I Built An Operations System For A Quilt Shop

I chose to build this project for a local quilt shop called The Quilted Windmill. I work for this small business and know how to use their system. I’ve noticed that they don’t have a central location for a lot of their information. They have systems in place that work. From an Operations standpoint, I want to figure out how they could improve their systems. It would be helpful to have somewhere to reference and manage systems. If I figure out a system for keeping inventory consistent, it could be helpful to have somewhere a fellow employee could reference when they add in new inventory.

I wanted to find a program that would work best for this project. I chose Notion because of all of its templates, easy searching, and customization. The Quilted Windmill has a lot of moving parts, so I think that Notion would be the best place to manage them. In this SOP (Standard Operating Procedure), I go over why this would be helpful to the company, how the employees could use it, and general Notion functions. In completing this project, I learned how to:

  1. Create a realistically sustainable process

You can check out my condensed walkthrough video if you’d like!

How to use The Quilted Windmill’s Notion System

For: The Quilted Windmill Employees

Created: February 2021

How this is a solution: Information is all over the place and not all the employees know how to do things. What if the owner is gone and they can’t ask her how to refund or calculate prices? This could be the solution to that and much more.

  • Answers to employee questions stored all in one location

How to use the system…

To find the answer to your question:

  1. Search the sub-page that would have the answer to your question.

To ask a question: There is or can be a sub-page where employees can add a question that isn’t already in the system. The owner or someone who knows the answer can add the answer and place it under the correct category in the system for organization purposes.

To follow a procedure: You can add steps to different processes. For example…

  1. How to add inventory

Some other examples of what Notion could keep track of for this company:

  • Longarming Schedule

General Notion functions

How to add a page: On the left-hand side of Notion, there is a toolbar. Click Add a page to add a new page. From there, you can select a template, view and customize the page.

How to add a sub-page: If on a new page, you can select List under Database. If not, add a dash(/) and select Page. If you scroll down, there are several other options. Including To-do lists, Headings, Bulleted lists, Numbered lists, Toggle lists, Database options, Media options, and so much more.

How to select a template: There are two options.

  1. You can select Templates on the empty page.

How to select a different view for a page: There are some templates like Weekly Agenda and Quick Note that don’t allow for a different view. This would most commonly be used in the Database List template. In the top left above the sub-pages, you’ll see a List view or Add a view. If you select that, you can click a different view or add a view. Changing the view can help you see the information you want to see from the list.

How to search: If you are searching for a specific sub-page on the page, you can click Search in the top right above the list next to the blue New button. There, you can search for a page. If you are searching for a keyword, select Quick Find at the top of the toolbar. Type in the keyword and anything in Notion with that keyword will show up in the results.

When you make a new sub-page:

  1. Add a title

Originally published at http://leahfayedavis.com on February 28, 2021.



Wanna learn more about me? Check out my Linkedin and my Website! www.linkedin.com/in/leah-davis-47b2121b5 leahfayedavis.com

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