We replaced 300 scattered files with 3 Notion dashboards and a voice-to-task bot
Key Metrics
- 300+ Scattered files replaced
- 160 Daily tasks now organized
- 3 Dashboards built
TL;DR
Anchor Safety is a professional services company led by founder Stephen Smith. We replaced his 300+ scattered SharePoint files and 160 daily tasks with 3 Notion dashboards and a voice-to-task bot, built in 2 weeks.
The Problem
Stephen Smith runs Anchor Safety. He runs a lot of things. And for a long time, he was running all of it out of Microsoft Office 365 and SharePoint.
300+ documents. Word files, Excel spreadsheets, CSVs. All scattered across folders with no real system holding them together. On any given day, he had about 160 open tasks floating around in his head, in sticky notes, in random spreadsheets.
Stephen deals with focus and productivity challenges. When everything lives in 300 different files, even figuring out what to work on next becomes a task. He didn't need another app. He needed one place where everything made sense.
The Solution
Three dashboards in Notion, each designed for a specific part of Stephen's day. Plus an automation that lets him add tasks without even opening Notion.
Task Dashboard
The core of the system. Every task Stephen tracks lives here with recurring reminders, priority levels, due dates, status tracking, and subtasks. Tasks are grouped into projects with progress bars so he can see how far along each one is. Every task also has a resource section where he can attach URLs, documents, PDFs, images. Everything one click away instead of buried in a SharePoint folder.
He can check off daily tasks, track project progress visually, and always know exactly where things stand.
Expense Dashboard
Same idea, different domain. Every bill and expense tracked in one view. Invoices uploaded directly to each entry, payment methods tracked so he knows which card is being used for what, categories and filters for easy sorting, and full history of every bill with upcoming and paid status.
No more digging through Excel sheets to find an invoice or figure out what got paid last month.
Habit Dashboard
We built this as a bonus because it made sense alongside the other two. Stephen can track daily habits, build streaks, and keep personal accountability front and center. For someone with focus challenges, having habits visible next to tasks and expenses creates a feedback loop that keeps momentum going.
The Voice-To-Task Bot
We built a Telegram bot connected to Make.com and ChatGPT. Stephen records a voice note in Telegram. The audio goes through Whisper transcription, gets parsed, and a new task is automatically added to his Notion dashboard with the right fields populated.
Voice note in, task created. No opening Notion. No typing. No forgetting about it by the time he sits down at his desk.
For someone who's always on the move and deals with focus challenges, this is the difference between a thought staying a thought and a thought becoming an action. He uses it regularly. It's become his primary way of capturing tasks on the go.
TIP: Why Telegram over Notion's mobile app? Notion's mobile app works fine for browsing, but adding a properly structured task with priorities, dates, and categories takes multiple taps. A voice note in Telegram takes 5 seconds. The automation handles the rest.
The Results
- 300+: Scattered files replaced
- 160: Daily tasks now organized
- 3: Dashboards built
Stephen went from 300+ documents scattered across SharePoint to 3 clean dashboards in Notion. His 160 daily tasks now have structure, priorities, due dates, and progress tracking. His expenses have a proper home with invoices attached. His habits are visible and trackable.
And when a thought hits him while he's away from his desk, he records a voice note in Telegram and it shows up as a task in Notion. No friction.
Two weeks. Three dashboards. One bot.