Linktree keeps projects moving and teams aligned with Notion, saving hours every week

"While many teams still collaborate in Figma or create drafts in Google, virtually any of that content can be directly embedded or synced in Notion, keeping all context for teams in one place without having to switch apps," says Rach Matters, Senior Program Manager at Linktree.

Since most of Linktree's tools integrate with Notion, their workspace has become a central, automated hub where everyone can see company-wide activities without jumping between applications. This helps keeps everyone’s productivity high and helps Linktree keep software costs low by limiting the need for extra licenses to specialized tools and consolidating more workflows directly in Notion.

As a globally distributed company that has rapidly expanded beyond its Melbourne headquarters, having everything centralized in Notion helps Linktree teams stay coordinated seamlessly. Rather than scheduling a meeting just to get aligned or awaiting a reply from a colleague to find what they need, everyone can work together more asynchronously to keep work moving to ship new products even faster.

“Overnight, updates are made in Notion and people logging in later can immediately see what’s changed without needing to chase information,” says George.

At high-growth companies, the pressure never lets up—teams must scale rapidly, stay aligned, and keep sight of the bigger vision, all while juggling a constant influx of daily tasks.

To bring structure to the chaos Linktree relies on its “scorecard” ritual, a streamlined take on the OKR process, managed entirely in Notion. More than just goal-setting, this system acts as a pulse check for progress, tracking key milestones, project timelines, and team accountability in a way that remains both structured and adaptable.

Rooted in agile development principles, Linktree’s approach mirrors story points in sprint planning. A dedicated Notion database maps out objectives and ownership for each project, assigning measurable scores that help teams assess progress and recalibrate for the next development cycle. By continuously reviewing these scores, Linktree ensures that priorities stay clear, momentum stays high, and every sprint builds toward long-term success. Linktree now spends more time resolving blockers, then catching up on where projects are at.

"Our Scorecard ritual is designed to cut down time spent in meetings, and driving it from Notion allows us to continually streamline and refine, to ensure we are moving fast and freeing up time for our teams to do the work while also keeping everyone informed and on track," Rach adds. "With everything so clearly structured in Notion, meetings have gone from an hour to about 30 minutes!”

Creating and editing Gantt charts in Excel once took Linktree five hours, with project shifts requiring tedious, row-by-row updates. With Notion’s timeline view, teams now adjust timelines in just 30 seconds.

Notion’s timeline view has transformed how George manages projects, replacing static Excel Gantt charts with a dynamic, real-time solution. Instead of manually reshuffling timelines with every change, updates now happen in just a few clicks. With everything connected in a Notion database, George can instantly generate a timeline, filter key work streams, and maintain a clear, big-picture view—making it easier to track progress, manage expectations, and spot potential bottlenecks.

The product team similarly uses timeline views to help manage Linktree's product roadmap that's built on a Notion database that filters tasks and launch dates, labelling these based on varying levels of certainty—solid, liquid, and gas—which helps maintain clarity and alignment across teams.

“Everyone can access this and see what’s coming up. Each team has its own filtered view,” says Rach. “This ensures all team members stay on track and move forward together towards key milestones.”

For many at Linktree Notion isn’t just something they have to use at work. For people like George, it’s the hub for everything in her life. From tracking household tasks and insurance renewals to managing her son’s daycare and vaccination schedule, it keeps her organised without the chaos of scattered notes and apps. “I’ve got everything, from work, to personal to-do lists, in a single spot,” she says. She even uses Notion’s calendar for key dates and has set up an AI agent to generate shared task lists automatically.

Rach takes it beyond productivity, using Notion to run her Linktree book club. With a shared database for meeting dates and book ratings, the group can tally votes and pick their next read in seconds. “It makes the whole experience more interactive and fun,” she says.

At work or beyond, Notion isn’t just about getting things done—it’s about making the experience seamless, connected, and even enjoyable.