1,000+ recordings organized and analyzed • same-day qualitative reports • 190+ hours saved • ~$3.4K estimated labor savings
Overview
A national sports federation modernized its qualitative insight pipeline with Speak AI, moving from scattered uploads and manual collation to a centralized, searchable repository of audio, video, and text.
Using Speak AI’s embeddable recorder and media surveys, the team captured over one thousand recordings across programs and seasons. Data now flows directly into structured folders with fields, filters, and account level AI chat to accelerate coding and reporting.
The result is a same day analysis rhythm that feeds quarterly and board level reporting with trustworthy narratives and evidence.
The Challenge
Collecting qualitative data across events, clubs, and stakeholders created a growing backlog. Recordings arrived in multiple formats and locations. Analysts spent hours renaming files, stitching notes, and preparing data before any real analysis started.
Quarterly reporting windows were tight. Insights that should inform decisions were delayed, and updates relied on best effort summaries rather than consistent, comparable evidence over time.
Solution and Workflow
Speak AI delivered a unified capture to insight workflow that is now used daily.
- Embeddable audio and video surveys: Branded web recorders collect interviews and field feedback at scale. Contributors record or upload from any device. Metadata and consent fields are captured at source.
- Centralized repository: Files land in the right folders automatically with consistent naming, fields, and permissions. Analysts manage by program, season, or initiative.
- AI transcription and structured analysis: Fast transcripts with speaker support. Custom prompts turn interviews into coded themes, sentiment, and standardized fields that power comparisons.
- Advanced filters and comparisons: Analysts segment by program, timeframe, demographic fields, and sentiment to surface patterns. Findings are backed by time coded references.
- Shareable insight libraries: Stakeholders access a curated media library with search, filters, and AI chat over approved data. Adoption expanded from a pilot into multi year usage.
Results
- Capture at scale: 1,000+ recordings collected through embeddable recorders and centralized folders.
- Same day reporting: Quarterly qualitative sections move from weeks to a single working day.
- 190+ analyst hours saved: Approximately 25 recorded hours analyzed to date translates into over 190 manual hours avoided based on research grade baselines.
- ~$3.4K in labor savings to date: Savings increase as more recordings are processed and reused across reports.
| Metric | Before Speak AI | With Speak AI | Impact |
|---|---|---|---|
| Recording intake | Manual uploads and ad hoc forms | Embeddable recorder and media surveys | High quality, structured capture |
| Time to first analysis | Days of prep and collation | Minutes to transcript and codes | Same day reporting enabled |
| Analyst time per recorded hour | ~8.0 hours manual transcription and coding | ~0.3 hours human oversight | ~96% time reduction |
| Estimated savings to date | Labor heavy workflow | ~$3,400 saved on 25 recorded hours | Compounds with reuse and growth |
Methodology note: Savings modeled for research heavy analysis using an 8.0 hour manual baseline per recorded hour and 0.3 hour AI assisted oversight. Hourly rate set at $75 USD for blended researcher time. For the first ~25 recorded hours, estimated time saved is ~189.5 hours and estimated labor savings is ~$3,439. Figures round to protect confidentiality and will rise as additional recordings are processed and reused across reporting cycles.
Security and Governance
Data is encrypted in transit and at rest. Customer data is not used for model training.
Role based access and group level folder controls support governance by program and season.
Audit friendly sharing with usage statistics and AI chat history for published libraries.
Usage Snapshot
Embeddable recorder adoption across programs produced over 1,000 recordings. Analysts rely on custom fields, filters, and account level AI chat to standardize outputs and accelerate quarterly reports. The approach turns qualitative inputs into a living repository of evidence that can be searched, compared, and cited in minutes.
Industry Context and Keywords
sports governance, qualitative research, athlete feedback, program evaluation, sentiment analysis, embeddable recorder, insight repository, survey capture, evidence based reporting
Take the Next Step
Ready to see the same day qualitative workflow in action? Book a 15 minute walkthrough, create a free Speak AI account, or estimate your ROI with our interactive calculator.
Voice of the Customer
“Speak AI has drastically improved our ability to perform qualitative data analysis and helps to add narrative to our quantitative data. We now have a fully integrated qualitative data system used daily to monitor the narrative and sentiment of KPIs.”
— Connor H., Data and Impact Analyst