Scaled Notion adoption with continuous system design

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 international sales.

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When we arrived, the Marketing team was functioning across fragmented tools: primarily Monday.com and multiple outdated spreadsheets that were difficult to maintain and existed in multiple conflicting versions.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.