During my internship at a small arts organization, I anticipated honing my creative skills. I knew I would step into the architect role for their new organizational system. The catalyst for this unexpected shift was the scattered data, project planning, and notes of the visiting curator, which I saw as an opportunity to bring order to the chaos. The solution? A tool I had never used before: Notion.
“I had never touched Notion before this internship. Three weeks later, I had designed a fully functional CRM system from scratch.”
Step One: Understanding the Problem
The initial phase of this project was a deliberate step back. I meticulously examined the information the team needed to track past and current residents, curator visits, supply orders, email lists, event planning timelines, and archival notes. Most of this vital data was buried in spreadsheets or scattered across Google Docs.
Instead of diving headfirst into a design tool, I adopted a user-friendly approach akin to a communication designer. I considered the flow of information, the specific needs of each team member, and the most effective way to create a system that supports the team rather than overwhelms them.
“This wasn’t just about organizing information. It was about understanding people’s workflows and how they think.”
Step Two: Researching CRM Platforms
Before committing to a platform, I evaluated different CRM and project management tools. I compared Notion, Airtable, Trello, and Asana, noting each one’s customization potential, cost, usability, and visual structure. Notion stood out for its flexibility and ability to combine databases, calendars, pages, and text in a single space.
Even though I had never used Notion before, I saw its potential to handle the complexity of a small arts organization where everything overlaps—programming, archiving, communications, and studio management.
Step Three: Designing in Notion
Learning Notion while simultaneously building with it was like constructing a house while teaching myself how to use power tools. I started with basic databases: one for artists, one for events, and one for past projects. Then, I added relational links between them, created calendar views, and added tags for filtering. I built templates so the team could easily duplicate pages for future use.
“I wasn’t just designing a system. I designed a process that others could maintain and expand long after my internship ended.”
I organized it visually and intuitively, balancing aesthetic clarity with functional depth. I also included a guide at the top of each section so new users could quickly understand how to navigate it.
Step Four: Training and Feedback
Once I finished building the system, I walked the team through its use. I gave the team a tutorial and took notes on what made sense and what didn’t. Based on their feedback, I streamlined layouts and clarified labels to better match their day-to-day language.
“Design doesn’t end at launch. It continues through use, feedback, and refinement.”
I’ve since watched the team actively use the system to track studio visits, artist timelines, and grant cycles. Knowing that this structure will continue to serve the organization after my internship is one of the most fulfilling parts of my experience.
Final Thoughts
This project reminded me that design is not limited to visuals. It is also about systems, structure, and the invisible scaffolding that holds creative work together. Building this Notion CRM taught me how to approach information like a designer, asking questions, testing solutions, and creating tools that adapt to fundamental human needs.
“Even though I entered this internship as a design student, I left having built something that lives between UX, strategy, and operations.”