When you support multiple offices, marketing gets complicated quickly. Each location has its own strategy, its own managing partners, and its own priorities. But the processes are often similar.
On paper, this sounds totally manageable. “We’ll just support each office!” Easy enough, right?
In reality, it can start to feel like you are juggling multiple mini marketing departments. One office is planning an event. Another wants to prioritize a case study. Someone else needs SEO support. And suddenly you are asking yourself, “Wait… where did we put that event recap from last year?”
We needed a system that preserved office-level autonomy while still creating alignment. When we built out Notion for our team, we were not just migrating tasks. We were designing a structure that would support collaboration across offices without turning marketing into one giant, overwhelming dashboard.
Here is what that looks like in practice.
The Reality of Multi-Office Marketing
At Atomic, each office runs its own localized marketing strategy. Managing Partners own that strategy and delegate within their office. Marketing steps in as a guide, content manager, and task executor.
This means my week might include:
- Talking through sales priorities with one office
- Planning an event with another
- Drafting a case study
- Reviewing SEO updates
I love the variety. Being a generalist marketer keeps things interesting. But supporting multiple offices also means context-switching… a lot.
And while each office’s strategy is different, the types of work are often the same. Events. Case studies. Sales support. SEO conversations. Without structure, that overlap can create confusion or duplicated effort.
Designing Separate but Mirrored Teamspaces
Instead of creating one massive “Marketing HQ” page in Notion, I built separate teamspaces for both of the offices I am responsible for supporting.
Each office has its own dedicated space shared with the appropriate MPs and me. The key decision here was mirroring the structure across both teamspaces.
The strategy inside each space is different, while the framework is the same. For example, Raleigh’s teamspace includes:
- Home
- Meeting Notes
- SEO
- Client Requests
- Sales
- Events
GR’s teamspace follows that same structure.
If you know where to find event planning materials in Raleigh, you know where to find them in GR. No scavenger hunt required. This has been huge. When you remove the friction of figuring out where things live, people are more likely to use the system.
Hubs Over Random Task Lists
Each of those subpages acts as a hub. Not just a place to dump tasks, but a central home for everything related to that topic.
Let’s take Events as an example. Our Events hub houses:
- Information about past events
- Planning documents for upcoming events
- Vendor information
- Event assets
- Retrospectives
If we hosted something last year, I do not have to rely on my memory or search my inbox with five different keyword combinations. It is there. Organized. Ready to reference.
The Meeting Notes hub works the same way. I run weekly syncs with each office, and each teamspace includes:
- A recurring meeting template
- Stored agendas
- Documented notes
- A work log that tracks action items
From those meetings, tasks get assigned to either me or an MP. When I assign myself a task inside an office teamspace, it automatically shows up in my personal task list. That means I can open one view and see everything I need to do, without losing track of which office it belongs to.
It feels a bit like magic the first time you see all your tasks neatly lined up from multiple spaces. And then you wonder how you ever operated without it.
The Client Requests hub is another lifesaver. Case studies, online reviews, and other marketing asks live in one spot. No more digging through Slack messages trying to remember who requested what and when.
What We Centralized and What We Didn’t
We were intentional about what belongs in Notion and what does not.
Brand guidelines and global templates still live in Google Drive. That is our long-term storage and official documentation space. Notion is where we collaborate, plan, and execute. We also did not build a company-wide marketing dashboard. Each office’s work lives within its own hub. Anyone can view non-personal pages, which creates transparency across offices. But we did not force every initiative into one master roll-up view. Each office owns its strategy. Our structure supports that ownership.
What Changed After We Built This
A few shifts happened almost immediately.
Cross-office collaboration improved. When one office runs a successful event, the other can easily reference the planning docs and assets. We borrow ideas more freely and build on past work instead of starting from scratch.
Accountability got clearer. Action items from meetings are written down and assigned. Our weekly syncs feel more focused. We spend less time recapping and more time making decisions.
And personally, I feel less scattered. Supporting multiple offices can feel like living in five browser tabs at once. This structure gives all that work a consistent home.
Advice for Other Multi-Office Marketing Teams
If you are supporting multiple locations or business units, here are a few things that have worked well for us.
Mirror your structure across teams.
Even if strategies differ, the framework should feel familiar. Familiar systems reduce friction and make onboarding easier.
Build hubs, not just task lists.
Store the planning documents, retrospectives, vendor info, and context alongside the work. Future you will be grateful when you are planning that event again next year.
Build slowly and with purpose.
Notion can do a lot. That does not mean you need to use every feature. Start simple. Add complexity only when it solves a real problem.
Do you support multiple teams or locations? I would love to hear how you keep everything organized without losing your mind.