notion templates my clients have found most useful in organizing their business.

1. Projects & Tasks

Having an organization system for your tasks and projects is important for productivity and focus. With Notion, you can create a project management database to keep track of tasks, assign deadlines, and track progress. You can also create a personal planner to set daily and weekly goals and create to-do lists. Notion's collaboration features allow team members to work together on projects, share documents, leave comments, and track changes.

A screenshot of a project database in Notion.

2. Content Calendar

Notion can also be used for content planning and collaboration. It allows you to create different pages or databases to organize and plan your social media posts, marketing newsletter content, podcast episodes, blog articles, and more. You can plan the schedules, assign tasks to team members, add comments, and collaborate in real-time on your content planning process. Notion's flexible layout and customizable templates make it suitable for different content planning workflows. You can also use Notion to build a library of content ideas for inspiration.

A screenshot of a content planner in Notion

3. Lead Tracker

You can use Notion to build a visual sales pipeline to organize all your lead information in one place. You can keep track of any details and notes related to the leads, track their status, stay on track of when to follow up, add labels, or assign for team members. With the help of Notion you can manage your sales effectively and never again need to worry about forgetting to follow up.

A screenshot of a sales pipeline in Notion

4. Client Management (CRM)

When set up right, Notion can also work wonders as a system to manage your clients and their journey in one place. You can use Notions powerful relational databases to structure and streamline all the information on your customers in one place: contact details, products or services purchased, status of delivering your services, session notes, resources, feedback or intake forms, etc.

A screenshot of a Client Relationship Manager in Notion

5. Client Portals

Notion also allows building client portals, where your clients can easily view all relevant information about working with you in one place. A client portal could include e.g., a welcome video, guidelines for working with you, program timeline, and resources to download.

A screenshot of a Client Portal in Notion

6. Online Courses

In Notion you can easily invite guests or turn pages into websites. This makes it possible to use Notion for sharing resources and building digital products, such as online courses. If you're hesitant to invest in a more full-featured online course platform like Thinkific or Teachable, using Notion for a simple way to manage your online courses can be an option.

A screenshot of an Online Courses page on Notion

7. Notes & Documents

Thanks to the strong document creation and note-taking features of Notion, you can also use it to organize all your notes and documents. A typical setup would include a database where you can categorize and tag documents, and then using the pages inside that database to create the actual documents. It's also easy to embed or link content from your other tools, still having them organized in the same system.

A screenshot of a Notes & Documents system on Notion

8. Finance & Accounting

For any coaching business owner, it's important to stay on top of your numbers - and Notion can be helpful here too! You can store information on your income and expenses in a Notion database and build cleverly filtered views to create reports to give an overview of where your money is going.

A screenshot of a Finances & Accounting system on Notion

9. Strategy

You can use visual documentation of your company vision, mission, an value - to keep your team aligned on the big picture. Using Notion's databases, you can build a goal tracking system. For more details on goal tracking, check out this article about using the OKR method.

A screenshot of a Strategy manager on Notion

10. CEO Dashboard

This is one of my favorite things about Notion! In Notion, you can create filtered views to your data anywhere inside your workspace. This way you can build your CEO Dashboard to show you what is relevant today from across all the different areas of your business. At a glance, you'll be able to see your daily tasks, leads due for contacting, current clients, this month's financials, most recently added documents - all, without having to jump from one app or document to another.

A screenshot of a CEO dashboard on Notion

Premium Suite - Every Template You Need, Done-For-You

Are you interested in setting up Notion for your coaching business? My Premium Suite for Coaches includes all the templates you need and we can personalize and set them up for you.

This way you don't have to spend valuable time watching hundreds of Youtube tutorials to learn how to use Notion. Receive access to my proven templates for coaches and get your dedicated Notion Success Manager to do the setup for you.

Here’s a quick 2 min over view of my Premium Suite for Coaches:

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Taina Pereenniemi

Taina Pereenniemi is the Founder & CEO of the #1 5-Star Rated Notion Certified Agency world-wide. She and her team of certified consultants help businesses organize their team, work and information in one place on Notion, so that they can scale without feeling overwhelmed. Book a free discovery call here:

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