Have you asked an AI that can see your company files a question, instead of digging through folders?

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.

How to automate it

How to automate “hunt for files, numbers or answers someone already has”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

20 min

typically, every day

50%

of the time can be automated

Some setup

to set up

Fix 1 of 2

Software featureBest fix

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up

1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
3Open the source it cites to confirm.
4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

Fix 2 of 2

Process fix

Agree one home for each kind of file

Most searching comes from the same thing living in three places. Pick one place per type and link to it.

Typically saves about 35% of the time1 h to set up

1List the five things people search for most.
2Pick one home for each (one folder, one wiki page, one system).
3Pin the links in your team channel.
4Move or delete the copies.

Tools: SharePoint, Google Drive, Notion or Confluence

Quick wins

Have you tried…

Have you asked an AI that can see your company files a question, instead of digging through folders?: Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.

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