From Champion to Master: How TruDiagnostics United 35 Teams in Notion
When Hannah joined TruDiagnostics as their Notion champion, she faced a challenge that would make even the most seasoned operations professional pause. The rapidly growing biotech startup had 35 employees—each managing up to five virtual assistants—spread across multiple departments, all using different tools and systems. Her mission: unite them all under one Notion workspace.
The Breaking Point
"Different departments were doing different things," Hannah explains. "Some were using Monday.com, others had spreadsheets, and important tasks were getting lost in Slack." As the company's designated Notion expert, she knew the platform could solve these problems. But as she met with each department, the wish lists grew longer, and the technical challenges more complex.
Marketing needed a sophisticated podcast calendar system. HR required private document storage with precise access controls. Engineering wanted sprint management. And throughout it all, political sensitivities meant that even simple solutions like task assignment had to be handled delicately.
"We had a Notion expert, but was struggling with more advanced features and functions inside Notion, and couldn't come up with a way to make everybody happy and use Notion," Hannah recounts.
Finding the Path Forward
Instead of forcing a one-size-fits-all solution, Hannah took a collaborative approach to building TruDiagnostics' Notion workspace. Working with Connex Digital, she ensured each department's unique needs were met while maintaining corporate unity.
The process wasn't always smooth. "No, Paul, I don't want more properties," she would push back during solution sessions. "I know that's the solution, but no, I don't want that." This wasn't just about implementing technical solutions—it was about finding the right balance between functionality and usability.
Building for Scale
Together, they tackled each challenge systematically:
- Created a department-based task routing system that respected management hierarchies
- Developed a multi-calendar solution for marketing's podcast management
- Implemented sprint management that integrated with company-wide OKRs
- Built a permission structure that gave VAs the right access without compromising control
- Successfully migrated existing workspaces without losing critical data
"It wasn't a professor telling the student what to do," reflects Paul from Connex. "It was a collaborative thing where she would present problems or things that she didn't like about my solutions, and then we'd refine them."
The Transformation
Today, TruDiagnostics operates as a unified team in Notion. Each department has its own optimized workflow while staying connected to the larger organization. Tasks no longer get lost, and cross-department collaboration happens seamlessly.
More importantly, Hannah has evolved from Notion champion to master. Through recorded training sessions and hands-on implementation, she gained the expertise to manage and modify the system as the company continues to grow.
Key Impacts
- United 35+ employees and their VAs under one system
- Streamlined cross-department collaboration
- Automated routine workflows
- Preserved department autonomy while ensuring corporate unity
- Created a scalable foundation for future growth
Beyond the Technical
The TruDiagnostics story isn't just about implementing Notion—it's about empowering internal champions to lead digital transformation. As startups scale, they often face the same challenge: how to maintain unity without sacrificing the unique needs of individual teams.
The solution lies not just in choosing the right tools, but in building systems that grow with your organization while empowering the people who manage them.
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