The Challenge
Naif was running a growing solar installation business with projects across multiple cities in the USA. The problem wasn’t the workload, it was visibility. Client relationships lived in WhatsApp. Project status was tracked in separate spreadsheets that nobody kept updated. Installation timelines were managed from memory. The CEO had no single place to see where anything stood at any given moment.
Every morning started with a round of messages asking “where are we on this?” a symptom of a system that wasn’t doing its job.
The Solution
We built a three-part Notion operating system from scratch:
- CRM database - every client with full contact history, project links, and status tags. No more WhatsApp archaeology.
- Project tracker - each installation as a linked record with phases, tasks, assigned team members, and progress bars.
- CEO dashboard - a live roll-up view showing total pipeline, active projects, open tasks, and completed work. One page. Always current.
The system was built so the entire team could update it naturally as part of their workflow, no extra steps, no “remember to log this.”
The Result
Within the first week, the team stopped using WhatsApp for project updates entirely. Three apps, the CRM tool, the project tracker, and the reporting spreadsheet, were replaced by one workspace. One hundred percent of active projects were visible in the CEO dashboard at any moment.
Naif now starts every morning by opening one page. That’s it.