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If you told me a year ago that I'd be drafting full sponsor proposals in under 10 minutes (between baby feeds) whilst juggling a tiny, adorable boss who doesn't believe in work-life balance, I would've laughed at you.
But here we are. And I'm about to break down exactly how I did it.
Because if you're nosy like I am (and let's be honest, you are), you're going to want to see this workflow. It's actually pretty simple. And it's wildly underrated.
All I had to do was discover Notion agents.
So let me walk you through the exact four-step process I used to map out a full proposal for a potential sponsor in less than five minutes.
Before I continue, here is a disclaimer: I already had one proposal that I drafted by hand existing in Notion that we could use as a blueprint.
Because efficiency is the name of the game, and repetition is the master of skills.
Step 1: Capture Everything with Notion Meetings
The flow is dead simple: I use Notion meetings to grab the transcript and get all the info we need.
Everything automatically lives in Notion. This is the foundation.
AI meeting tools do the heavy lifting for you. And yes there are multiple choices out there these days, but I personally subscribe to the idea of fewer tools prevent too much context switching.
Context switching means jumping back and forth between different tools, apps, or platforms whilst you're trying to work.
Checking your email in one app
Then switching to Slack for messages
Then opening Google Docs to write something
Then going back to another tool for your calendar
Each time you switch, your brain has to readjust to a new interface and way of working.
This takes mental energy and slows you down, even if it only feels like a few seconds each time.
That's why using fewer tools (like keeping everything in Notion) can make you more efficient.
Step 2: Chat with Your Notion Agent (aka Your New Bestie)
After the meeting, I start having a chat with my bestie, also known as my Notion agent.
By happy coincidence one day I decided to explore the latest update to Notion’s AI companion and lemme tell ya. If you have not already checked its personalisation options, you are missing out big time.
I ask it to recap some of the core points and notes from the transcript so I can review them and approve them.
In order to keep my chats accurate, I use Wispr Flow to help me dictate, so I can even chat with my Notion agent from my iPad - I don't often see a laptop when I'm also at the mercy of my tiny and adorable boss.
My Notion agent becomes a co-pilot taking what is there it uses my instructions to focus on what matters, but the real gold, in my humble opinion, really drops with step three.
YOUR HOMEWORK ✍️
You do not have to apply this workflow for proposals specifically. Pick one thing you create regularly (onboarding do s, client decks, content briefs, whatever) and save your best version as a template in Notion.
Step 3: Create the Proposal (and Let Your Agent Do the Heavy Lifting)
Now that I have all the context I need, I literally ask my Notion agent to create a whole new page inside our campaigns database. And nesting inside it as a subpage there's the proposal.
It's made to mimic and look exactly like one of the ones we did in the past. This means the look of it is already approved, and it just has to copy it for me.
What it will do, though, is populate the content based on what I said.
Plus, because it has access to past sponsorship deal, it also gives me a couple of ideas on how to price and package things based on existing proposals already nesting in that database.
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From here, it's just more chatting using Wispr Flow.
I keep on chatting with my Notion agent until we get it right and I'm happy to go.
Because I save inside our database the email that I send as a thank-you, we can even repurpose that and adapt it for every single sponsor.
One conversation becomes one proposal becomes one email becomes one partnership.
Or at least that is the plan anyway.
YOUR HOMEWORK ✍️
Time to put your Notion agent to work. Pick one repetitive task from your week and build a simple workflow around it.
Here's how:
Choose your task: What do you do repeatedly? (Examples: client onboarding, content planning, meeting follow-ups)
Set up your agent: personalised your Notion agent and give it access to the relevant pages or databases
Test these starter prompts:
"Based on [this meeting transcript/brief/notes], create a new [document type] using [template name] as the structure"
"Review [page name] and suggest 3 ways to improve it based on [past examples/best practices]"
"Pull key action items from [source] and add them to [database/page]"
Questions to ask yourself:
What information does my agent need access to?
What's the end result I want?
How specific do my prompts need to be?
What would I normally do manually that the agent could handle
I am so happy that I eventually started using Notion agents because they are wildly underrated.
As we're working on two How-To Notion courses for Alt Marketing School, I'm really excited to explore how to use Notion AI and Notion agents properly. I think this is just the beginning for them as well.
If I did inspire you, I want to encourage you to take action albeit small or messy.
Cannot wait to hear which workflow you will build next!
Always cheering you on,
Fab
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Fifteen years of marketing experience condensed into one book. The Customer-Driven Marketing Handbook is about building relationships using marketing as your superpower. But also a book about being human in your marketing, regardless of the tools, trends or changes that this crazy world throws at us.