Notion in Practice

Tim Jeffries and Jerwin Parker
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  • TECHNOLOGY

Notion in Practice is the podcast for Notion power users, founders, and operators who want to see how real teams build and scale their workflows. Hosted by Tim Jeffries (Notion Certified Consultant & Founder of Smooth Ops Consulting) and Jerwin Parker (Official Notion Ambassador & Marketing Lead at TrustOnCloud), each episode features expert interviews, actionable use cases, and practical takeaways you can implement today. Learn advanced Notion strategies, workflow automation, team systems, and productivity frameworks from practitioners who live in Notion daily.

Episodes

  1. FEB 2

    How a Criminal Law Firm Uses Notion AI to Focus on Clients, Not Admin

    Daniel Taylor runs a criminal and child protection law firm in Victoria, Australia, handling 800+ clients a year. When every client is in crisis and needs to be heard, there's no room for admin overhead or missed details. In this episode, Daniel shares his journey from paper files and mega spreadsheets to a fully systematized Notion workspace that's evolved over 6+ years with consultant Tim Jeffries and Jerwin Parker. We explore: From Paper to Digital: How Daniel discovered Notion through a fellow law firm ownerThe challenge of moving from Google Drive + spreadsheets to one source of truthChange management: navigating the cycle of denial, anger, bargaining, and acceptance with staff AI Transcription as a Game-Changer: Why clients come to lawyers to be heard, not lecturedUsing live transcription to stay fully present in client conversationsDrafting letters that reflect clients' own words back to them ("98% done" from the transcript) The Next Frontier: Custom Agents: Automated file audits that catch billing gaps and missing documentsIntake and outtake processes that run in the background when you're too busyTraining junior lawyers through AI feedback on client interview transcripts Three Actionable Takeaways: AI lets you be more human, not less. Transcription handles admin so you can focus on listening.The client's words land better than yours. Draft from transcripts using their language.Agents will catch the stuff that falls off when you're busy. Automate the tasks that should happen but don't.🎁 Free Resource from This Episode 📞Call Review Playbook — Your Free Gift Daniel's workflow for using AI to review call transcripts inspired us to create a ready-to-use playbook you can adapt for your business. ✅ A structured framework for defining your own review criteria ✅ Three different approaches to developing criteria ✅ AI-ready instructions that turn transcripts into actionable coaching feedback ✅ Real examples across different contexts (sales, support, consulting) Link: https://www.notioninpractice.com/Call-Review-Playbook-Setup-Guide-2fbdbd5e653480898b60d4adc27db738?source=copy_link Show Notes Resources Mentioned: Guest: Daniel Taylor Criminal and child protection law firm owner, Victoria, Australia Subscribe to Notion in Practice: 🎵 Spotify • Apple Podcasts • YouTube Contact: 💼 LinkedIn 🌐 www.notioninpractice.com 🪄jerwin@notioninpractice.com

    47 min

  2. JAN 20

    From Messy Handovers to Seamless Delivery: Ionyx Digital’s Notion AI Workflow🪄 E03

    In this episode of Notion in Practice, Tim and Jerwin sit down with Matthew Shaw and Dave Merriweather from Ionix Digital to unpack how they rebuilt their entire sales-to-delivery process on Notion and Notion AI. Ionix work with time-poor clients across construction, infrastructure, mining, rail and services – people who can close deals in a room but hate the admin it takes to get there. Traditionally, their sales team would run long discovery calls and pitches, then try to “re-say” everything in a handover meeting with copywriters, designers and developers. Important context slipped through the cracks, projects dragged out, and rewrites piled up. Now, every discovery conversation is captured as a transcript, stored in Notion, and becomes a shared source of truth. Notion AI sits on top of those 70–80 page transcripts, letting the delivery team: Ask detailed questions and get instant, accurate answersUnderstand the client’s goals and language as if they’d been in the roomWrite content and design assets that hit the brief on the first pass Matthew and Dave share: Why tools like Monday.com and Wrike weren’t the right fit for their workflowHow they designed a single client page that connects sales, delivery, tasks and transcriptsThe real impact on quality: fewer complaints, fewer rewrites, and more consistent outputsHow Notion AI helps them halve overall delivery timelines without cutting cornersThe internal AI tools they’ve built to critique client collateral and train the sales teamWhat they learned about change management when rolling Notion out to two very different teams If you run a services business, agency or consulting firm and struggle with handovers, inconsistent delivery or time-poor clients, this episode will give you a concrete example of how to: Turn conversations into assetsBuild a living knowledge base out of transcriptsUse Notion AI as a partner for both sales and delivery Three Actionable TakeawaysTurn every client conversation into a searchable asset.Record discovery and pitch calls, store the transcripts in Notion, and let Notion AI answer detailed questions later instead of relying on one person’s notes and memory. Design a single shared workspace for sales and delivery.Create a unified client page that links deals, transcripts, briefs, tasks and assets so delivery can start with full context instead of fresh questionnaires and repeat conversations. Use AI to cut waiting time, not quality.Let AI reduce back-and-forth, rewrites and clarifications so the team can spend their time on higher-quality writing, design and strategy – which is where the real value is. Guest ProfilesDave Merriweather:Matthew Shaw:Ionix DigitalHost ProfilesTim Jeffries:Jerwin Parker:

    44 min

  3. JAN 6

    The Anatomy of an AI Playbook: Scaling Your Workflows in Notion (Ep. 2)

    Stop treating Notion like a digital filing cabinet and start building an engine that thinks for you.In this episode, Tim Jeffries and Jerwin Parker move beyond basic note-taking to explore the high-level architecture of AI Playbooks. Jerwin shares his journey from being a "OneNote nerd" and Microsoft to building a "Second Brain" in Notion that tracks his entire Wheel of Life from cybersecurity marketing to personal book learnings. Jerwin reveals how he navigated a six-month "digital nomad" journey across Europe and Korea using a custom-built AI Travel Agent that had access to his bucket list and financial data to make travel decisions with confidence. Tim breaks down his proprietary framework for AI Playbooks repeatable, structured workflows that automate complex tasks like meeting follow-ups, drafting proposals, and qualifying leads. Key Topics Discussed: Jerwins Click Moment: Transitioning from fragmented apps (OneNote, Apple Notes, Word) to a centralized Notion ecosystem.The Wheel of Life: Using Notion for weekly reflection on finance, health, and bucket list goals.Building AI Agents: How Jerwin built a work timezone agent to manage time zones and a travel agent to replace guidebooks.The Playbook Anatomy: Tim's step-by-step guide to defining scoping triggers, inputs, steps, and guardrails for AI.The "Dial-Up" Phase of AI: Why we are currently in an awkward but transformative period of AI history. Chapters: 00:00 | Introduction to Notion in Practice03:00 | From Microsoft to Notion Ambassador09:00 | The Wheel of Life: Notion as a Reflection Tool15:00 | AI Travel Agents & Managing Life on the Road21:00 | Deep Dive: The Anatomy of a Tim’s AI Playbooks28:00 | Iteration & Governance: Managing Playbooks for Teams ✅ Three Action TakeawaysStop Chatting, Start Engineering: Use Tim’s "Playbook Anatomy" for repeatable tasks. Instead of a raw prompt, define the scoping trigger (when it should run), the inputs (what data it needs), and the guardrails (what it is forbidden to do). Centralize for "Contextual AI": AI is only as powerful as the data it can access. Follow Jerwin’s lead by consolidating your "fragmented brains" study notes, fitness logs, and work projects into a single Notion workspace so your AI agent understands your whole "Wheel of Life". The 4-Iteration Rule: Don’t expect an AI Playbook to be perfect immediately. Treat your workflows like "dial-up internet" they will be clunky at first. Plan to "hack it down" and refine your instructions 3 to 4 times based on real-world results until the automation is trustable.Key Episode ResourcesAI Playbook Instructions & Template: Tim Jeffries shared a set of instructions and a template designed to help users and Notion AI build repeatable workflows. Link: smoothops.consulting/ai-instructionsWheel of Life Concept & Template: Jerwin Parker Roberto discussed his "Wheel of Life" database, which he uses for personal reflection and tracking goals across finance, health, and more. Link: Jerwin's Wheel of Life Template

    36 min

  4. 12/16/2025

    Welcome: Notion AI Agents in Practice: Translation, Learning Systems & Law Firms🪄 (Ep. 1)

    What if your AI could build you a learning curriculum while you sleep? Or translate a Korean interview in real time with cultural context? This is Episode 1 of Notion in Practice, where Tim Jeffries (Notion Certified Consultant) and Jerwin Parker Roberto (Official Notion Ambassador) show you how practitioners actually use Notion's AI features to solve real problems. Why Notion's AI is Different Most AI tools need constant context setting. You copy paste project details into ChatGPT every single time. Notion AI already knows your clients, projects, and workflows because it sits on top of your structured data. Tim explains how this changes everything from writing proposals to qualifying leads to following up meetings. A Custom Agent That Teaches You While You Sleep?? Tim built a custom AI agent that turns a single article into a progressive learning system. Each day, the agent creates a new task based on what you need to learn next, reviews your work, gives feedback, and either advances you or asks you to try again. Like having a personal instructor who never forgets where you left off. Breaking Language Barriers in Real Time Jerwin interviewed a Korean Notion Ambassador, Leese, without speaking Korean. Notion AI translated the conversation in real time, provided cultural context, and helped him write an accurate article in under 10 minutes. Tim had a similar experience translating a client's Cantonese phone call on the fly. These aren't demos. They're actual workflows. From Manila Folders to Digital First in One Year In 2018, Tim discovered Notion on Product Hunt and convinced his cousin's law firm to go all in. They migrated 25 years of legal documents, built workflows for child protection lawyers, and structured everything around clients, cases, and document types. The firm tripled in size in year one. Tim shares what worked and what nearly broke the migration. The Shift Happening Right Now Tim sees a fundamental change in how people approach Notion. Clients used to ask: "Help us get organized." Now they ask: "Help us leverage AI." The structure still matters but the results are exponentially greater. Three Actions You Can Take Today: Set up personalized AI instructions with context about your work, clients, and goal: Instructions: https://www.smoothops.consulting/ai-instructions Webinar: https://youtu.be/KRu9OkOqxiYBuild one simple custom agent for a repetitive task (proposals, meeting notes, learning)Use AI translation to record cross language conversations and capture context Perfect for: Notion power users, startup founders, operations managers, consultants building AI powered workflows.

    24 min
  • 4 Episodes

About

Notion in Practice is the podcast for Notion power users, founders, and operators who want to see how real teams build and scale their workflows. Hosted by Tim Jeffries (Notion Certified Consultant & Founder of Smooth Ops Consulting) and Jerwin Parker (Official Notion Ambassador & Marketing Lead at TrustOnCloud), each episode features expert interviews, actionable use cases, and practical takeaways you can implement today. Learn advanced Notion strategies, workflow automation, team systems, and productivity frameworks from practitioners who live in Notion daily.

Information

  • Creator
    Tim Jeffries and Jerwin Parker
  • Years Active
    2025 - 2026
  • Episodes
    4
  • Rating
    Clean
  • Copyright
    © 2025 Tim Jeffries and Jerwin Parker
  • Show Website
    Notion in Practice