AI is fast becoming the connective tissue of modern organisations. From remote corporate teams to factory floors, smarter knowledge sharing is now a competitive advantage. Used well, AI can break down silos, speed up communication and turn scattered information into shared intelligence. Shinichiro Nakamura reveals how to make it work
The UK AI market is worth more than £21bn, and is expected to grow to £1tn in 10 years. Soon, AI will be a staple in many workplaces – and there’s huge potential for solutions to transform how we transfer knowledge and manage communications between teams.
“Knowledge sharing is one of the key mechanisms that keeps an organisation’s wheels turning”
Beyond that, AI tools are also playing a powerful role in knowledge sharing and communication management between teams. Knowledge sharing is one of the key mechanisms that keeps an organisation’s wheels turning. Without the steady flow of knowledge between employees, teams and departments, it’s easy for innovation, productivity and project pipelines to come to a screeching halt.
Additionally, with the rise in remote work, more organisations have teams operating from regions around the world – adding to the knowledge sharing challenge. It’s therefore vital that organisations have the right tech stack in place, and AI tools are at the heart of that.
Current challenges to knowledge sharing and communications
Slow knowledge transfer is a massive business problem – shockingly, employees waste 5.3 hours per week waiting for information, and inefficiencies can cost large businesses $44m (about £33m) in productivity.
On top of that, companies are often contending with fragmented team structures, which is only exacerbated when they’re scattered across multiple locations. This is a growing concern as working from all four corners of the globe is set to become the new normal for many companies: global digital jobs are set to grow by 25% in the next five years.
Companies with outdated or fragmented systems for team management and communication are set to stumble in terms of productivity and misunderstandings. In fact, 80% of companies recognise that outdated tech is holding them back from innovation, and knowledge sharing and communications are sure to be collateral damage.
There’s also the matter of disjointed digital systems, with different teams using different tools, and wading through a huge amount of data. When paired with patchy team communication, it’s a disaster in the making that brings knowledge sharing to a standstill.
Key considerations before adopting new technologies
Fortunately, there is a huge variety of AI solutions now readily available to help companies address these challenges. These range from virtual assistants in popular platforms like Microsoft Office, or advanced solutions like digital twins.
Importantly, the degree of complexity of the tools will depend on various factors, such as an organisation’s existing tech stack, their business and operational needs, and, of course, budget. Before adopting any new technology, organisations should evaluate their existing processes and performance, and pinpoint measurable KPIs, like faster project completion, stronger information management, skills improvement, and more.
Also vital is that consistency is key. Whatever communications or information sharing systems are adopted should be used throughout the organisation and across teams. This helps prevent data silos that act as roadblocks to effective and accessible knowledge sharing and free-flowing communications between teams.
Teams should also be familiar with digital protocols and how they can make the most of embedded GenAI within office tools (such as Copilot for Microsoft Office or Gemini for Google Workspace) to easily locate information on the fly. This is vital for proper data management and information sharing, helping employees make sure things don’t slip through the cracks.
Enter AI-powered solutions for connecting teams and knowledge sharing
So, what does it mean to turn AI into a company’s brain? Any AI tools that are integrated into a company’s digital ecosystem should be embeddable and interoperable within an existing digital ecosystem, connecting people, information and data.
These don’t have to be hugely complex solutions – AI tools for communication support can be found in platforms that are used every day by teams across industries and around the world. For example, Google’s AI tool, Gemini, acts as a digital personal assistant for teams, with features like meeting transcription, note-taking, and summarisation that can instantly be shared with those who aren’t able to attend.
It’s also embedded within Google Workspace, which is used by millions of companies around the world for more streamlined and connected efficiency. Microsoft has a similar solution – Microsoft Copilot – which can also be used to retrieve internal information, integrated with Microsoft Teams, and more. Both these platforms also come with security features powered by machine learning algorithms, helping teams be aware of phishing or scam threats and leaking sensitive information.
And, for companies that have teams working in different environments, as is the case in manufacturing, where teams are spread across the factory and office floors, there are specific solutions for specific tasks that can be embedded within a cloud-based platform.
For instance, image-capturing tools like Kaito Camera, which is widely accepted by major manufacturing companies in Japan, can be used and connected with Google Drive. This makes it much easier for employees on the factory floor to instantly send digital, image-based information freed from security concerns and ensure it’s stored in an accessible location for those who need it.
In the manufacturing industry, companies have been turning to smart factory systems which have proven extremely powerful in providing a centralised hub of information to keep everyone in the loop, whether they’re manning machines or behind a desk. Instructions regarding specific processes can be stored within these systems. This makes it easier to train new employees who are still getting to grips with procedures and also ensures people can access the latest information whenever they need it.
Additionally, these systems help bridge gaps between departments that can otherwise easily end up operating in isolation. Ensuring unified data is accessible to everyone across an organisation, particularly in industries like manufacturing, is extremely valuable to keep operations running smoothly.
Similar concepts exist for other industries and purposes, and cloud-based solutions are on the rise: A PwC survey finds that 78% of business leaders have adopted them. AI is being used within cloud solutions to maximise their efficiency, helping automate tasks like generating insights and reports, boosting cybersecurity, and streamlining repetitive tasks. These capabilities benefit all departments, whether administrative for logging files, HR for managing performance plans, engineering teams for greater co-ordination on projects, and beyond.
Cloud-based solutions are also more widely accessible, meaning that team members can access key information and updates from wherever they are logging in, without having to worry about security issues, thanks to embedded AI tools.
In an increasingly digitalised world, where huge amounts of information are shared between individuals and teams every day, it’s crucial to have the right tools in place for smarter and swifter knowledge sharing and communication. AI tools, like virtual assistants, are just a couple of the vast array of tools now available to teams to do exactly that.
Shinichiro Nakamura is President of one to ONE Holdings
