Is information lost? We lose 10 work weeks per year searching for it

Why does productivity leak away in organizations and what can be done about it?
Information exists, but it's scattered. In this blog, we examine the problem of information accessibility in light of research and present a solution that can bring back the lost workday in seconds.

Invisible time leakage

According to research, we spend 20% of our working time searching for instructions, manuals, operating models, contract terms, or situations previously solved by colleagues. In organizations, information usually exists, but it lies on page 13 of a PDF, in filing cabinets, or in the memory of an experienced expert.

This invisible time leakage not only significantly weakens productivity but also increases error and personnel risk. What happens when information cannot be found or its holder is absent?

AI assistant as a guarantor of information availability

AI-based assistants have emerged in recent years as a credible solution to information accessibility challenges. Their strength lies in the fact that they are always available to everyone, can find, organize, and present information in a way that is human-queryable and understandable.

Instead of an employee browsing instructions, asking colleagues, or guessing, they can ask a question naturally: "How is line 3's valve calibrated?" "How do I report absence when a child is sick?" ...and get an answer in seconds.

In what situations is an AI assistant helpful?

There are many different application areas, but what they have in common is that information already exists but is scattered or difficult to access:

• Production and industry: Equipment manuals, fault situation solutions, and diagrams for use without maps or expert tracking.
• Customer service: Instructions, product information, contract terms, and process descriptions clearly and quickly in customer situations.
• HR and onboarding: New employees' questions and routine instructions easily available without repetitive guidance.
• Construction and project work: Safety instructions and project-specific documentation to the field where work is done.

Opportunity to rethink knowledge work

AI assistants offer a new way to think about knowledge work: instead of a person searching for information, information comes to them in real-time and understandably. This reduces frustration, improves quality, and frees up time for actual work.

One such solution is Ohje-Olli, a medium-sized organization's and team's own, easily trainable AI guide. It's designed to make internal knowledge usable, queryable, and exploitable 24/7, at the cost of one euro per hour.

Learn more about Ohje-Olli

Research reveals a significant problem

1. IDC (2018)
   "Knowledge workers lose an average of 30% of their working time searching for information, preparation, and overlapping work."
   Source: IDC – The State of Data Discovery & Cataloging (PDF)

2. McKinsey Global Institute (2023)
   "Knowledge workers spend about 20% of their working time searching for and compiling internal information. Generative AI can significantly reduce this time usage."
   Source: McKinsey – The Economic Potential of Generative AI (PDF)

3. McKinsey Global Institute (2012)
   "Interaction workers spend nearly 20% of their working time searching for internal information and reaching colleagues."
   Source: McKinsey – The Social Economy (PDF)

4. Starmind (2022)
   "Over 400 hours per year are lost searching for information – that equals 10 full work weeks."
   Source: Starmind – The High Cost of Inaccessible Knowledge

5. OBRIZUM (2023)
   "21% of annual salary goes to waste when information cannot be found."
   Source: OBRIZUM – The Hidden Cost of Information Silos

6. MPRA / Mohajan (2017)
   "Tacit knowledge is a critical factor in organizational performance, but its transfer is often slow and uncertain."
   Source: MPRA Paper – Tacit Knowledge for the Development of Organizations

7. Gartner 2020, cited in Harvard Business Review / Bloomfire (sponsor content, 2025 forecast)
   "Poor information management can cost companies up to $12.9 million per year."

AI assistants are not just a technical solution – they are a strategic investment in utilizing an organization's knowledge assets and improving employee productivity. When information is always available and easily findable, the organization can focus on what truly creates value.

Read more about our Avatars Intelligence solutions and find the right AI assistant for your organization.