Why We Stopped Using Fancy Project Management Tools (and Stuck with Notion)

Hey 👋

When you run a SaaS company, your team is always juggling a dozen projects.

Product updates. Marketing campaigns. Client onboarding. Everyone’s moving fast until you realize you’re not moving in the same direction.

We tried every project management tool out there.
Each one promised structure, automation, and “clarity.” But somehow, our meetings still ended with:
“Who’s doing that again?”
“Wait, didn’t we already finish this?”

It wasn’t about the software. It was about the system.

The Day Our Tasks Turned Into Noise

There was a point when managing projects felt like herding cats.
We had a dashboard for every team, but none of them talked to each other. Everyone was “busy,” yet progress felt slow.

The turning point came when one project slipped through the cracks — not because of neglect, but because it lived in the wrong tool. That’s when I realized: we didn’t need more tools. We needed one place that could hold everything together.

That place became Notion.

Building Our Own Operating Manual

We didn’t want another project tracker. We wanted something that actually made sense to the way we worked.

So we started small.
A single page for priorities.
A few linked databases for sprints and goals.
Then a shared roadmap that tied marketing, product, and operations together.

It wasn’t perfect at first, but it quickly became our foundation — our internal operating manual that kept everyone on the same page.

Less Micromanaging, More Momentum

Before Notion, updates meant meetings.
After Notion, meetings turned into decisions.

Now, everyone knows what’s in progress, what’s delayed, and what’s next without waiting for a status call.
That shift didn’t just save time; it changed the team’s rhythm.

We stopped managing people and started managing momentum.

What Makes It Work

Here’s what’s helped us keep projects moving without chaos:

• One shared roadmap across every department.

• Tasks tied directly to quarterly goals.

• Weekly syncs built around blockers, not updates.

• Automations that quietly handle reminders.

• A culture that values clarity over control.

It’s simple, and that’s why it works.

Where Structure Meets Trust

Tools can’t replace trust, but they can support it.

When everyone has visibility, accountability becomes self-managed.

When the system is transparent, the process feels fair.

That’s what Notion gave us — a balance between structure and autonomy.

The Bigger Shift

Project management isn’t about tracking tasks; it’s about creating alignment.

Notion helped us connect goals, ideas, and execution in one space.
It’s not flashy, but it keeps us grounded and focused — and that’s what scaling really requires.

If you ever feel like your projects are slipping despite all the right tools, the fix might not be another software.
It might just be simplifying the system you already have.

Until next time,

Angelo

P.S. If this hit close to home, consider simplifying your own setup.
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