USE CASE

Align Teams around KPIs

Stop rebuilding dashboards before every leadership meeting. Define goals, KPIs and owners once, connect them to real projects and data sources, and give every team the same source of truth on what “good” looks like this quarter.

Challenges

• KPIs live in multiple versions

Slides, spreadsheets, BI tool screenshots… every team shows a slightly different number for the same metric.

• Goals aren’t tied to concrete work

People know the annual targets, but can’t clearly see which projects and initiatives are supposed to move which KPIs.

• No clear ownership per metric

Several teams “kind of” own a KPI, which usually means nobody is truly accountable for it.

• Reporting is manual and repetitive

Before every leadership or board meeting, someone rebuilds decks, extracts numbers, and re-explains definitions from scratch.

• Teams optimise for their own view

Marketing, sales, product, ops… each has its own mini-dashboard, with metrics that don’t quite line up. Alignment is fragile.

• No rhythm for reviewing and adjusting

KPIs are set at the start of the year and then only revisited when something breaks badly.

Capabilities

• KPI and goals database in Notion

A central place for company and team-level goals: metric name, formula, target, time frame, owner, team, and strategic pillar. Everyone sees the same definitions.

• Clear metric definitions and formulas

Each KPI stores its calculation logic, inclusions/exclusions, and example scenarios.

When someone asks “what’s in this?”, the answer is documented, not improvised.

• Direct links to projects and initiatives

KPIs are related to projects, experiments and campaigns stored in other Notion databases.

You can open a metric and immediately see “what we’re doing to move this”.

• Owners and accountability per KPI

Every metric has a named owner and a primary team.

Supporting teams can be tagged, but there’s always one person ultimately responsible for quality and progress.

• Views tailored to each layer

Leadership sees a top-level dashboard (company OKRs, core financials, health metrics).

Each team has a focused view with its own KPIs and related work, built on the same underlying structure.

• Check-in rhythm with Notion Calendar

Use Notion Calendar to schedule KPI check-ins (weekly, monthly, quarterly).

Each session opens the live dashboard, so reviews happen on real data instead of old slides.

• Notes and decisions attached to KPIs

For each review, add a short note or decision log directly on the KPI or meeting record: what changed, what was decided, what to test next.

The history of a metric becomes easy to follow.

• Automated status signals

Use simple properties and formula logic to flag KPIs as “on track”, “at risk” or “off track” based on the latest values vs targets.

This helps focus meetings on where attention is most needed.

• Integration with external data sources (optional)

For teams using analytics tools, spreadsheets or BI, selected numbers can be synced or updated through no-code automations.

Notion holds the KPI framing, context and decisions, even if raw data comes from elsewhere.

• AI summaries and health snapshots

With KPIs, notes and project links in one system, AI can generate quick summaries (“Top 3 metrics to discuss this week”, “Key risks across KPIs”), helping leadership prepare faster.

Outcomes

• One shared scoreboard for the company

Everyone (from leadership to individual contributors) looks at the same metrics, with the same definitions and targets.

• Stronger link between strategy and execution

KPIs are directly connected to projects and experiments, so teams see how their work contributes to actual outcomes.

• Faster, cleaner leadership meetings

Dashboards and notes are ready before the meeting.

Time goes to decisions and trade-offs, not to arguing about which number is right.

• More focused teams

Each team knows which few metrics truly matter for them this quarter, and can align their roadmap around those.

• Continuous improvement, not yearly drama

KPI reviews become a regular habit.

You adjust targets, strategies and bets iteratively instead of only reacting during crises.

Want every team aligned on the same numbers and direction?