Meet The Company
BitSafe is a crypto startup focused on bringing institutional-grade Bitcoin yield products to market through the Canton Network—a blockchain infrastructure designed for regulated financial institutions. Think of them as building the bridge between traditional finance and DeFi, with compliance and security at the core.
With a distributed team of around 15, they’re operating in one of the fastest-moving industries on the planet. When you’re competing against protocols that ship features weekly, having the best possible tools at your hands is essential.
Before reaching out, they’d already tried Notion twice. Both times, it didn’t stick. The system felt clunky, required too many clicks, and eventually got abandoned in favor of whatever tool felt easier in the moment.
This time, they wanted to get it right.
The Challenge
Here’s the thing about BitSafe’s situation: the problem wasn’t people, and it wasn’t discipline.
It was architecture.
Kadeem described it perfectly in our kickoff call: “When I have an idea, where do I put it? And how do I make sure it doesn’t just disappear?”
He called it “leakage of ideas.” And once you hear that phrase, you start seeing it everywhere.
Ideas would surface in conversations, Slack threads, and meetings—then evaporate before anyone could act on them. The gap between having an idea and executing on it felt impossibly wide.
Their existing stack was a patchwork:
- Coda for some documentation
- 90.io for EOS/Traction processes (Rocks, Issues, Scorecards)
- Google Docs scattered across various drives
- Slack threads holding critical context that nobody could find two weeks later
The symptom was scattered information. The root cause was missing information architecture.
No single place where everything connected.
How We Structured the Engagement
We ran our standard 8-week transformation, which breaks into three phases: Blueprint, Build, and Launch.
Why do we structure it this way?
Building a Notion workspace is a lot like building software.
You don’t want to spend months designing the “perfect” system in isolation – you want to ship something real, get feedback, and iterate.
That’s why we work in weekly sprints with continuous feedback loops. BitSafe could start using parts of their new system within days, not weeks. And we could catch any misaligned elements early instead of discovering them at the end.
Phase 1: Blueprint (Weeks 1-2)
We started with stakeholder interviews to understand how the team actually works – not how they think they should work. This surfaced the “leakage of ideas” problem and helped us map out their existing EOS rhythms.
Key decisions made here:
- Hierarchical project structure (Pillars → Projects → Tasks) to mirror their strategic planning
- Native EOS implementation to replace 90.io entirely
- Knowledge management with ownership and verification to prevent stale docs
Phase 2: Build (Weeks 3-6)
This is where we built the actual system and ran the migration. 450+ files from their scattered tools—each one tagged, assigned an owner, and given a proper home.
We also integrated:
- Fathom for automatic meeting notes (so conversations actually get captured)
- n8n for automated scorecard updates (so KPIs stay current without manual entry)
- Notion AI with a custom master prompt that understands their workspace structure
Phase 3: Launch & Activation (Weeks 7-8)
Here’s where we trained the team and transferred ownership. We identified four champions who would become the internal experts and trained them on how to own and refine the system.
We love it when clients choose to work with us long-term for strategic support. But you should never feel like your system is so complex that you need to keep paying consultants to keep it running day-by-day.
The champions we train aren’t just “power users.”
They’re the people who will answer questions, train new hires, and evolve the system after we’re gone.
We always work towards momentum transfer: leaving the team with more capability than when we started, not creating ongoing dependency.
(you can read more about our core philosophies here)
What We Built
1. Project Management: Pillars → Projects → Tasks
Instead of a flat task list (which inevitably becomes a graveyard), we created a hierarchical structure that mirrors how strategy flows into execution:
- Pillars = Major business areas (Product, Growth, Operations, etc.)
- Projects = Time-bound initiatives within each pillar
- Tasks = The actual work
Every task connects upward to a project, and every project connects to a pillar. Nothing floats in isolation. When someone asks “what are we working on this quarter?”—the answer is one click away.
2. Knowledge Management with Ownership
Here’s a pattern we see constantly: teams create documentation, but nobody maintains it. Six months later, the docs are outdated and nobody trusts them.
We solved this by making every knowledge page have:
- A clear owner (who’s responsible for keeping it current)
- A verification status (when was this last reviewed?)
- Connections to related projects and discussions
It’s a small structural change that makes a huge difference. Documentation becomes a living system instead of a digital graveyard.
3. Native EOS/Traction System
BitSafe was already running on the Traction/EOS framework – Rocks, Issues, Scorecards, the whole thing. But their 90.io setup felt disconnected from where the actual work happened.
We rebuilt their entire EOS workflow natively in Notion:
- Rocks (quarterly priorities) linked directly to projects
- Issues tracker with the IDS methodology built in
- Scorecards with automated KPI tracking via n8n
Now when someone updates a task, it flows through to their scorecard. No duplicate entry. No forgotten updates. The system stays in sync because it’s all one system.
4. AI Enablement
We built them a master prompt for Notion AI that understands their specific workspace. The structure, the terminology, the conventions.
This isn’t just “add AI to Notion.” It’s giving the AI enough context that it can actually be useful when someone asks it a question about their system.
Results
Here’s how Kadeem described working with us:
“When we started our Notion transformation with the team, we were scattered — notes in Coda, project tracking fragmented across tools, and no single source of truth for our growing team.
Over 8 weeks, the team didn’t just build us a workspace — they built us a system. They designed a centralized architecture connecting Pillars, Projects, and Tasks that actually reflects how we work. They migrated 450+ legacy files, set up our EOS/Traction system with Rocks, Issues, and Scorecards, and created a knowledge management structure that makes information findable and trustworthy.
What set Matthias and his team apart was their focus on momentum transfer. By the end of the build phase, our team wasn’t just using the system — we were owning it. They tracked our adoption metrics, celebrated our wins, and made sure our internal champions (myself included) were trained to extend and maintain what he built.
The workshop structure was practical and hands-on. Their documentation package gave us everything we need to keep evolving the system on our own.
If you’re looking for someone who combines Notion expertise with operational thinking and genuine partnership, MF Consulting really delivers.”
What Made This Work
A few patterns from this engagement that show up across our projects:
💧 The “Leakage of Ideas” problem is almost always an architecture problem. Without proper information architecture, valuable ideas escape through the cracks between tools and conversations.
The solution usually isn’t discipline.
It’s designing capture points that match how work actually flows.
🔄 Momentum transfer matters more than the deliverable. The measure of good consulting isn’t how much value you deliver, it’s how much capability you leave behind.
BitSafe’s team now owns their system completely. That was always the goal.
🎮 Single-player tools fail in multiplayer environments. Their previous Notion attempts didn’t work because they were set up for individual use, not team collaboration.
The new system was designed to be multiplayer from day one.
