How a global fleet management leader turned meeting chaos into a powerful, searchable knowledge base, driving unprecedented efficiency and innovation.
Global Leader in Fleet Management
Motive is a dynamic technology company with a 12-year history of innovation in the fleet management industry. With a fully remote workforce of 3,500 employees distributed globally, the company operates with the agility and speed of a startup. This remote-first, fast-paced environment means that collaboration is paramount, and meetings are the primary engine for driving product development, customer service, and strategic initiatives. Their culture is built on constant communication and rapid iteration, making effective knowledge sharing not just a goal, but a business necessity.
Key Metrics of Success
The success of the Fellow and Glean implementation at Motive is clearly reflected in key performance indicators across efficiency, knowledge utilization, and adoption. The project was not just a technical success but a comprehensive business transformation that delivered measurable value.
Time Reduction
80%
Decrease in time spent resolving complex problems and customer escalations.
Knowledge Capture
100%
Meeting insights are now comprehensively captured and made searchable across the organization.
Employee Adoption
3,500
Organization-wide deployment of Fellow, ensuring universal participation and benefit.
Unified Platform
1
A single, seamless connection between meeting intelligence and all other business systems.
The challenge
Drowning in Data, Starving for Wisdom
Motive's meeting-heavy culture, while essential for collaboration, created significant challenges. With teams spending 2-8 hours daily in meetings, a vast amount of institutional knowledge was being generated. However, roughly 50% of this critical information—decisions, insights, and action items—was lost or siloed due to the manual and inconsistent nature of note-taking. This led to fragmented knowledge, with vital information scattered across disparate systems like Salesforce, JIRA, and Slack, creating a significant barrier to efficiency and informed decision-making.
Lost Institutional Knowledge
Crucial decisions and insights from thousands of daily meeting hours were not being systematically captured, leading to a loss of valuable intellectual capital.
Fragmented Information Silos
Knowledge was trapped in various applications, with no unified way to search across meeting notes, project documents, and communication channels.
Operational Inefficiency
Teams spent excessive time—up to 10 hours for complex issues—manually gathering context, delaying problem resolution and hindering proactive work.
The solution
A Unified Knowledge Ecosystem
To address these challenges, Motive implemented a two-pronged solution. First, they deployed Fellow across all 3,500 employees to automate meeting intelligence. This move eliminated the burden of manual note-taking by leveraging AI to generate summaries, track action items, and organize meeting content. Second, they integrated Fellow with Glean, a unified search platform. This powerful combination created a central nervous system for organizational knowledge, allowing employees to instantly search across all meeting data and connect it with information from every other business application, from Salesforce tickets to Confluence pages.
Automated Meeting Intelligence
Fellow's AI automatically records, transcribes, and summarizes every meeting, creating a structured, searchable library of conversations.
Unified Search with Glean
Glean integrates Fellow's data, enabling a single search query to pull insights from meetings, documents, tickets, and messages across the entire organization.
Optimized Workflows
The integration allows for real-time knowledge synthesis, automating context gathering and proactively delivering relevant information to teams when they need it most.
The impact
Dramatic Gains in Efficiency and Agility
The integration of Fellow and Glean yielded transformative results for Motive. The most significant impact was a dramatic reduction in the time required to solve complex problems. By providing instant access to a comprehensive, cross-platform knowledge base, the company empowered its teams to find answers and historical context in minutes, not hours.
Time Savings Breakdown
Problem-solving time for complex escalations was slashed by 80%, from an average of 10 hours to just 2.Manual note-taking was completely eliminated, freeing employees to focus on strategic discussion. Automated context gathering streamlined meeting preparation, saving countless hours across the organization.
"I just want to keep running forwards with my team and with my collaborators and know that Gen AI and these technologies like Fellow and Glean are capturing, summarizing, synthesizing and making sense out of it... That's the ultimate promise from my perspective from Gen AI."
Patrick Richards, Chief Information Officer, Motive
Unlocking Organizational Intelligence
Beyond time savings, the solution fostered a new level of organizational intelligence. Motive effectively created a "central brain" that learns and grows with every conversation and project. This unified repository allows for enhanced decision-making, as employees can instantly query all of the company's collective knowledge for better context on any issue. It also became simple to identify subject matter experts by searching for who had discussed a topic most frequently or recently, breaking down departmental silos and fostering cross-functional collaboration. This continuous learning cycle transformed the company culture from reactive problem-solving to proactive innovation.
Central Knowledge Brain
A unified repository of all organizational knowledge that grows with every meeting, document, and message, creating a single source of truth.
Expert Identification
Easily discover subject matter experts and historical decisions, connecting people with the information and expertise they need to succeed.
Continuous Learning Cycle
Every meeting and project contributes to the organization's collective intelligence, fostering a culture of continuous improvement and knowledge sharing.
