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05. March 2021

Intelligently Finding Data is the Key to Worker Productivity

The time spent on something as important as searching for vital information in the workplace has become a critical success factor and can become a significant impedance to getting the job done.

Anyone who has worked in sales lives by the motto “time is money,” and this has never been truer than today. The productivity of our time affects every aspect of the work environment for all professionals. The time spent on something as important as searching for vital information in the workplace has become a critical success factor and can become a significant impedance to getting the job done. We look at how making it easier to search through and find data can boost your employees’ productivity.

Big Data Applications

Companies are keeping more and more historical data with the goal of utilizing these information assets to make better decisions and gain a competitive advantage. Data growth continues to explode, and by 2025, IDC predicts that the world will be generating 163 zettabytes of data a year (a zettabyte is equivalent to a thousand exabytes, a billion terabytes, or a trillion gigabytes). But if it takes vast amounts of precious time to find information at escalating financial costs requiring highly skilled resources, then without a way to effectively manage your data, it might not even be worth it.

At what price tag can we justify the search for information to make decisions? We know in our own everyday life that the speed of access to information could be the key factor in delivering a positive customer experience and achieving high loyalty to a company. For a business, searching and accessing information can not only be a key factor toward attaining customer satisfaction, but it can actually be the difference between winning and losing in the marketplace.

Time Management

Professionals at every aspect of their work environment are challenged with having to do more work with limited number of hours in a day. What if you never had to devote significant amounts of time searching for information?

So often we only think about the time spent creating content, but that is typically only a small part of the total document-related activities. Look at the figures (below) from IDC’s Information Worker Survey depicting the amount of time employees spend gathering, searching, reviewing, consolidating, editing, approving, filing, and organizing documents.

This collection of tasks can cause a productivity issue that impacts the ability to deliver work on time. People spend about 15 hours per week researching and gathering information plus searching for documents, time that could be better spent on other tasks. The frustrations and stress from this kind of experience could affect morale of the entire organization and even lead to employee turnover.

![Information worker survey](
Source: IDC’s Information Worker Survey

A study from IDC and McKinsey Global Institute (below) shows an even greater impact on productivity when the knowledge worker spends roughly 30% of the workday searching for information. Much of the time, workers still can’t find all the information needed to do their best work. Information spread across email, chat, slide decks, documents, and spreadsheets is often disconnected and isolated from the work that needs to be done. These silos lead to data that is not only inaccessible but also out of date.

![Worker productivity](
Assuming 30% of productivity is lost searching and gathering information, a company that employs 1000 workers at an average yearly salary of $80,000, would spend ~$25 million per year on finding data and retrieving documents. This makes it easy to justify an investment in data management tools that address these kinds of worker productivity challenges.

With COVID-19 impacting everyone worldwide, we have seen many employees transitioning from working in corporate offices to now using virtual home office environments and digital platforms for meetings with fellow colleagues and partners. While employees are separated geographically, Aparavi can be a tool for collaboration to deliver enhanced productivity to all workers in an organization by removing data silos and information barriers.

Investing in Innovative Technology is an Investment in your Employees

According to, employee productivity is not just about how many people you have – it’s how you manage them that’s important. One of the most valuable techniques to retaining members of an organization is making them feel appreciated, empowered, and supported with investments in technology that they can use to make their job more productive.

This technology component includes implementing software that will streamline tasks, reduce costs, and upgrade performance. Too often organizations tend to stick with what they have for too long. Staying abreast of developments in data management technology can touch the departmental teams and the overall business in a significant way.

The Aparavi Solution

The Aparavi Data Intelligence & Automation Platform allows your organization to leverage the industry’s leading search capabilities:

  • Powerful conditional search rules with pattern matching
  • Predefined fields for ease in performing queries
  • Deep searching capabilities that can reveal every data item
  • Ability to search data assets of any type (email, text, spreadsheet, documents)
  • Comprehensive search wherever data lives (edge, core, multi-cloud)

The Aparavi Platform does so much more than just search unstructured data: it enables organizations to derive more value from data, manage data better, control data-related risk, automate data governance, and build effective data management strategies