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Case study · Sports · A sports governing body

How a Sports Governing Body Reports Event Impact the Same Day With a Live Knowledge Base

A sports governing body replaced its quarterly slide deck with a live knowledge base built from event recordings, so it can share evidence of impact against funder objectives with one link instead of a rebuilt report.

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As of October 2026Measured from Speak usage records
  • 1,600+
    Recordings collected
  • 1,200+
    Transcripts
  • 20+
    Embedded recorders
  • 68+
    Recordings in the last 90 days

Summary

Reporting ran on a funder-driven cycle, with a quarterly slide deck rebuilt each time. Photos and posters could not be read by the tools in use, and some uploads were lost along the way.

The body now collects event voices through embedded recorders, keeps them in organised folders with the same fields applied, and shares one live link instead of a deck.

Over the years it has collected well over a thousand recordings in busy bursts around events.

A woman with natural curls and headphones around her neck reviews material on a laptop in a bright open-plan office.

Three lines to take away

Before

A slide deck was rebuilt every quarter, and some evidence never made it in.

With Speak

Event recordings go into one organised space, with transcripts and fields applied the same way each time.

After

Funders and colleagues open one live link and see the evidence as it stands today.

A deck rebuilt every quarter

The reporting cycle was set by funders, and each cycle began from scratch.

A South Asian woman in a tracksuit is interviewed in a quiet sports hall with a handheld audio recorder

Rebuilding the deck

Every quarter the team gathered material and assembled a new set of slides. Anything newer than the last deck waited for the next one.

Evidence tools could not read

Photos and posters from events carried real information, but the tools in use could not read them. They sat outside the analysis.

Uploads that got lost

Submissions came in by several routes, and some went missing before anyone had analysed them.

The cost: The old way cost analyst time on every reporting cycle and left some evidence out of the picture.

The turning point

From a deck to a link

The turning point was the idea of a knowledge base that updates as recordings come in, replacing the deck as the thing funders see. Instead of asking what had changed since the last report, a funder could open the same link and look.

Before the team committed, they needed to be sure that evidence would stay organised and traceable, and that colleagues outside the analysis team could use it without training. Embedded recorders on the body's own pages, folders with consistent fields, and chat across the folder answered both. The question shifted from how to prepare a report to what to ask the evidence.

How they use Speak AI

Recordings arrive from events, land in the right folder, and are ready to search and share.

  1. Step 1

    Capture

    Embedded recorders on the body's own pages let participants and staff leave a voice message. Text notes and spreadsheet rows can come in alongside.

  2. Step 2

    Organise

    Each submission lands in an organised folder with the same fields applied, so evidence from different events can be compared.

  3. Step 3

    Analyse

    Transcripts and prompts pull out themes and best examples. Chat across a folder answers questions that cut across events.

  4. Step 4

    Share

    One live link to the knowledge base replaces the quarterly deck for funders and colleagues.

Honest friction: The workflow is driven by events, so activity comes in bursts rather than a steady stream. Fields and automations took guided time to settle, and only a small set is in use. Most records are short voice messages, which is why this page does not quote hours of audio.

A woman records a short video interview with an older man on a phone and tripod in a plain clubhouse

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Results

Years of evidence, ready to open

The body has collected over a thousand recordings through embedded recorders and holds transcripts for most of them, with busy bursts around events.

1,300+
Submissions from embedded recorders
250+
Records imported from spreadsheets
68+
Recordings in the last 90 days
9
Fields applied to each submission
Four colleagues of different ages and backgrounds read a printed report together

What the team found, in short

Paraphrased from our own conversations with the team. Not quotes.

A live knowledge base changes the funder conversation from what the report says to what the evidence shows today.

Paraphrased from our calls with the team

Event-driven teams collect in bursts, so the useful design is one that keeps everything organised between bursts.

Paraphrased from our calls with the team

Consistent fields turn many short recordings into evidence that can be compared across events and seasons.

Paraphrased from our calls with the team

What is next

A woman presents findings to a boardroom of six people with a blurred wall screen behind her
  • More event captureTeams like this add recorders for each new event so evidence flows into the same folders.
  • Funder-specific viewsA curated view of the knowledge base can keep each funder looking at the objectives they care about.
  • Prompts for each seasonReusable prompts pull themes and examples from a season in a repeatable way.

More customer stories

Customer name withheld at their request. Figures are from Speak usage records, as of October 2026.

Still rebuilding a deck for every funder report?

Talk to us about turning event recordings into a live knowledge base.

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