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Ricoh is a leading provider of integrated digital services and print and imaging solutions designed to support digital transformation of workplaces, workspaces and optimize business performance.
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Is a “single source of truth” possible? Rethinking how we manage company knowledge.
Finding the right information at work shouldn’t feel like searching for a needle in a haystack, yet for many employees, that’s exactly the daily reality. Important documents live in multiple locations, team updates get buried in endless email threads, and outdated versions of files circulate without clear guidance on what’s current. The result? Wasted time, miscommunication, and frustration.
A recent study shows that over one-third of employees spend somewhere between half a workday and a whole workday each week searching for company information they need to do their jobs (Maayan Nakash and Dan Bouhnik). That’s up to an entire day each week lost to inefficiency—time that could be spent on higher-value tasks. Inaccurate or conflicting information also leads to poor decision-making, duplication of work, and a lack of trust in internal systems. Despite the widespread recognition of this issue, businesses continue to struggle with creating a true “single source of truth”—a centralized, structured, and reliable way to manage knowledge.
Many organizations attempt to solve this challenge with an intranet, expecting it to be the go-to hub for company information. But more often than not, intranets fail to deliver. Instead of bringing clarity, they become digital dumping grounds—poorly organized, rarely updated, and barely used. Employees quickly lose confidence in their intranet and revert to old habits, whether that’s messaging colleagues for basic information or saving their own versions of key documents, further contributing to information chaos.
One of the biggest reasons intranets fail is that they are often built with little consideration for how employees actually search for and consume information. Instead of being structured in an intuitive way, they grow into bloated repositories where finding anything requires knowing exactly where it was originally stored. If information isn’t updated regularly, people stop trusting what they find, and engagement drops even further. Without smart search capabilities, seamless integrations, and a clear governance strategy, an intranet becomes just another place where information goes to get lost.
To truly solve the problem, businesses need more than just an intranet—they need an intranet that works for their people. The most effective knowledge hubs aren’t just storage spaces; they’re dynamic, well-structured platforms that make accessing, sharing, and managing information easy. This means creating an intuitive and user-friendly experience where employees don’t have to think about where to find information—it’s simply there when they need it.
Structuring an intranet for easy access
For an intranet to be successful, it needs to be built with employees in mind. That means making information easy to find, ensuring it stays up to date, and integrating it into the flow of daily work.
- Make search effortless – Employees shouldn’t have to guess where something is stored. A strong search function that pulls relevant results using keywords, metadata, and AI-driven recommendations ensures they can find what they need instantly.
- Keep information up-to-date – An intranet filled with outdated policies, broken links, or duplicate documents quickly loses credibility. Assigning clear content ownership and conducting regular audits ensures employees always have access to the most current versions.
- Integrate with everyday workflows – If an intranet feels like a separate platform that employees have to remember to check, engagement will be low. Seamless integration with Microsoft 365, Teams, and SharePoint makes it a natural extension of daily work.
- Personalize content – A static, one-size-fits-all intranet doesn’t work. Employees should see content relevant to their role, location, or department, ensuring they only engage with information that matters to them.
- Foster collaboration – An intranet should be more than just a document repository. Features like discussion forums, real-time updates, and interactive knowledge sharing make it a dynamic hub rather than a digital filing cabinet.
How Ricoh and Powell are solving this challenge
For organizations struggling with fragmented information systems, modern intranet solutions like Powell Intranet offer a way forward. Unlike traditional intranets that often become overwhelming, Powell Intranet provides an intuitive, structured way to manage knowledge across an organization. Its powerful search functionality, deep integration with Microsoft 365, and dynamic personalization feature help employees quickly find what they need without sifting through endless folders or outdated documents.
At Ricoh, we specialize in helping businesses design and implement digital workplace solutions that actually work. Having worked with organizations of all sizes, we understand that an intranet is only as good as its usability. That’s why our approach goes beyond just deploying a tool—we focus on strategy, governance, and adoption to ensure companies get real value from their intranet investment.
Shifting from a scattered, unreliable information system to a modern, intelligent intranet isn’t just about convenience—it’s a necessity. Businesses that take control of their knowledge management processes empower employees to work smarter, reduce wasted time, and drive better decision-making. With the right structure and the right platform, an intranet isn’t just a tool—it’s the foundation for a more connected, productive workforce.
1 “How Much Time does the Workforce Spend Searching for Information in the ‘new normal’?” by Maayan Nakash and Dan Bouhnik, published in April 2024.