Case Study: How BIG Group Cut Hours of Meeting Overhead with Optiverse

Industry: Digital Marketing & AI Education
Company: BIG Group (BIGSEO , BIG school, BIG IA)
Role Interviewed: Maia Gutter, Head of Operations, BIG school  & AI Implementation (BIG IA)
Location: Switzerland (Multilingual team: Spanish, English)

Website Link: https://bigseo.com

🔍 Background

BIG group is a diverse enterprise operating across digital marketing (BIGSEO ), AI education (BIG school & BIG IA ), and business/tech training. With teams spanning product, IT, education, and client implementation, BIG group  juggles complex internal coordination and client-facing work daily.

At the center of that operational web is Maia Gutter, Head of Operations, overseeing everything from AI training delivery to IT team integration and client project rollouts.

“I coordinate everything from our master programs to internal automation and AI implementations. That means dozens of meetings a week, some strategic, some technical, and all high-stakes.”

🧠 The Challenge: Post-Meeting Chaos and Misalignment

Before using Optiverse, the team was drowning in manual meeting recaps, lost notes, and costly miscommunication.

• Note-Taking Stress: “I’d take notes not because I wanted to, but because I was scared of missing something. Then came the cleanup. Then the follow-up. It never ended.”
  
• No Source of Truth: “When there was disagreement or miscommunication, there was no way to go back and check. You just had to rely on memory or scattered notes.”
  
• High-Stakes Meetings: Maia regularly designs real-time tech solutions in meetings. “I’m ideating solutions live. If I don’t capture that thinking precisely, something gets lost. And then I’d have to recreate it post-meeting.”
  
  

✅ The Solution: Optiverse as a Meeting OS

Today, Maia and her teams use Optiverse as a default layer across nearly all meetings, internal, client-facing, partner calls, hiring, and even technical brainstorms.

“The real value? When I need it, it’s there. I don’t have to think about it. Optiverse just runs in the background and catches everything.”

Key Use Cases

• Automated Transcripts & Search
  “Now I can say, ‘Here’s the recap, go review if you missed anything.’ It’s clarity without extra effort.”
  
• Custom Protocols
  “I use a very detailed kickoff protocol for BigSEO client projects. Others on my team run their own. We even layer protocols on top of each other in the same meeting.”
  
• Summarization Tools
  “Even if I still send summaries to clients, Optiverse helps me draft them in half the time. I just ask for the five main points or use my saved protocol.”
  
  
  

💥 The Results: Time Saved, Stress Reduced, Team Aligned

⏳ Time Savings

• Maia personally saves up to 1.5 hours per day just on meeting follow-up and organizing information.
  
• Structured roles (SEO managers, project managers) save an estimated 1 hour/day, especially on client calls.
  

🤝 Improved Internal Alignment

• IT and product teams now use meeting logs to track technical decisions.
  
• HR relies on Optiverse for detailed interview recaps.
  

📈 Client Confidence Boost

• Teams now craft faster, more accurate summaries, backed by Optiverse transcripts, leading to clearer project follow-up and fewer miscommunications.
  

“It’s a reliable AI partner. Not just note-taking, but an interactive log that removes stress and makes post-meeting processing way faster.”

💬 Bonus: Optiverse Drives Adoption Across Roles

• Sales: BigSEO’s Sales Manager relies on it for follow-ups and internal handoffs.
  
• HR: Uses Optiverse recaps to streamline hiring processes.
  
• Product/IT: Tracks client specs, technical notes, and solutions in real-time without manual logging.
  
  

🌍 Multilingual, Multinational, Always Aligned

BIG  Group operates across countries, cultures, and languages. Optiverse seamlessly captures meetings in Spanish and English—even with overlapping regional accents.

“Even when a meeting has someone from Argentina and someone from Spain, it handles both perfectly.”

💡 If You Took It Away…?

“It would add stress back into every meeting. Optiverse removes the mental load of having to remember, capture, and structure everything yourself.”

“Optiverse is a reliable AI partner that turns chaotic meetings into structured, searchable, and stress-free outcomes.”

🚀 Closing Note from Maia

“What gives me the most trust? You’re constantly improving. Every time I make a suggestion, it gets built. I feel heard. That’s rare.”