As a creative business owner, staying organized can feel like a constant challenge. There are so many things to juggle: client contacts, projects, earnings, and more. I use Notion to streamline the less creative aspects of running my business. In this post, I’ll share how I organize my creative business using Notion and the different databases I use to stay on top of it all.
If you’re a creative entrepreneur struggling with how to manage the “business-y” side of things, I hope this gives you a helpful framework to get started!
My Notion Setup for Organizing My Creative Business
Notion has become my go-to tool for organizing the business side of things. Here’s how I’ve structured my databases to keep it running smoothly.
1. Work in Progress Database
Before a piece is ready for my portfolio, it starts in the Work in Progress (WIP) database. Here, I track the status of each project, from initial sketches to final edits.
How It Helps: This keeps me from feeling overwhelmed with unfinished projects. I can see the progress of each piece and know what needs attention next. I’m able to add inspiration, reference material, moodboards, sketches, scans and the actual work in progress, all in one place.
Once a collection or illustration is finished, it moves from my ‘work in progress’ database into the portfolio database, making it easy to keep everything organized.
2. Catalog Database
The Catalog database holds all my finished work. I use Notion to help me create SKU numbers for each pattern or illustration, then I track everything I’ve created, including any artwork that I’ve sold outright. The goal is to have an easy way to view which pieces are available and which ones are no longer available.
How It Helps: I have dyslexia with numbers and ADHD, so using an automated SKU numbering system helps me get the SKU numbers right. Having all my artwork in one place keeps me organized when creating sell sheets, my licensing portfolio and when pitching my work. I know exactly what I can offer and what’s tied up in contracts.
3. Companies Database
The Companies database is where I keep track of all the companies and potential licensing partners I’m researching and pitching to. It includes information about each company, what they produce (e.g., wallpaper, fabric) and whether their style is a good fit for my art. I also track if I’ve worked with them in the past or if they’ve passed on my pitches. When a company is no longer a target, I don’t delete it from my database, I simply ‘archive’ it. That way I won’t accidentally research the same company again in the future, only to remember they didn’t work out the first time.
How It Helps: By having a dedicated space for potential clients, I can stay organized with my outreach efforts and focus on building long-term relationships.
4. Contacts Database
The Contacts database works alongside my Companies database. This is where I keep track of all the individual people I’m in contact with: buyers, art directors, etc. I note the details of each conversation and when to follow up.
How It Helps: I have ADHD and the last thing I want to do is spend 2 hours searching for “the last email” I sent someone only to realize I’ve deleted it. Having a Contacts database means I can copy/paste or embed all the conversations I’ve had with a contact. No more frantically searching through my my email inbox trying to find something that isn’t there.
It also ensures I never miss an important follow-up and helps me stay consistent with outreach when pitching my work without contacting a busy art director too frequently.
5. Earnings & Contracts Database
My Earnings/Contracts database is where I track all the financial details of my creative business. This includes the type of contract (licensing, buyout, freelance), how I’m being paid (royalties or flat fees), and any deadlines for contract renewals. It’s also linked to my Portfolio database, so I know when artwork will be available for licensing again.
How It Helps: This database lets me see how my various income streams are performing and ensures I’m on top of contract details as well as seeing at a glance if a licensing partner accidentally missed a payment that was due.
6 & 7. Brainstorm Database + Projects & Tasks Databases
My Brainstorm database is where I keep my “shiny squirrel brain” under control. As someone with ADHD, I have a lot of ideas. Those ideas can be great, but sometimes they can be laughable. So I keep a notebook by my desk at all times and if an idea pops in my head I write it down immediately. No judgements. Then about once a week I go through the notebook and transfer anything worth keeping into my BrainStorm database. The items in that database can be the basis for future projects, pattern collections, etc. So if it gets past the “idea” stage, it will eventually go into my Projects & Tasks database.
How It Helps: The Brainstorm database helps me to trust that I won’t forget an idea, so if something pops in my head I write it down and eventually evaluate it to see if it is worthy of getting pushed to the Brainstorm database, and later the Projects database. One thing about having ADHD is I tend to forget things easily. So when what feels like a great idea comes up I feel compelled to ACT ON IT immediately, before I forget. Having this system means I can save the idea and quell any anxiety that might arise because I’m not acting on it immediately – I know it is safely tucked away for future use. This makes it much easier to get back to work on the task at hand.
How it All Comes Together
Each of these databases is connected in some way, making it easier to keep track of the business side of my creative career. For example, when I land a licensing deal, I can link the artwork to both the right company in my Companies database and the actual contract terms and income in my Earnings & Contracts database. This gives me a clear overview of my projects, earnings, and client relationships, all in one system. It also helps me see at a glance which artwork is already licensed so I don’t accidentally pitch it to other companies.
Using Notion to organize my creative business helps my ADHD brain focus on what I love: creating, and not get so overwhelmed in the minutiae of running a business. While this setup is still a work in progress, I’m already seeing how much it helps me stay on top of things.
If you’re a creative entrepreneur looking to get organized, give Notion a try! Setting up a system that works for you can free up mental space for the creative work that really matters.
