Project Context
Notion is preparing to launch AI Meeting Notes for its workspace product. The feature records internal meetings, generates summaries, extracts action items, and publishes notes into shared team spaces. Leadership wants a marketable launch this quarter, but engineering capacity and legal review time are limited, so the team must decide what belongs in a pilot versus a full launch.
The core team includes 1 PM, 6 engineers, 1 designer, 1 data analyst, and shared support from legal, security, and sales enablement. You have 10 weeks before the company’s quarterly product event. A pilot can go live earlier to a limited audience, but any public launch must meet stricter reliability, privacy, and support-readiness standards.
Key Stakeholders
- VP of Product wants a visible launch at the event and prefers broad availability.
- Head of Legal insists on clear consent flows and region-specific data retention controls before any external rollout.
- Engineering Manager wants to minimize operational risk and avoid supporting too many edge cases in v1.
- Sales Lead is pushing for pilot access for 8 enterprise design partners who want admin controls and Slack integration.
Constraints
- Timeline: 10 weeks total; product event is fixed on Week 10
- Budget: $180,000 remaining for vendor transcription, QA, and legal review
- Team capacity: 6 engineers, with 2 only available at 50% allocation due to another migration project
- Dependencies: security review requires 2 weeks; Slack integration certification requires 3 weeks; admin controls need design and backend changes estimated at 4 engineer-weeks
Complications
- Early testing shows transcription quality drops significantly for meetings with 4+ speakers.
- Legal has flagged that storing recordings for EU workspaces may require additional consent and retention settings not yet built.
- Sales has already told design partners to expect Slack integration in the pilot.
Deliverables
- Define what features, user segments, and geographies belong in the pilot versus the full launch.
- Create a 10-week execution plan with milestones, dependencies, and decision gates.
- Propose success criteria for graduating from pilot to full launch.
- Identify the top risks, trade-offs, and a rollback or containment plan if the pilot underperforms.
- Recommend how you would align stakeholders when their launch expectations conflict.
