hello everyone and welcome back to the keep productive youtube channel today's video
is going to be with kahee who is running rad reads he has been here on the channel before and
it's great to have him back in today's video he's actually going to do something that maybe a little
bit specific for people um but he's actually going to show us how he sets up his notion
for collaborating with a virtual assistant now when it comes to collaborating with a va
it sometimes can be a little bit tricky but he shows you how he can set up a like a workspace
that takes advantage of notions features and the collaborative abilities so i hope this one is
useful it might be useful not just for a virtual assistant but for someone that you work with
quite closely um or administration-based work uh it might also apply now before we begin okay he's
actually got a whole course uh the cohort four that is coming out and you can find the link
to the course in description below also he has a youtube channel if you haven't checked it out yet
i highly recommend it he dines into everything about notion finance and lots more so without
further ado i'll pass you over to kate hello francesco and the keep productive family thank
you so much for having me back on your channel for those of you who don't know me my name is kay he
i'm the creator of the blog and newsletter rad reads and i teach the popular notion course
supercharge your productivity today i want to tell you about a dynamic duo
one that has freed up tons of time improved our product and reduced the unnecessary communication
friction that comes with slack i'm going to show you how i collaborate with my va
my virtual assistant using notion for projects and task management first i'll begin by showing
you how we use primary tables and templates to standardize and streamline everything that we do
then i'll give you a real-life example about how i write one of my three weekly newsletters without
stepping foot in my email software i hope you enjoy the tutorial we will begin as usual with a
blank notion page and since the company is called rad reads we'll start with a rad hq and we'll just
slap on a little icon just to get things going so i use the lightning bolt now in for all of
our communications with my virtual assistant my va we'll go through two primary tables i'm in a
big advocate of having a very minimalist setup and so let us create these two tables the first table
is going to be um a table of notes and so we'll call this primary notes and here we'll have um
this will be kind of like our file explorer and so here we'll change this to note type and we
have a we can have a few different note types we're going to really focus on the slp which
is a standard operating procedure but we could have a brainstorm we can have an active note
and then we can have a reference note
all right and i'll just go in and just do some little formatting i'll unwrap the cells and then
i'm going to make this a wide screen just so it airs things out okay so this will be our notes
table and again we'll create a bunch of different notes and they can have these these different
types i'm going to go in and just delete this column now our second table will be a tasks table
and in our task table we will then um we'll create it and it will be a table
another inline table and this will be primary
tasks and so we'll change this to task and we'll just create this very st simple um
columns for our task list uh whether the task is done or not uh we'll then put in a due date
which is a date type and then we will put in an assignee
assigned to because as you know we'll be assigning this to a person and this will be a person type
all right so there you have it we have a series of tasks and a series of notes now this is where
it starts to get really interesting because in the notes we want to create
a note template and so how are we going to do that we're going to go in and hit this
little blue arrow here and it gives you this option for a new template i click new template
and then and then you'll see this tan bar here and so i'll just write this right here new sop now
again this is not a specific page or a note this is just a template and so in this template we will
basically pre-populate what our sops or our standing operating procedures look like so
the first thing i'll do is i will put in i like to do a call out so the callout will be a vision sop
vision so this is why are we even doing this in the first place the next thing we'll put in are
resources required that way the person reading this my va knows uh resource one
resource two which resources are required
the third thing we'll put in and i'm using headers here will be step-by-step instructions
and these will be a mix of screenshots
clicks loom videos
videos and notes all right
so then we have so that's step by step instructions next we will have task inputs
and this will be really important because it as we create a new task it will crystallize
what information needs to get passed from the task assigner which is me to the task
assignee which is my va and so here it could look like subject line oops
subject line i'm using this just as an example uh placeholder and then you could have a
opening paragraph followed by a placeholder
all right so these are the variables the inputs that will be passed along as we create
a new task and then lastly very important the definition of done and this is almost like a post
uh production checklist so we just put a few of these lazy check boxes um action one
action two all right so we have crystallized what our sops would look like so i click out
here and then you'll see let me just delete this row you'll see that if i wanted to go
into my notes anyone on our team and we wanted to create a new sop we would just go in here
and you'll see it's populating this would be a note type sop and this could be um create
a tuesday newsletter and then we could go in and fill out all of you know
this is how we share our jobs with our community and again this is the sop the standard operating
procedure so it just lives once and then we could put in the resources here and i'll show
you a real life example convertkit we would write out all the instructions in this section
i'm not going to do that in this video and then we would pass the inputs again you'll see this all
in action here is the rad hq now i spent all my day in this screen where it's my command center
and so i want to take the theory that we just discussed and show it to you in practice now
the first thing i want to show you is that we have aggregated all of our sops and so as you scroll
through here everything we do is memorialized and so here is the um the updating the rad jobs that's
our tuesday newsletter so let's open that up so as you can see here you have it as a doctype as
an sop these are some old links and here are the different sections so first you have the vision
then you have the resources required then you have the step-by-step instruction including loom videos
other notes about pdfs things like that
then you have the sop input so these are the inputs that will get passed along
and then you have the definition of done now this is an evergreen document we update this
if there are changes to it but it lives on um it doesn't it doesn't change very frequently
all right so that is our sop and like i showed you there is a whole list of sops so let's go back to
our rad hq so these are sops and that was the one that we just worked on let me go and hide them now
we have the task so let's say it's monday and i'm getting ready to assign the task
to create that new sop i'll go in here and you can see we have all these different templates
but here will be compile tuesday newsletter so i click it here
and as you can see it's assigned i signed it just to keep my employees anonymous but it's assigned
to little kahi there's a bunch of different metadata here you see the link to the sop
and so as you can see this is the task that's being assigned and so i'll
i will go in and there this is a job posting email so i'll go in and you'll see this is
issue 33 so these are all of the the issues that were these are all the jobs
we're going to share in this newsletter but i might change the filter and make it 35.
and you'll see it in the sop it says what needs to be done with each of these different jobs
by the way i can click to the sop here if i need ref if if the person is assigned to my va needs
reference then these are the variables so what's the subject line going to be for
this slp it might be for this job email it might be um great specialist role at member
space okay now my va will then use this text as my subject line soul this is k driving
right now and i'm setting things up for my va the opening paragraph might say something like
hi hope you had a great week we've got some great roles in it sec purity and crypto
okay now again i'm writing air quotes an email that will then that that my va will
then do in convertkit so we have a ps at the end of email and then second ps um don't miss our next
event on 10 31. okay now these are all going to be
passed through the task remember this is a task and this is the task is create email for
issue 35. it's being assigned to my va from me and it has all the links to the necessary information
so then it will show up on our task list it will be assigned and we can always always just
go back to it the quickest way to do that would be to go in and view we could view all the tasks
and actually in this case we could just go in and see that old email now the this is the best part
about this task assignment because we never need to communicate about this task in slack
all of the communications gets done through this comment so make sure to link to the correct event
and then i hit send and so this reduces the communication friction it keeps everything
tied directly to the task and as a result both myself and my va can spend all of our time
in notion and not have to jump amongst tools
so there you have it that is how i can create an email newsletter that goes out to 10
000 people without having to open my email software or without having to open slack
thank you so much for watching this tutorial never in a million years did i think i could
send hundreds of thousands of emails build a newsletter business all from notion with the help
of a va now if you want to dig into more about sops or standard operating procedures you can
grab that template that's available in the show notes and you can always head over to radreads.co
to learn more about me notion and how to live your best life hope you have a great day and thank you
you