How Notion helped one agency consolidate tools and slash meeting overhead by 30%

Raw Studio is a bespoke digital creative agency that has attracted clients of all sizes across 50 different industries. Whether it's a startup like Snappr launching an MVP or a global brand like Westfield redesigning its mobile app, companies choose Raw Studio because they want to bring their solutions to life faster than they could in-house or with any other agency.

Their track record of successfully taking on projects of all sizes is built on a foundation of design sprints, a well-established methodology for rapid iteration, and constant client feedback. But the tools they were using to manage their work, client relationships, and agency operations were proving too rigid and disconnected.

”Each design sprint requires its own board, feedback, and documentation, but everything was scattered across different tools,” explains Daniel. “We couldn’t even view tasks across projects or onboard new team members without navigating multiple platforms.”

The fragmentation was costly, both in time and creativity. With team members spending up to five hours weekly in client sync meetings and juggling multiple tools that put a strain on their focus and productivity, Raw Studio needed a flexible solution that could bring all parts of their complex design sprint process into one tool, all while streamlining client collaboration.

When Raw Studio began exploring Notion, they immediately saw the potential to revolutionise their project management and client collaboration in one space. "We needed a solution that could handle everything from initial client conversations to final deliverables, all while keeping our internal team and external stakeholders in perfect sync," explains Daniel.

The team started by creating a centralised teamspace that serves as its operational hub. Here, every project has a dedicated page with custom workflows tailored to Raw Studio's specific needs, whether it's for UX design, branding, or development work. This customisation was crucial, as Daniel notes: "Other tools can lock everyone into to specific ways of working, but Notion allows you to adjust your workflows to exactly how you want them for your business.”

The most transformative change was their approach to client collaboration. Raw Studio now invites clients into carefully structured Notion pages that serve as their client portal, providing unprecedented transparency into project progress. "Previously, it was challenging to keep clients updated without scheduling constant meetings," says Radovich. "Now, clients can track progress in real-time, access all project materials in one place, and stay informed without the need for constant check-ins."

For Raw Studio, Notion is more than just a tool—it's become the foundation that enables their agency to deliver exceptional results seamlessly and at scale. By consolidating their operations into Notion, they've seen measurable improvements across their business that directly impact their bottom line.

Managing all their projects in one connected space has allowed Raw Studio to eliminate five hours per week in client meetings through automated updates that keep clients informed of project progress in real-time. And they continue to find new ways to streamline their workflows, including joining the Notion Mail beta to bring their email inboxes directly into Notion too. Since everything they need now lives in Notion, the team can be more productive without the constant disruption of digging through scattered docs and spreadsheets or switching between different apps.

Beyond these productivity gains, consolidating their tech stack in Notion has also allowed them to replace project management tools like Trello and Zapier, phase out separate tools for docs and file storage like Google and Dropbox, and minimise web development costs by using Notion Sites—all resulting in over $20,000 in annual software savings.

But perhaps most significantly, Raw Studio has achieved what many agencies strive for: a seamless operation where information flows effortlessly between team members and clients.