The buzz around AI is big.
We’re in a fascinating era of technological advancement and that means rapid and substantial change. Businesses and individuals alike are racing to leverage technology to get more done in less time. It’s unlocking efficiency, eradicating friction, and… fundamentally changing corporate structure?
However, we're collectively heading for an iceberg that seems to be going unnoticed: information retrieval. On the surface, all seems to point up and to the right when it comes to the changing ways we look for and find information.
The implications of this shift on corporate structure and workforce dynamics are profound.
People are convinced that the biggest workforce threat they face is being replaced by AI — that their job will become obsolete.
While potentially true for some, it isn't true for most.
The real threat is being handed the keys but not knowing how to drive stick.
Dude, get to the point.
Right. Well, in simplest terms we're talking about the difference between the search bar and clicking through the menu.
So what?
This multi-layered folder structure has been the norm for organizing corporate knowledge bases and intranets. Enter, the rise of AI. The way we search for and access information is transforming.
Instead of manually navigating through categories, AI retrieves information based on metadata and tagging; similar to search engine optimization (SEO). Essentially, generative AI gathers information in the same way you google for answers — it just does it a whole lot faster and more thoroughly than you do.
The most important point to pay attention to here is that you are not the one scouring the digital filing cabinets for information.
AI is.
And that means it is using keywords, metadata, and content tags to identify, parse, and aggregate information.
We no longer need to organize files by way of human search-ability. We're not the ones doing the actual searching. UX and UI must now be primarily configured for optimal AI compatibility.
This shift necessitates a rethinking of how we structure our internal knowledge systems and the way we train teams to use them.
Broadly speaking, there are book-informed employees who gravitate toward a traditional, hierarchical approach, and there are screen-informed employees who lean first to the sphere of search-based methods. To go a step further, there are those on both sides who favor quick, video-based content rather than text. This is exemplified most in the use of platforms like Youtube, Instagram, TikTok, and Snapchat.
Businesses must cater to these varied preferences by offering multiple formats and ensuring information is easily accessible through intuitive search functionalities.
automate information retrieval
create content
optimize workflows
What's the catch? The dystopian state of thriving business efficiency that most associate with an AI-enabled future can only be realized if employees are properly trained to use their organization's systems correctly.
Companies need to invest in training programs and develop user-friendly interfaces that integrate AI seamlessly into everyday tasks, such as through email or chat platforms.
There is a risk of reduced workforce performance if employees are not adequately trained to interface with AI systems.
This will lead to misconceptions about AI's impact on job security and performance.
For example:
a company's documents within their internal file structure are not tagged or labeled with assigned metadata.
the documents are nested within a series of folders that follow an erratic naming convention, starting with folders labeled by year before shifting to folders by department, that contain a variety of files and folders related to different topics within.
a business development executive is looking for a flyer and a case study to help outline the benefits of the company's new product line for their upcoming sales meeting, but they can't find the folder they're looking for.
"Was it in sales_campaigns_2023?
Maybe it was 2023 > sales team > pitch decks?
But there's nothing on the new product release in there???"
after too much time spent digging, the employee begrudgingly uses the search bar at the top of the file repository.
the AI enabled search agent responds with a paragraph summary that doesn't seem quite right.
thankfully, the source file referenced to generate the summary is provided.
it says FINAL_product123…
but that can't be the approved version the brand team signed off on...
right?
unfortunately, this keeps happening and the business development executive doesn't hit their sales target for the year.
in fact, most of the sales team doesn't hit their quota.
recurring hits to their forecasted revenue growth cause the company to downsize their workforce.
the decision is made on the basis that they company went too broad and that they should "get back to what they know".
A decrease in sales that would lead to workforce reduction is understandable. But, is that really what happened?
What was misidentified as an employee performance issue was actually a knowledge gap of internal systems. A learning opportunity like this could've been easily remedied with professional development resources.
People are convinced that the biggest workforce threat they face is being replaced by AI — that their job will become obsolete. While potentially true for some, it isn't true for most.
The real threat is being handed the keys but not knowing how to drive stick.
Functional search has changed.
Most existing file repositories don't have the right (or any) unique identifiers, metadata, or content tagging to best support modern and future search of internal company files.
The book-informed employees are now unable to find what they need because we took away the menus, the drop-down descriptions, and the hero links pointing to the folders and files containing their desired answers.
The screen-informed employees can't find what they need either. The search bar we gave them sends back the wrong batch of info because the right stuff isn't wearing name tags — the files don't know to say "polo" when the search bar says "marco".
The upside?
It's a better business decision to empower a workforce and inspire revenue growth than it is to trim the fat after reporting recurring losses. Therefore, companies must focus on enabling their people to effectively harness AI.
As we move towards an AI-driven future, businesses must transition from traditional, point-and-click systems to search-based navigation.
Those who plan and adapt now will be well-positioned to lead in the evolving corporate landscape.
Developing existing talent is critical; as is recruiting the right skillsets to effectively leverage technology and content management to build better systems for sustainable growth.
Economic stability depends on it.
onward.
-dm