Notion APT Framework Production-Grade Organization
The battle-tested Notion workspace that scales from solo to 20+ person teams. The same APT framework (Areas → Projects → Tasks) running Xylo Digital and UN coordination work—proven structure for your entire organization.
Get the Free Template Learn More About NotionFrom Scattered Pages to Connected System
Whether you're starting fresh in Notion or already have pages scattered everywhere, APT gives you production-grade structure. Start with proven architecture instead of figuring it out yourself.
APT transforms Notion into your single source of truth—the structured workspace where your team goes first for everything. The same framework that powers Xylo Digital and coordinates multi-org UN supply chain work.
Common Notion Challenges APT Solves
- ✓ Random pages everywhere with no clear structure
- ✓ Duplicate databases that don't sync properly
- ✓ Broken templates and abandoned workflows
- ✓ Team members working in isolated spaces
- ✓ Complex formulas that nobody understands
- ✓ No clear way to track project progress
Why Notion Works
When structured correctly, Notion becomes the single source of truth for your entire business.
Everything Connected
Unlike scattered tools, Notion's database relations let everything link to everything else. Tasks connect to projects, projects live in areas, meeting notes reference all of it.
Notion AI Integration
Leverage Notion AI to automatically categorize tasks, generate project summaries, and extract action items from meeting notes within your APT structure.
Notion API Power
Connect your Notion workspace to external tools via n8n workflows. Automatically create tasks from emails, sync with calendars, update project status.
Your Single Source of Truth
APT makes Notion the place everyone on your team goes first. No more "which folder?", "what's the latest?", or "who owns this?" Every person sees exactly what's relevant to them through pre-built dashboard views.
For New Notion Users
Start with a proven structure instead of building from scratch. APT gives you enterprise-grade organization from day one—the same system running multi-org UN supply chain coordination.
For Existing Notion Users
Transform scattered pages and disconnected databases into a connected system. APT provides the architecture you wish you'd started with—migrate your work into structure that scales.
The APT Framework
Areas → Projects → Tasks. Three Notion databases that organize your entire business.
Areas
Ongoing Responsibilities
The ongoing responsibilities in your business—Marketing, Operations, Product Development. Areas never "finish," they just evolve and get stronger.
Notion Database Fields:
- • Name (Title)
- • Type (Domain/Area/Department)
- • Area Leader (Person)
- • Projects (Relation)
- • Notes & Resources (Relations)
- • Meetings (Relation)
- • Favorite & Archived (Checkboxes)
Projects
Specific Outcomes
Specific outcomes with deadlines—Launch new website, Hire sales rep, Complete Q4 planning. Projects have clear done states and success criteria.
Notion Database Fields:
- • Name (Title)
- • Area (Relation to parent Area)
- • Type (Major/Project)
- • Status (Exploring → Done workflow)
- • Tracking (Discovery/On Time/At Risk/Behind)
- • Project Manager & Contributors (People)
- • Start Date & Target Deadline (Dates)
- • Tasks, Notes, Resources (Relations)
Tasks
Individual Actions
Individual actions that move projects forward—Write blog post, Review contract, Schedule client call. Always actionable, never vague.
Notion Database Fields:
- • Task (Title)
- • Project (Relation - connects to parent)
- • Status (Backlog → Done workflow)
- • Assignee (Person)
- • Priority (High/Medium/Low)
- • Due Date (optional)
- • Sub-Tasks (Self-relation for breakdown)
- • Notes & Meetings (Relations)
The Notion Magic
Database Relations
Every task automatically shows which project it belongs to, every project shows its area. Click any relation to jump directly to the connected item.
Rollup Formulas
Projects automatically calculate completion percentage from their tasks. Areas show which projects need attention through smart status rollups.
Template System
Create new projects with pre-loaded task templates. Recurring workflows become one-click project setups with all tasks pre-populated.
Multiple Views
Same data, different perspectives: Kanban for project status, calendar for deadlines, table for detailed editing, gallery for visual project tracking.
APT Notion Implementation
Choose your level: DIY with our free Notion template, or full custom Notion workspace setup.
APT Notion Template (Free)
Get started with our battle-tested Notion template. Includes the complete APT database structure with relations, formulas, and views already configured.
- ✓ Complete APT Notion template
- ✓ Pre-configured database relations
- ✓ Smart formulas and rollups
- ✓ Multiple view configurations
- ✓ Project template system
- ✓ Video walkthrough tutorial
- ✓ Xylo Community chat access
Connect with other APT users, share Notion automations, and get implementation help
APT Custom Notion Setup
Build exactly what your business needs in Notion with our flexible hourly consulting. Most Notion setups range from 24-80 hours depending on complexity.
- ✓ Custom Notion workspace architecture
- ✓ Advanced database relations & formulas
- ✓ Team permission & access setup
- ✓ Notion automation with n8n integration
- ✓ Custom views and dashboards
- ✓ Data migration from existing tools
- ✓ Team training on Notion best practices
- ✓ 30-day optimization support
Typical Notion Projects:
Battle-Tested in Real Notion Workspaces
APT is the production-grade Notion system running Xylo Digital's operations and coordinating multi-org UN work.
Notion Setup Process
From unstructured workspace to systematic APT structure in 2-3 weeks.
Notion Audit
30-minute review of your current Notion setup. We identify what to keep, what to import to APT, and what to archive.
APT Architecture
We build your custom APT databases in Notion, configure relations, formulas, and migrate your existing data cleanly.
Notion Training
2-hour hands-on Notion training for your team. Everyone learns APT methodology and Notion best practices.
Notion Optimization
30-day support for Notion tweaks, formula adjustments, and workflow refinements as your team adopts APT.
Ready to Master Notion?
Start with our free APT Notion template, or get the full custom workspace setup with training and automation.
Questions about which Notion approach is right for you? Book a call below and we'll review your current Notion workspace and recommend the best APT implementation path.