Scaling the remote employee experience with Notion
In its short history Jasper established itself as a company that relentlessly pursues excellent and continuous improvements. In a consistent fashion, the People team at the company recognized the need to optimize their employees experience with Notion, so they reached out to us.
And thus we kicked off a collaboration to develop a comprehensive Notion workspace tailored to their needs, laying a strong foundation for growth through scalable processes and workflows.
❶ Design
Outlining the strategic vision
Jasper AI's meteoric rise is a testament to its strategic vision and unwavering commitment to growth. In just 10 short months, the company scaled from a modest team of 9 to a robust workforce of 145 employees. This rapid expansion, while impressive, presented its own set of unique challenges with scaling communications and people alignment.
To tackle these problems, the Head of People at Jasper, Cassandra Margolin, hired Optemization and remote work expert Darcy Marie.
Darcy is a renowned consultant known for her proficiency in remote-first audit analysis. Named as one of the top 50 Remote Work Thought Leaders from 2019-2023 and formerly the Director of Culture at Forbes' best remote startup, TaxJar (acquired by Stripe), she has played a pivotal role in guiding private equity leaders from series A-C companies in developing their remote-first engagement strategies on the path to IPO.
Darcy's comprehensive analysis provided invaluable insights into the areas that needed immediate attention. After her analysis, Jasper AI recognized the complexity of the task and reached out to Optemization. Their goal was to collaborate on a strategic plan tailored to their unique needs.
Hiring & Onboarding Talent: streamline the hiring and onboarding process to ensure a smooth transition for new employees.
Optimizing Internal Resources: maximize existing resources' efficiency and eliminate redundancies.
Asynchronous Work: establish a system allowing effective collaboration across different time zones and schedules.
Documentation: leverage Notion as a central hub for documentation, serving both as an "intranet" and a platform for tracking shared information, projects, and collaboration.
Reducing Internal Meetings: document everything to help reduce the need for frequent internal meetings.
Before diving into the implementation and building, it was crucial to gain a deeper understanding of Jasper AI's culture and pain points to develop a strategic plan.
We believe every organization is unique, and a one-size-fits-all approach is rarely the most effective. To tailor our strategy to Jasper AI's specific needs, we initiated our collaboration with a series of surveys and whiteboarding sessions.
The surveys were designed to give us a comprehensive view of the company's operations from the perspective of its most valuable asset - its employees. We sought to understand their daily workflows, the challenges they faced, and their ideas for improvement. This feedback was invaluable in identifying the pain points that needed to be addressed.

The whiteboarding sessions, on the other hand, served as a platform for brainstorming and collaborative problem-solving. We brought together key stakeholders from Jasper AI and our team to map out workflows, identify bottlenecks, and brainstorm potential solutions. These sessions were instrumental in fostering a shared understanding of the challenges and aligning our team with Jasper AI's vision and objectives.
❷ Implementation
Having gained a deep understanding of Jasper AI's culture, workflows, and challenges, we were ready to lay the foundation of our strategic plan. Given Jasper's size and the diversity of its operations, appointed department leads to collaborate closely with us. This approach ensured that each department's unique needs and challenges were adequately addressed.
Once the initial workspace was built, we assembled a beta team comprised of individuals from multiple departments within Jasper AI. Their role was to test the workspace, providing feedback on its functionality, usability, and relevance to their daily tasks. Additionally, we worked with teams on a team-by-team basis to train and iterate based on their feedback. This feedback was invaluable in refining the workspace, allowing us to make necessary adjustments and improvements.
After incorporating the feedback from the beta team, we worked closely with Jasper AI to finalize the workspace. The result was a Notion workspace that truly resonated with the Jasper AI team, reflecting their workflows, addressing their challenges, and facilitating more efficient and effective collaboration.
This process of laying the foundation was instrumental in ensuring the success of our collaboration with Jasper AI. It set the stage for implementing our strategic plan, paving the way for a more streamlined, efficient, and collaborative work environment.

❸ Support
From macro to micro
As we progressed with the project, we recognized the importance of ensuring that Jasper AI's team was well-equipped to make the most of the new workspace. To this end, we conducted hands-on training sessions. These sessions were designed to familiarize the team with the new tools and workflows, ensuring a smooth transition.
Upon completing the workspace, we expanded on the training offer, including office hours, Loom videos, and documentation. Our goal was to empower Jasper AI's team to fully leverage the capabilities of the new workspace. We wanted to ensure that every team member felt confident and competent in navigating and utilizing the workspace regardless of their role or department.
To facilitate this, we built a comprehensive Notion training space within their workspace. This self-serve resource allowed team members to learn about the workspace at their own pace, providing them with the flexibility to engage with the training materials when it was most convenient for them. Our team also created onboarding materials for Notion in WorkRamp.

In addition to the self-serve training space, we also provided office hours for employees to ask questions and company-wide presentations on how to use Notion. Team-specific training sessions and one-on-one meetings with department leads followed these presentations. This multi-tiered approach to training ensured that each team member received the support and guidance they needed to use the new workspace effectively.
The emphasis on documentation and training was a critical component of our collaboration with Jasper AI. It ensured that the new workspace was not just a tool but a catalyst for improved efficiency, collaboration, and productivity.
♥︎ Testimonial
Company Size: 51-200