How to use Notion as an operating system for multiple businesses

Executive overview

Most founders build project management setups without an underlying operating system, so the tool itself can never solve the problem. Ryan Deiss runs a $200M holding group of 17 companies using a six-component OS framework built first in a spreadsheet, then migrated into Notion.

The framework has three phases: systemise execution, systemise optimisation, then systemise scale.

The magic is in the input, not the tool.

The six components of the operating system

• Value engines map how growth happens and how fulfilment happens — two separate visual diagrams
• Playbook Vault stores all SOPs; every playbook must have a named owner responsible for keeping it current
• High Output Team Canvas assigns critical accountability bullets to each step in the value creation process
• Scorecards sit at the team level and roll up to a company scorecard; linked directly inside each team's section
• Meeting rhythm is stored in a shared company calendar; individual team meetings live inside each team's section
• Clarity Compass defines the three-year target, company purpose, core values, and strategic anchors

Building playbooks

• Each playbook records: creator, owning team, type (growth or fulfilment), and a single named owner
• One owner per playbook — no exceptions; they are accountable for accuracy and usefulness
• Structure: short summary, Loom walkthrough video, step-by-step instructions, relevant links
• "Last edited" date is a health signal — stale playbooks are flagged immediately

Scorecards and meeting rhythm

• Scorecards track whether each step in the value engine is working
• Teams access their own scorecard directly from their team section in Notion
• The company scorecard links to the 12Q plan and feeds into quarterly sprint planning

Clarity compass and goal-setting

• Three-year target sets the medium-term destination in revenue and profit terms
• Strategic anchors define defensive competitive advantages that keep execution on track
• Two planning tools: the 12Q Planning Canvas (three-year breakdown by quarter) and the Quarterly Sprint Canvas (90-day view)
• Sprint canvas includes: good/better/invest revenue targets, unit goals, monthly breakdown, quarter theme, tracked metrics, and greenlit key initiatives
• Key initiatives filter down to each team section automatically via sorting and filtering