How HiBob centralized fragmented work across 1,400+ employees in seven weeks
At companies with more than 1,000 employees, one team’s success rarely scales on its own. That was HiBob’s challenge: when its tech team centralized its product and technical knowledge in Notion, other teams wanted the same way of working. The people platform provider partnered with Notion Services to bring 1,400+ employees into one collaborative AI workspace in seven weeks, creating the shared foundation needed to scale AI across the company.
When streamlining software development sparks a company-wide movement
GitHub. Google Docs. Lucid. Figma.
That was the stack behind HiBob’s software-development lifecycle—and for the company’s 400-person tech team, the tools were getting in the way. Product specifications, architecture diagrams, and technical discussions lived in different places, making it hard for engineering and product teams to track how systems worked and for new hires to get up to speed.
So the tech org consolidated its product and engineering knowledge into Notion, and other “Bobbers” collaborating with them noticed the difference: one source of truth made context easier to find, documentation stayed connected to the work, and teams spent less time chasing answers.
As adoption of Notion spread, HiBob saw an opportunity to bring fragmented knowledge together in one collaborative AI workspace, but scaling across the organization meant getting architecture and governance right. They decided to partner with Notion Services, Notion’s team of forward-deployed architects and engineers, to design a workspace architecture that could evolve along with them.
Seven weeks later, more than 1,400 Bobbers were working from the same hub—and HiBob had a foundation in place to accelerate its AI transformation. Decisions got captured as meetings happened, AI-powered search worked across tools, and workspace context fed the coding agents its engineers already use.
Our story doesn’t start with a company-wide decision. One team began working differently in Notion, and adoption spread organically, breaking down silos along the way.
From organic adoption to deliberate design
Before anyone built a page, HiBob did the groundwork. The Business Technologies and People & Culture teams aligned executive sponsors on three goals: one home for company knowledge, easier cross-functional collaboration, and AI built into everyday work. Together, they agreed on the outcomes they wanted and the project steps to get there.
Three decisions shaped the plan:
A champions squad in every department. Each department had champions to represent its needs and lead adoption within its team.
A rollout built on two layers of content. Company-wide pages show what each department does and what it’s working on. Internal hubs give each team a place to run its own work.
Notion Guidelines for everyone. Shared standards, like how to name and verify pages, meant every department started from the same playbook.
With the goals, roadmap, and guidelines in place, HiBob brought in Notion Services to build the deeper layer for each department. Notion Services met with each team to understand how they worked, where collaboration was breaking down, and what information they reached for most often. Those sessions shaped a hub-and-spoke workspace architecture built around HiBob’s plan and real workflows.
A central hub gives every Bobber one starting point for company context and navigation. Team hubs give each department its own place for projects, processes, meetings, and documentation. The approach replaced a flat collection of department pages with a clearer path from company to department to team. Every Bobber now starts in the same place and knows where to go next.
A shared structure every team can make its own
Once the architecture was in place, Notion Services worked with each department to design their teamspaces. “We started with consistency, but no two teams are the same, so we left room for each one to set things up their own way,” explains HiBob’s People Growth Lead Ana Luísa Morgado.
Through hands-on build sessions and training, Notion Services developed 15 different use cases, each shaped around how a specific department works—like campaign calendars for Marketing, account workflows for Customer Success, and learning programs for People & Culture. Every teamspace also has a clear owner and review expectations, so important information stays current.
AI in the flow of everyday work
AI was a core goal of HiBob’s rollout from the start—used intentionally and woven into how people work. Notion Services helped design HiBob’s workspace so AI could draw on the context employees rely on every day.
Enterprise Search replaced nine places to look for answers. HiBob connects nine other apps to Notion, such as Slack, Jira, and GitHub, so Bobbers can ask questions in Notion and get answers drawn from everywhere. “Notion’s AI-powered search allows us to maintain one source of truth and make it relevant,” says Ifat Shay, Office of the CIO Manager at HiBob.
AI Meeting Notes make decisions easier to find. Each team has a meeting-notes database that rolls up to its department hub. A new note can be created in one click and is automatically added to it, keeping discussions and decisions connected to the work they support. Teams now get a more consistent record of meetings, and context that’s easier to revisit with Notion AI.
The company also built a custom MCP server to connect Bob, its people platform, directly to Notion, and has made Notion part of its corporate MCP so engineers can pull workspace context into Codex and Cursor. With AI woven into daily work, answers surface faster, decisions are captured as they happen, and the knowledge behind them remains easy to find.
Notion AI was not just an additional way of working with Notion. It’s embedded in the design of our pages and in our architecture.
A living AI workspace Bobbers can keep improving
While Notion Services set the foundation, the goal was always to give Bobbers the skills and confidence to manage the workspace long after the rollout. As the company and its AI tools evolve, Bobbers can adapt their Notion workspace alongside them while preserving the shared context that makes information easier to find and AI useful at scale. Notion is now the place where more than 1,400 Bobbers understand the company, work across departments, and keep the knowledge behind the work alive.
Notion Services helped us take something powerful but potentially intimidating and make it practical.
