Use cases & Best Practices

Common Use Cases for AI Employees

AI Employees are designed to solve concrete problems professionals face every day. Here are some of the most common scenarios:

Problem	Solution with AI Employees	Impact
Meeting prep takes hours — CSMs and PMs manually gather notes, metrics, and docs before calls.	AI Employee generates a meeting brief from live Motion data, attaching the right docs and tasks.	Saves 1–2 hrs per meeting; ensures consistency across teams.
Updates are inconsistent — client emails, status reports, or project updates vary in tone and accuracy.	AI Employee drafts updates directly from tasks, projects, and docs, keeping language on-brand.	Reduces rework; improves trust with clients and stakeholders.
Routine drafting eats time — teams spend cycles on FAQs, release notes, or knowledge docs.	AI Employee produces first drafts and revises sections for clarity, tone, or length.	Speeds up drafting by 50–70%; frees people to focus on final polish.
Follow-ups slip through the cracks — after meetings or deadlines, next steps are often lost.	AI Employee captures notes, generates tasks, and schedules follow-ups automatically.	Improves accountability; reduces missed deadlines.
Scaling coordination across accounts/projects — humans can only handle so many requests.	Multiple AI Employees can be deployed (per client, per project) to handle recurring tasks in parallel.	Increases volume handled without adding headcount.

CSM Resources

Customer Success Managers use AI Employees to scale their impact without adding more headcount. Here are real-world use cases:

1. Weekly Business Reviews

• Problem → CSMs spend hours each week compiling status updates across accounts.

• AI Employee in action → Generates account health summaries from project data and sends them to the CSM.

• Impact → 3–4 hours saved weekly, freeing time for proactive client calls.

2. Onboarding Sequences

• Problem → Client onboarding often requires repeatable steps (provisioning, training, follow-ups).

• AI Employee in action → Creates tasks from onboarding templates, assigns to the right owners, and tracks progress.

• Impact → Onboarding cycle shortened by 20%, higher completion rates for first-week tasks.

3. Meeting Follow-Ups

• Problem → Action items from customer meetings are easily missed or delayed.

• AI Employee in action → Extracts action items from the notetaker, drafts follow-up emails, and pushes tasks into Motion.

• Impact → Near-zero missed commitments, faster turnaround on customer asks.

4. Renewal Preparation

• Problem → Preparing for renewals means pulling usage data, contract details, and open issues.

• AI Employee in action → Aggregates the relevant docs, highlights adoption metrics, and drafts a renewal brief.

• Impact → Cuts prep time from hours to minutes, letting CSMs focus on strategy instead of admin.

5. Scaling Customer Communications

• Problem → CSMs struggle to maintain consistent communication across a growing book of business.

• AI Employee in action → Generates personalized check-ins or release updates, pulling context from knowledge snippets and prior meetings.

• Impact → Volume of touchpoints increases by 2–3x, boosting engagement and adoption.

Best Practices for Using AI Employees

AI Employees are most effective when they’re treated as teammates with defined roles, not generic assistants. Here are guiding principles for getting the most value:

Best Practice	Why It Matters	Example
Define a clear purpose	AI Employees work best when their scope is narrow and specific (e.g., “prepare client briefs”), rather than broad or undefined.	Create one AI Employee for “Weekly Client Updates” instead of one generic “Client Support” bot.
Ground them in your data	Reliable outputs come from relevant docs, tasks, and projects inside Motion. Adding references ensures accuracy and brand alignment.	Connect an AI Employee drafting release notes to your product roadmap doc.
Start small, then scale	Pilot an AI Employee on a single process before expanding. This builds trust and shows measurable ROI.	Test an Employee on one client account, then roll it out across 20.
Review and approve outputs	Humans remain in control. Use Motion’s review step to ensure accuracy and tone before sharing externally.	Check AI-generated client updates before sending them.
Monitor and measure impact	Track how much time or volume the AI Employee saves. Use this data to refine workflows and prove value.	A CSM tracks that briefs went from 2 hrs each → 20 mins with AI support.