Scaled Notion adoption with continuous system design
How we built an enterprise-grade Notion workspace for Mashura — operations across 16 countries, 300+ people using the system daily, and a continuous improvement loop that has kept the workspace alive two years after kickoff.
By the numbers
- 01+200
New build and support requests handled
- 02+15
Departments using Notion as an integrated operating system
- 03+10,000
Hours saved annually in searching for documentation and scattered information sources
- Industry: Health Tech
- Country: USA + 16 countries
- Users: +130
- Client Status: Active since 2024
- Notion AI: Active
Mashura
We built a scalable operating system in Notion that became the center for Mashura's growth and operational workflows. What started as an implementation for a single department (Marketing) was progressively deployed as the operational system for the entire company. Mashura is a leading Health Tech company — with its brands Cubex and Zimbis — pioneering intelligent medical inventory management, with operations in the United States and sales to more than 16 countries.
Starting Point
When we arrived, the Marketing team was functioning across fragmented tools: primarily Monday.com and multiple outdated spreadsheets that were difficult to maintain and existed in multiple conflicting versions. There was no global visibility into the team's workload, nor a single source of truth for the department's status and documentation.
We began the engagement with 1:1 support sessions to resolve specific questions, clean up databases, and run Notion training sessions. After the first few sessions, we identified the opportunity for deeper involvement: ensuring real Notion adoption, turning it into the department's operational hub, and executing the full team migration from Monday.
Services Implemented
- Technical Drop-in — Migration: Full workspace migration from Monday to Notion across all departments, including historical data migration and adaptation of workflows to the "Notion language."
- Team Training: Continuous, personalized training for all team members.
- Notion Officer (monthly retainer): Ongoing workflow builds inside the workspace and Notion integrations with other tools in the tech stack. Data security management.
- Notion Support: Ongoing support for team questions via Notion comments and Slack messages. Onboarding support for new hires.
- Technical Drop-in — AI Agents & Skills: Support for Notion AI adoption, agent creation, connection to external LLMs, and Claude integration.
- Technical Drop-in — Automations: Automatic notifications, team request management, and connections to external tools.
Tech Stack
- Notion
- Salesforce
- Claude
- Slack
- Figma
- Tally
Highlighted Workflows
Revenue Operations
Integration of the Rev Ops team's request management system into a single information flow, with automatic task and role assignment based on request type (automated triage). User portals for full transparency on each request's progress.
Result: The revenue team focuses on the deals that matter, not on task assignment.
Marketing Project Management
Full integration of all marketing workflows into a single task portal, centralizing both external requests and planning across all areas: campaigns, events, webinars, content, assets, and internal projects.
Result: The marketing team can dedicate time to campaign creativity rather than updating data across multiple sources.
High-Level OKRs
Management of corporate OKRs at a global level, with a unified report for all relevant management profiles under the same criteria and visualizations, facilitating strategic alignment across countries.
Result: A global view of the company's direction, cross-departmentally, where all top managers follow the same criteria and transparency.