How Ideally moves fast, stays aligned, and scales smarter
At Ideally, speed and clarity aren’t just nice to have, they’re essential.
How Ideally uses Notion to move fast, stay aligned, and scale smarter
At Ideally, speed and clarity aren’t just nice to have, they’re essential. As a growing startup across multiple timezones, the team needs to make decisions quickly, communicate clearly, and stay deeply connected across product, sales, customer success, and beyond.
That’s where Notion comes in.
Notion isn’t just a workspace - it’s the operating system for how Ideally works, thinks, and shares. From day one, the team embedded it at the core of their workflows, using it as a single source of truth for projects, people, and priorities.
Unlike traditional orgs where knowledge gets siloed and workflows splinter across tools, Ideally brings everything into one place. A new hire can find their onboarding checklist, a PM can update the roadmap, and a salesperson can search for a market insight - all without leaving Notion.
A central source of truth for a fast-growing team
As Ideally scales its team, product, and customer base, the need to keep everyone aligned and informed has only grown. That’s why the company made an early decision to adopt Notion as its central workspace, used across functions for everything from onboarding to product development.
From the beginning, Notion served not only as a tool for organising information but also as a knowledge-sharing culture enabler. With features like powerful search, custom databases, and now Notion AI, the platform plays a key role in how Ideally moves fast without losing track of what matters.
“If I need to check our travel policy or a past roadmap decision, I just type it in and it’s there instantly. It’s like having a personal assistant that never forgets.” - Joshua Nu’u-Steele, Co-Founder & CRO at Ideally.
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Research overnight
As a market research platform, research isn’t just a function at Ideally, it’s the heart of the business. Our mission is to modernise how research gets done, and Notion plays a part in keeping our team across that research.
The research team has built a living, searchable internal knowledge base in Notion, from demographic incidence rates and country feasibility to survey launch processes and FAQs. It’s not just for researchers, anyone across the business can access accurate, up-to-date research intel, instantly.
This visibility empowers faster decision-making across the organisation. It also helps maintain consistency as we scale - every process, playbook, and improvement lives in Notion, ready for the next person to build on.
“At Ideally, being great at research is the product. Notion helps us operationalise that by making insights accessible, repeatable, and ready to move at speed,” Lucy Travaglia, Head of Research
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Customer Success that’s connected, and in control
The Customer team library is the team’s living playbook. It’s where process documentation and customer-facing resources stay current, findable, and tailored for the way Ideally works.
For Ideally’s Customer Success team, Notion is more than a documentation tool - it’s how the team stays focused, prepared, and aligned across fast-moving projects and evolving customer needs.
Each 1:1 lives in a shared Notion page, where team members can quietly drop in discussion topics during the week without interrupting the flow of work. By the time the meeting rolls around, there’s already a collaborative agenda and a clear record of follow-ups. It’s a subtle change, but it adds up to smoother, more productive conversations.
Weekly meetings run on Notion too - keeping agendas, decisions, and action items all in one place. The result? Nothing slips through the cracks, and everyone leaves knowing what’s next.
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A sales team that’s always informed (and occasionally amused)
Sales success is fuelled by fast access to internal knowledge. Notion acts as the team’s second brain - an intuitive space to find everything from market insights and incidence rates to localisation capabilities like language support or region-specific features.
Whether preparing for a pitch or answering a left-field customer question, the sales team can search Notion and find what they need in seconds. Sales enablement content, product messaging, and even quirky customer stats are all just a few keystrokes away.
“Notion’s a simple way to prep for a demo. I can check translation support, pull up incidence rates - did you know 152 out of 400 Australians identify as Tequila rejectors? That stat actually helped tailor a pitch” - Nick Brown, GTM Lead.
Notion also plays a key role in onboarding new sales hires. Resources, processes, and playbooks are clearly outlined in evolving, searchable documents, so new team members can learn and contribute without delay.
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Marketing, organised from brainstorm to publish
Ideally’s marketing team relies on Notion as their single source of truth for everything content-related. From the earliest spark of an idea to the final published campaign, Notion keeps every step visible, collaborative, and connected.
At the heart of the setup is a central content calendar that maps out what’s launching, when, and why. Planning meetings are run directly in Notion, with brainstorms, campaign briefs, and performance notes all tracked in one place, so nothing gets lost in the shuffle between tools.
Each project has a home in Notion. Campaigns are broken down into tasks, owners, timelines, and embedded assets. Supporting content like case studies, social copy, and email drafts all live in linked pages, forming a searchable hub of past and current work.
It’s not just about project tracking, it’s about shared clarity. Whether it’s a designer working on a visual, a writer drafting copy, or a manager looping in feedback, the entire team has a shared view of where things stand and what needs doing next that the whole organisation can access.
“Everything lives in Notion. It’s where we plan, where we track, where we collaborate, and where we go when we need to remember what we actually agreed on last week.” - Michaela Egbers, Head of Marketing.
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A product team powered by clarity and cadence
Ideally’s product team runs on Notion. It’s where strategy meets execution, combining high-level roadmaps with the day-to-day details of building and shipping great features.
The team maintains a central product roadmap in Notion, giving everyone from execs to designers to marketing a clear view of what’s in motion and why. Each project is tagged by strategic initiative, scored for cost, appetite, and impact, and assigned an owner, making priorities transparent and accountable.
When it’s time to ship, release updates are tracked in Notion’s calendar view, keeping everyone in the loop on what’s live, what’s next, and what’s changed. This visibility is critical for aligning product, engineering, design, and go-to-market efforts around the same milestones.
Notion also serves as the canonical source of truth for product documentation - feature briefs, scope decisions, assumptions, and decisions all live in one place, accessible across teams and time zones.
“Our roadmap isn’t just a static plan, it’s an evolving, living space that reflects real progress. And with Notion, it’s easy to keep everyone on the same page.” - Indika Samarasekara, Product Owner
“Our product is what we’re selling, so being aligned across the company on what is coming next for our customers is really important.”
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Notion gives early-stage teams everything they need to move fast, stay lean, and scale smarter—all in one AI connected workspace.
Notion replaces up to 8+ tools—like AI meeting note apps, Confluence, Trello, and Asana—saving founders thousands per year and reducing the chaos of scattered apps.
Tens of thousands of startups — including over 50% of Y Combinator and 90% of the Forbes Cloud 100 — use Notion to organise everything from fundraising to hiring to product roadmaps.
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