How Offerpad scaled one person's system to four lines of business in four weeks

4 weeks from kickoff to a fully documented handover, against a fixed COO deadline

*4 team dashboards, each built around how its line of business already worked*

Offerpad is a real estate solutions company with four lines of business: cash offer, renovation, a direct investor marketplace and premium listing. Daniele Merriweather had just started as Director of Operational Excellence, a department of one, with a brief to bring process and visibility to all four. Engineering ran its work in Azure DevOps, but the business side had no project management system and no knowledge base beyond documents scattered across OneDrive and SharePoint.

What was going wrong

Daniele had already designed the system herself: a five-tier hierarchy (Strategy, Outcomes, Programs, Projects, Action Items), plus a Direct Request Log, an Issue Log and a Decision Log. The thinking was already there. The problem was that only Daniele could use it. The rest of the company had no shared workflow to plug into, the executive dashboard wasn't ready to show the COO, Chris, and a full system demo was due on a fixed date.

Our job was to keep Daniele's architecture and make it work for everyone who would need to use it.

How we built it

Centralisation. We brought every database into one central hub, so a project, a programme and the strategic goal above them all draw on the same data. Daniele's structure could show a project's status but couldn't roll it up to its strategic pillar, so we nested Outcomes inside Strategy. One page now shows a whole line of business, from the strategic goal down to this week's projects.

Collaboration. Each of the four lines of business got its own dashboard, filtered to the work that matters to that team and fed by the same central data. A home-hub teamspace ties it together for the Operational Excellence team and is the starting point for anyone new.

AI, once the structure was in. Partway through the build, a high-priority company project landed on Daniele's desk with two to three weeks of runway. She added its 87-page planning document to the new Context database and used Notion AI to draft a first-pass structure of programmes, projects and decisions from it in one pass. We also added AI skills for direct requests, issues and project creation, which weren't in the original brief.

What changed

• Every line of business has its own dashboard for cross-functional work.
• Leadership gets the full picture from one executive page in about ten minutes.
• A product teamspace, also outside the original brief, was built from the same templates, so it started fully set up.
• Anyone can log a request, report an issue or start a project from any of the four spaces, using the same AI skills.

Who owns it now

Daniele does. Matt led the build and finished with a fully documented handover, and Daniele learned the setup as it was built.

We engaged Matt to complete our entire Notion Operational Excellence build out. This included creating the operating infrastructure, setting up databases, creating new properties, designing page layouts, and more. Working with Matt was such a great experience. I really appreciate how clear and thorough he was. I loved being able to learn from him as he built out our instance. Seeing his own best practices and how he sets things up for his own business was so valuable. I also appreciated his focus on incorporating AI into the workflow. This was such a great addition and made me feel that we were futureproofing our setup. The handoff and transition was smooth and detailed. The structure of our databases and the ability to use AI to query them has been a complete game changer. Notion has become that much more of a useful tool with the more logical build out and AI enablement.

Daniele Merriweather, Director of Operational Excellence, Offerpad

Already running on a system that works for you, but not yet for your whole team? Talk to us about scaling it without starting over.