How Bain Capital Ventures Centralize their Company Knowledge on Notion

Bain Capital Ventures, founded in 1984, is a prominent American private investment firm that has cemented its global presence across sectors and regions. With a staggering $165 billion of investor capital under management as of 2022, BCV is one of the world's leading private investment firms.


San Francisco, California




Venture Capital and Private Equity Principals

Company size



At the core of BCV digital transformation journey was recognizing the need to centralize company knowledge and enhance collaboration across applications. To achieve this, they hired us because they recognized the need for external expertise even though they already had internal intermediate-level Notion power users. One of the primary concerns for BCV was to minimize disruptions during the automation process.

We began by thoroughly analyzing BCV's existing workflows, tools, and data sources. This assessment helped identify pain points, inefficiencies, and areas for improvement. We interacted closely with BCV's team to better understand their needs and challenges.

Consulting Expertise and Guidance

Optimization's role in BCV's automation journey was that of a trusted advisor and guide. Our team of experienced consultants brought their deep knowledge of automation processes and best practices to the table, helping BCV understand the pros and cons of automating their information management system using Notion and Make.

Recognizing the importance of addressing all their questions and concerns regarding the automation process, our team created a comprehensive Notion database.

The Notion database served as a centralized repository, containing all the questions, inquiries, and doubts BCV had throughout its automation journey. By compiling this information in one place, our experts ensured nothing was overlooked or left unanswered.

The Notion database became a valuable resource for BCV, allowing them to access a wealth of information related to their automation initiative. It provided a structured and organized framework to address their queries and concerns, enabling efficient collaboration and knowledge sharing among stakeholders involved in the project.

Personalized Training and Skills Development

In addition to guiding the automation process, we also provided personalized training sessions to BCV's intermediate and advanced Notion users. Recognizing that efficient utilization of Notion would be crucial for optimal workflow management, our Certified Notion Consultants conducted one-on-one training sessions tailored to the specific needs of each user. These sessions equipped the users with the necessary skills and knowledge to navigate Notion effectively, helping them leverage its capabilities to their advantage.****


Throughout the project, we maintained detailed documentation of the entire implementation process. This documentation included:

  • Workflow analysis and recommendations

  • Notion workspace structure and configurations

  • Integration and automation setup guides

  • Training materials and resources

  • Troubleshooting and support documentation


Through close collaboration with us, BCV successfully transformed how data was integrated across Notion and other apps. The project resulted in several key achievements:

  • Centralization of data and information in Notion -- eliminating the need for manual data entry and reducing information duplication

  • Streamlined processes and improved efficiency through automated data flow between systems

  • Timely access to relevant information and data insights, empowering the investment team to make informed decisions

  • Development of internal Notion power users who can maintain, support, and further enhance the system

  • Creation of comprehensive documentation for future reference and knowledge sharing

By leveraging our expertise, BCV achieved its vision of a streamlined, data-driven investor workflow. The optimized workflow enabled the investment team to focus on strategic decision-making and gain a competitive edge in the market.

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