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Episode 331

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Published on:

16th Jul 2026

Building a Custom Notion Dashboard: How I Streamlined My Entire Business with Ania Ha

What if the systems slowing down your business aren't your workflows, but the software you're forcing yourself to use?

In this episode, I'm joined by Notion consultant and workflow strategist Ania Ha to pull back the curtain on the custom Notion workspace she built for my business. We talk about everything from team management and automations to the growing conversation around replacing traditional CRMs with personalized systems built in Notion.

I share what it was like hiring someone to build my systems for the first time, how that experience completely changed the way I think about my own clients, and why I believe the best tech stack isn't always the one with the most features—it's the one that actually fits the way your brain works.

Find It Quickly:

00:25 - Meet Ania

05:38 - Instagram Widget

09:17 - Why Clients Hire Her

13:11 - Learning Notion as a Client

19:36 - Toggles and Dashboard Design

21:47 - Team Tracking and Databases

25:45 - CRM Alternatives Debate

28:58 - Simple CRM Starts

30:18 - Zapier and Breakpoints

31:54 - Frankenstack vs Scaling

33:44 - Notion Client Portals

35:43 - Notion Pricing Advantage

36:51 - Team Workflow Automation

41:49 - DIY Automation Tweaks

44:00 - Notion Second Brain

46:23 - Design Views and Tables

49:39 - Mobile App and Shortcuts

50:26 - Ask an Expert

Mentioned in this Episode:

Notion: notion.com

Dubsado: coliejames.com/dubsado

HoneyBook: coliejames.com/honeybook

Airtable: airtable.com

Google Workspace: workspace.google.com

Zapier: zapier.com

TidyCal: tidycal.com

Descript: descript.com/?lmref=0HiLlg

Loom: loom.com

Metricool: metricool.com

Canva: canva.com

The Subscriber Society: latitudelane.com/subscribe-society

Launch Your Own Way: cominguproses.co/products/lyow

Connect with the Guest:

Website: shecreatesmgmt.com

Instagram: instagram.com/shecreatesmgmt

Threads: threads.com/@shecreatesmgmt

Tiktok: tiktok.com/@shecreatesmgmt

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Show artwork for Business-First Creatives: Client Experience & Systems for Service Providers

About the Podcast

Business-First Creatives: Client Experience & Systems for Service Providers
A podcast about systems, workflows, and business advice for creative service providers.
Business-First Creatives is a podcast for photographers and creative service providers who want to build a profitable, sustainable business without drowning in admin work, client experience chaos, or systems that let you down.

This show delivers clear, actionable conversations around marketing, CRM workflows, client communication, Dubsado and Honeybook automation, Airtable systems, and workflow strategies, giving photographers and creative entrepreneurs the systems that scale, operational clarity, and strategic, human-first client experiences they need to build streamlined, referral-worthy business operations that don't require working 24/7.
If you're tired of babysitting your inbox, chasing down contracts, or watching your workflows break the moment you look away, this show will help you move beyond "figuring it out as you go" and toward a creative business that brings you joy and a paycheck.

This podcast provides answers to questions like:
How do I automate my client journey without losing the personal touch?
What CRM workflows do photographers and creative businesses need?
How can I use Dubsado or Honeybook to streamline my client experience?
What systems do photographers need to save time and deliver exceptional client experiences?
How do I reduce admin time in my creative service business?
Why do my workflows keep letting me down (and how do I fix them)?
How can I build a profitable creative business that brings me joy and a paycheck?
What's the best way to communicate with clients throughout their journey?
How do I create systems that work even when I'm not babysitting them?
How can I map my client journey to convert more inquiries into bookings?

Hosted by Colie James, a Dubsado Certified Specialist, Honeybook Educator, and Workflow and Automations Guru with 10+ years helping creatives systemize their businesses—this show delivers practical, no-BS guidance for photographers and creative entrepreneurs who are ready to streamline their client journey, automate their operations, and make money from their craft.

If you're done dropping balls and ready to build a business-first creative operation with systems that scale, you're in the right place.

Find out more about Systems in Session ➡️ https://coliejames.com/systems-in-session