Read Part I and Part II of this series before proceeding.
Part I of this series tackled the why. Part II tackled the initial setup. This part—Part III—will explain how I set up my Notion Claude Hub and how it’s incorporated into my workflow.
You’ll see there’s a hierarchy to it. Role content is first, with projects under it.
Parent = Role context
Under Role, Projects
Under the individual Project: onboarding guide, changelog, other logs, and task queue
Notion makes it easy to reference or even embed content from other pages, so don’t worry about having it in the perfect hierarchy. The important part is ensuring you’ve given Claude what it needs…and only what it needs.
Parent: Role Context
The stuff the AI experts tell you to include. Who you are, what your brand is, how you approach marketing or writing or whatever else. You don’t even have to start from scratch: use the downloadable files people create, and copy and paste into Notion.
I also include any Claude preferences, usually about its output. No em dashes, be concise, be factual, provide sources, ask questions, do not make assumptions.
Whatever content you put here should apply to the whole. One page per role. If necessary, I’ll create sub-pages or link to other Notion pages (e.g., the brand guide) that explain further.
For projects, I create onboarding guides.
Per Project: Onboarding Guide
I have an onboarding guide for each project. It’s meant to get Claude up to speed as quickly as possible on what that project is about. Some examples of what I include:
- What the project is and the end goal
- What tech I’m using and where it’s located. The components of your project and workflow. Examples from one of my sites:
- Basics: Site URL. the theme it’s using, the platform it’s built on
- Key plugins or other for this project that Claude will need to use or know about: Advance Custom Fields usage with link to field group database, GitHub* repo location with hyperlink
- Key files + locations: Local GitHub path, template repository, custom field list, site page directory
- Claude workflows: any procedural things you want Claude to execute.
- GitHub deployment process for design files: edit locally, push to main, tell user to pull [code] on site, update site’s changelog
- Admin tool** deployment process: link to further instructions on Notion (sub-page), local file locations, instructions on updating site’s admin menu after deployment
- Important notes. Examples:
- Color scheme reminder and location of brand guide
- Naming convention quirk with custom fields (use underscore not dash)
- Important Claude notes: sometimes Claude discovers something contrary to its own knowledge, so it’ll write them here
- Chat instructions: tasks that you want Claude to execute every time. For me, it’s:
- Changelog: log all changes to the Notion changelog after each task is complete
- Instructions: note any changes to procedure and update relevant documentation, ask about procedures we haven’t agreed upon changing yet before updating.
*GitHub is how I update design files for this site.
**We create backend tools that simplify content entry
The shorter the better. If it starts getting long, create sub-pages that have more detail. The onboarding guide is more about key instructions. Instead, use links to direct Claude to detailed information. Include short descriptions so Claude doesn’t have to waste credits and make a determination itself.
Design Guide
I want to highlight a document that falls under onboarding: the design guide.
I don’t mean your brand specs. I mean how your brand is translated to your output. It’s a granular explanation of preferences on aspects of your projects.
Let’s use websites as an example. Your brand guidelines likely have your colors, taglines, fonts, and logos, but do they have the Google Font you have to use instead? What about a subtle color scheme you developed for categories of content?
It’s something you don’t always think about, but is SUPER handy to have. Use it to document repeatable elements or patterns, like:
- Iconography: categorical icons you use across your website that represent your services (technology content always has [this icon])
- Site nomenclature: you always call this service “X”
- Text style: fonts you use by header, default fonts colors, headers by size. reverse out preferences (color on dark vs light backgrounds)
- Element preferences: think post listings, card treatments, hero preferences, pill treatments
- Naming conventions: for Notion docs, new files, posts/slugs, field names
Describe the functionality and design. If it’s a visual element, take a screenshot (this is more for you than Claude, but still).
If you use Claude for content, use this concept for personas, specs for each of your social channels, writing preferences, or even grammar guide.
Changelog/Logs
“Changelogs” come from the coding world, but it’s a really handy concept to use with Claude, period. The purpose is to log/track what work you’ve done or completed. It can be really simple or detailed, depending on what you’re doing and what you need to do with the information.
If you ask Claude to build a changelog for you, it’ll look more like a setup I use for websites. It’s not a Notion page, but a database (and yes, Claude can build it for you).
Don’t be intimidated by the “database” term: it’s essentially a spreadsheet with formatted columns. You can even upload a CSV file to create one in Notion and most other database tools.
Any time Claude and/or I update a page template, add or delete a new plugin, or change a procedure, we update the changelog. I personally need a log because I remember nothing, and it’s good for when Claude hallucinates.
My website changelog has:
- Descriptive age title (required text)
- Date of change (date field)
- The type of change (single select field): added, fixed, updated, removed, decided
- Work done (database item body): details about what was changed, and if relevant, why
- Area/categories for easy filtering (single or multi select field)
- Which tool did the work (single select field): Claude Chat or Claude Code
- Title of the chat session (text field)
- If it’s done or in progress (status field)
Most of the fields are used to pinpoint a place in time as a reminder for when you need it, or even help you figure out which version to rollback to. Despite having memory, Claude isn’t that good at it, so it’s good for human and machine.
Putting it in Notion means it’s searchable and filterable. And both you and Claude can use it! Claude Code adds technical changes: what it changed, with what, and why. Claude Chat adds research, decision thought processes, generated HTML. I add new or deleted plugins, tech subscription changes, content updates…or describe it to Claude and have it add entries for me.
Changelogs don’t have to be complex or technical. They don’t even have to be about change. They’re used for reference to something done in the past.
Here are examples of how you can use logs:
- Chat summaries: have Claude summarize your chat when you’re done
- Recaps: log any decisions made, tasks created, or tasks completed.
- Prompts: build your own prompt database
- Task procedures: how you want Claude to execute a task or action (think of these like agents)
- Documents: create a file repository of AI-generated documents (research summaries, competitor analyses, audit findings)
Task Queue
The last piece of the Notion puzzle I recommend is a task queue. This can double as your own task manager. You can have a queue per role or project, or even one queue to rule them all.
AI tools are still lacking in the complexity department. Meaning, it’s hard for Claude to accomplish several tasks at one time. If I’m providing feedback on a design template, for example. I usually have more than one change I want to make, so I list (numerically) the changes, and ask Claude to start with task #1 and add the rest to the task queue to start on next.
Sometimes, I’ll be working on one thing that requires a completely new set of tasks. Rather than hoping either of us remembers, it’s added to the queue.
Having a queue is helpful for a few other reasons:
- You can surface overlapping tasks/ideas
- Filter and search to locate keywords or specific tasks
- Use PM methods to organize and prioritize tasks
Like the other pages, the task queue can be simple or complex. At minimum, I suggest:
- Title and date
- Raw idea/description
- Why the task matters/end goal/reason for existence
- Status (open, in progress, done)
The reason you want the idea and why it matters is because sometimes we—Claude included—get stuck in the tool or function and loses sight of why it exists in the first place. If your tasks are on the simpler side, you can always combine the two or use Notion’s page content area to put both.
You can also include:
- Priority
- Effort estimate (Claude would estimate this – actual time or time blocks)
- Last updated
- Project or categorical area (for easy filtering)
- Next step/where you left off (great for tasks that take longer)
For simpler setups, use your task queue as a place to put project contexts. Think of database items as little project plans: add all your context and direct Claude to it. Have Claude update it!
I’ve got multiple projects with different brands and configurations, so I separate reference content (logs) from tasks (queue). If something is useful beyond the task, that information gets migrated to the place it needs to go (log or guide).
This setup should help you organize your Claude work in a way that saves you and Claude time, energy, and resources…and maybe even some heartache. 😉 Make it simpler or more complex to suit your needs.