Clients Are Notoriously Distractable. Our Systems Shouldn’t Be: A Marketing Agency’s Story
A Cannabis Marketing Agency’s Journey from Scattered Systems to 2X Growth Potential
The Agency Leader
Tim Naughton founded Heady, a specialized digital marketing agency serving North America’s cannabis industry, in July 2021. His agency faces a unique challenge: serving clients who are, in Tim’s words, “notoriously distractable people.” This characteristic made having organized, transparent systems not just beneficial, but essential for success.
The Vision
Tim’s search for a better system began when he realized their existing ticket management solution was severely limiting their potential. “It didn’t give us an opportunity to consolidate analytics, updates, insights — all the progress we were making. It was just a ticket tracking system,” Tim explains.
After researching Notion, Tim saw the possibility for something greater: a system that could maintain their ticket tracking capabilities while offering “much more flexibility to layout information in a way that makes sense to clients and saves us from emails and open-ended questions.”
The Breaking Point
Before the transformation, Heady struggled with:
- A basic ticket tracking system that lacked client-facing capabilities
- Scattered analytics and progress updates
- Excessive time spent on email communications
- Limited ability to showcase work progress to clients
As Tim puts it, “If you aren’t ready to scale operations in agency land, all you’re doing is taking your idea of a lifestyle business and turning it into a nightmare.”
The Solution Journey
Tim knew he needed expert guidance — “a Sherpa in the room” — to make his vision a reality. From the first conversation with our team, the transformation began to take shape. We implemented:
1. A Dual-View Ticket System
— Client-facing dashboard for submitting and tracking tickets
— Internal workspace for team discussions (“the sausage making,” as Tim calls it)
— Seamless integration between both views
2. Centralized Client Information Hub
— Consolidated analytics and updates
— Organized resource libraries
— Monthly report archives
3. Automated Workflows
— Streamlined client communications
— Integrated tools and systems
— AI-enhanced processes
The Impact
The transformation exceeded initial expectations. “We were able to really quickly make that initial promise a reality,” Tim shares. “Our clients could easily send tickets in and track them on their board, while we could have our whole conversation on our side — absolutely perfect.”
Key improvements included:
- Reduced email communication
- Streamlined client updates
- Centralized information management
- Enhanced team collaboration
- Scalable operations framework
The Evolution
What started as a simple system improvement has evolved into something much more significant. “Now we’re doing some exciting things with automating workflows and bringing tools for our team inside the Notion environment. It really feels like Notion has become our entire agency operating system,” Tim explains.
The system’s flexibility has enabled Heady to:
- Adapt as the agency grows and changes
- Integrate with various software tools
- Create repeatable, scalable workflows
- Build a foundation for future automation
The Future Vision
The success of the system has opened new possibilities for Heady. As Tim reflects, “We have some really exciting use cases where I see the entire marketing operating system emerging inside Notion, which isn’t something I had envisioned when we kicked this off.”
The transformation has created what Tim calls “a full dilemma” — but the good kind: “Do we focus on our existing industry because we have processes that are so scalable, or do we democratize access to these workflows we’ve designed?”
The Scaling Impact
For agency owners looking to scale, Tim offers this insight: “When you have that infrastructure as an agency owner, it’s pretty rare because most agencies, that’s inherently why they don’t scale. Success comes from creating workflows that you can rinse and repeat.”
The system we built together has become more than just an operational tool — it’s the foundation for Heady’s future growth and innovation. As Tim puts it, “It’s the same foundation that has allowed us to do the job, but I think it’s the same thing that’s going to really enable us to take on a whole new look in the space and be more automated, turnkey, streamlined.”
Through our ongoing partnership, we continue to evolve and optimize Heady’s systems, supporting their growth and innovation in the digital marketing space. Their journey exemplifies how the right systems, thoughtfully implemented, can transform a growing agency into a scalable, efficient operation.
Ready to Transform Your Scale your Agency?
Every day you continue with fragmented systems and manual processes is a day of potential growth lost. Your agency deserves the operational excellence that comes from having everything in one place, working seamlessly together.
If you’re experiencing any of these challenges:
- Multiple tools causing confusion and inefficiency
- Time wasted on repetitive administrative tasks
- Difficulty scaling your processes as you grow
- Lack of transparency with clients
- Struggles with team collaboration and communication
It’s time to transform your agency’s operations. We specialize in building custom Notion systems that become the backbone of growing agencies like yours.
Hear it from Tim
Take the First Step
Book a free 30-minute consultation to discuss your agency’s needs. We’ll:
- Review your current workflows and challenges
- Identify immediate opportunities for improvement
- Share a tailored roadmap for your agency’s transformation
- Discuss how we can help you achieve similar results to Heady
Or email us at omna@beaverslogic.com to start the conversation about your agency’s future.
Don’t let operational chaos hold back your agency’s potential. Let’s build a system that scales with your success.
