230 people, 12 departments, zero Notion experience: How Exodus moved its operating system onto Notion
A from-scratch migration off Coda and Asana, built to handle the governance and sensitive data a public fintech company demands.
Omaha, NE, United States
2015
Fintech (regulated, publicly traded)
230 people, fully remote across 44+ countries
Notion, Notion AI, Coda, Asana, Slack, Google Workspace, N8N, custom code
Exodus, a fast-moving, fully remote fintech company, was running its knowledge across a sprawl of Coda and Asana with no single source of truth.
Optemization moved this 12-department, publicly traded fintech onto Notion from scratch, rolling out team by team and building a governed framework that keeps every team's space consistent while the old tools were retired as each team came over.
The Challenge
Exodus had grown fast, and its tools had grown with it, one team and one platform at a time. The result was a lot of valuable knowledge spread across tools, with no single place to find it.
📂 Knowledge was everywhere and nowhere
Information lived across roughly 2,400 Coda docs, Asana boards, Slack, and Google Drive, with no single place that counted as the source of truth.
🆕 Brand new to Notion
No one at the company had used Notion before. The whole team had to get onto it quickly, while the migration off the old tools ran in parallel - Coda and Asana were not keeping up with the team's speed, and they wanted an AI-powered hub everyone could rely on.
🔐 Regulated data, no room for error
As a publicly traded fintech, Finance, Legal, and Security content carried real compliance and audit weight, so permissions and data integrity couldn't slip during the move.
⚡️ A team that moves fast
A 230-person, fully remote company that makes decisions on the fly needed a system that could keep up with the pace, not slow it down.
They didn't want a few tweaks to the old setup. They wanted Notion to become the single source of truth for the whole company, what they called their "oracle," and they needed a partner who could make that happen without breaking what already worked.
"The total count of docs Coda could share was 2,401. It's an iceberg situation: the visible docs are just above the water line, and those are probably the only important ones."
Peter Thommessen, Operations Manager, Exodus
What Optemization built
👩🎨 Start with a Design Sprint
Before moving anything, Optemization ran a custom Design Sprint to understand how Exodus actually worked. That meant an onboarding questionnaire, a survey of tool use, and interviews with the people who had built the workflows in Coda and Asana. All of it came together in a Knowledge Map: Optemization's design deliverable for visualizing what existed, what mattered, and how it should live in Notion.
💨 Get teams onto Notion fast
Rather than make the company wait for a full migration to finish, Optemization stood up a clean, standardized workspace foundation and got teams onto Notion quickly using a proven starter framework. People could start working in Notion right away, while the heavier migration happened in the background.
"It's more like opening a gate. Come on in, the water's fine, dip your toes in."
— Peter Thommessen, Operations Manager, Exodus
📦 Migrate team by team
From there, the migration ran in waves, one department at a time, starting with the simplest and saving the most complex for last. Each team was moved onto a structure that gives it its own space to work while holding the entire workspace to one standard, with shared landing pages and a common icon system, so learning your way around one team's hub means you can navigate them all. Only active, valuable content made the move; the rest was archived for reference, so they could truly start fresh.
🔨 Build governance in from day one
Because this was a regulated fintech, governance wasn't an afterthought. Sensitive teams like Finance and Security got private spaces, every space had clear ownership and access controls, and the permissions model let teams work independently without the workspace fragmenting or sensitive data slipping into the wrong hands.
👥 Enable the people, not just the tool
Since everyone was new to Notion, training ran right alongside the build and migration: hands-on onboarding during each team's rollout, embedded guides, and support for using Notion AI to query the company's own knowledge, which had been one of Exodus's goals from the start.
Results and impact
What they said
"Optemization took the time to understand our unique needs and processes, and designed a Notion workspace that balances the user experience we were accustomed to while leveraging Notion's strengths, complete with custom workflows and features tailored to each team's operations. Beyond workspace design, Optemization handled a massive amount of content migration from our legacy platforms. What truly impressed us was their responsiveness and attention to detail throughout the entire process; questions were answered and issues resolved in a manner that made us feel prioritized. Overall, working with Optemization was instrumental in fast-tracking our company's adoption of Notion."
— Phillip Walton, Operations Manager, Exodus
Looking ahead
Exodus isn't slowing down. As it grows from a trusted wallet into a full payments platform, launching Exodus Pay, expanding XO Swap across nearly 100 blockchains, and moving into new markets, it now has an internal system built to grow with it. New teams, departments, and markets can slot into the same structure without anyone starting from scratch.
And because the company's knowledge finally lives in one place, Exodus can do what it set out to do: treat its workspace as the "oracle" anyone can search, with Notion AI surfacing answers from years of knowledge that used to be scattered across tools. For a company moving as fast as Exodus, the workspace can finally keep pace.