Notion saves hundreds of hours and thousands of dollars for Viva
Viva hires, trains, and matches skilled remote executive assistants with fast-growing companies to help them get things done faster. Switching from other tools like Asana and Monday to run on Notion as their productivity hub not only saved them time and money, but also helps them save their customers an average of 8 hours per week.
Insights from
Fineas Tatar
Co-Founder & Co-CEO
Sonia Guzmán Franco
Customer Success Manager
1
The foundations of productivity gains: meeting people where they’re at
Leaders at fast-growing companies juggle a ton of responsibilities that only continue to increase as the company grows, which often leads to them becoming less productive and more burnt out. Viva was founded to help these startup executives get a better handle on all that gets piled on their plate by matching them with executive assistants (EAs) they hire and continuously develop.
Running most of their business on Notion was deeply intertwined with the founders' vision to redefine workplace productivity. By combining top talent from Latin America with productivity strategies tailored to startup leaders, Viva aims to transform the role of executive assistants from mere administrative support to strategic partners. With so many startup executives running their businesses and personal life on Notion, Viva's approach begins by meeting executives in a familiar tool to better align their work and needs.
2
A connected workspace is a more collaborative one
Before adopting Notion, the Viva team was forced to use a mix of all the different tools their customers used, like the Google Suite, Asana, Monday, and Jira. The challenge, though, was that the tools were limited in function, and there weren't integrations to bring the tools together. This siloed approach meant work done in one tool often didn't connect with tasks in another. When everyone is using separate or multiple tools for work, collaborating and sharing of information is difficult. But once Viva consolidated everything into Notion, they unified all of their internal documentation and tasks previously scattered across multiple tools into one shared space.
With everything in Notion, knowledge became easier to access. This made onboarding new EAs into their workforce quicker, and helped make existing talent more effective. It also fostered greater collaboration and knowledge sharing among their EAs. For instance, they created a hub of different ways their EAs have used Notion with their customers, organized by problems solved, with key learnings, templates, and more. Tribal knowledge that is often locked way in one person’s mind is now accessible to everyone.
Viva's Resource Library in Notion serves as a comprehensive knowledge base designed to streamline the onboarding process for new team members and facilitate collaboration on best practices among existing EAs.
I was amazed by how much of our day-to-day work had shifted from several tools into one centralized hub in Notion. We went from a few folks using Notion for note-taking to the entire team using Notion to document, plan, and share information with each other.
Sonia Guzmán Franco
Customer Success Manager
Customer Success Manager
3
A better way of working with customers too
Notion also offers an excellent platform for external collaboration with customers, which is why it’s particular popular among agencies and service providers like Viva.
For instance, Viva’s EAs manage all the notes, follow-ups, and tasks with each executive they support. Since so many of their customers already use Notion, Viva EAs become members in their shared workspace. If a customer works in other tool suites like Atlassian or Google, Viva creates a new Notion workspace to bring all this work together in a centralized hub using Notion’s integrations with many of these tools.
Companies like Viva even position their expertise in Notion and the customer hubs they create as part of their differentiated offering. "Our EAs use Notion as their main tool, which helps customer see its value firsthand," Viva’s co-founder Fineas Tatar explains. "Our ability to build and operate in Notion is now an extension of the service we provide."
Viva's creates productivity plans for all of their customers in Notion that serve as a centralized hub for all of the work their EAs support.
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Notion now saves Viva hundreds of hours of work and thousands of dollars on software
“Across the team, we’ve saved hundreds of hours of manual, repetitive work. And we keep on finding new creative ways to use the tool and save even more time," says Fineas. These productivity gains also get passed on to their customers. Viva’s team is able to increase the productivity of the executives they partner with by an average of 20%.
In addition to the time savings, Viva has also saved thousands of dollars on their tool stack by consolidating into Notion. This leaner tool stack ultimately lets Viva focus less on software and more on delivering the most effective productivity service to their customers.
AWS
Notion's servers run on AWS's global infrastructure, providing customers with reliable workflows and secure data storage.
Beyond the time and money we’ve saved, the real value of Notion is how it’s transformed the way we work. Everyone at Viva leverages Notion in their own unique way, which empowers our teams and keeps our customers engaged.
Fineas Tatar
Co-Founder & Co-CEO
Co-Founder & Co-CEO
