Guide your employees to the right information with Microsoft Search

As the flow of information increases in large organisations, it becomes more difficult to find what we are looking for. Microsoft Search is a unified search tool that makes it easier for your employees to find the right and relevant information when they need it. What's more, you, as the administrator of the service, can control where your searches lead.

"How do I place an internal order?", "Where can I find the staff handbook?", "Where can I see how many holidays I have left?". There are many questions that an employee may need answers to in his/her daily work. As companies accumulate more and more information, it also becomes more difficult to find it.

The basic idea is that the information should be held by the department responsible for the issue in question. The HR manual is probably on the HR department's desktop, and if you need a form to order new computer equipment, it's the IT department you should look to. So far, this may not be a problem, but in large organisations with many workspaces, complex folder structures arise that require a lot from the user. As soon as a user gives up and instead verbally queries his way through the organisation, there has been a failure.

Microsoft Search - A new way to find information

Making it easier for users to navigate their IT environment and intuitively access relevant information is a difficult nut to crack for many companies today. By thinking beyond the classic folder structure, it is possible to find new ways to connect information to the user.

Microsoft has launched the Search tool as part of Microsoft 365. A new search feature may not sound that exciting - but it is. Microsoft Search is a unified search function that you can access from anywhere in your Microsoft 365 environment. The search is done across all channels in the ecosystem and the results are the same everywhere, whether you're working in Office 365, SharePoint, Edge or a mobile app. New technologies like AI and Machine Learning are used to guide users, while advanced indexing makes files and documents fully searchable.

The right information at the right time

In the right hands, Microsoft Search is an incredibly powerful tool. If Microsoft Search is used, an administrator should be appointed, often the IT manager, but could also be an HR administrator, for example. As an administrator, you get to see detailed information about what users are searching for, see what results they get and control what is presented to them.

For example, an employee asking about sick leave could be sent directly to an app or form. The person searching for the employee handbook will be directed straight to the right place, instead of having to search through 200 pages that mention the word "employee handbook".

The results generated by the keywords are similar to sponsored ads in a search engine and appear in a similar way at the top of the search results. Results can be directed to internal pages as well as apps, feeds, checklists and external resources.

Linking questions and answers

While Microsoft Search is a very powerful tool, it is a tool that requires maintenance, but not as much as you might think, and really putting the time into connecting the right answers to the different searches pays off in the long run. Then the ongoing work of keeping the system updated doesn't have to be very extensive.

As a first step, your company needs to start a process of identifying what employees often search for (a large proportion of searches tend to be the same across companies). Since statistics are then generated on the most frequent searches, it is a good idea to appoint an editor to periodically review the statistics. Then each department can check that users are getting where they need to be. As the information is often already available, the key is to match the right search query with the right results.

We have already identified the most common issues

At WeSafe, we have the knowledge to help you set up modern IT environments with Microsoft 365. If you need help getting started with the new features of Microsoft Search, we've already identified the most common questions employees tend to want answers to and developed ready-made templates in different areas. Of course, you can also get help if something is missing from the answers page, such as apps, checklists, polycoms and employee handbooks.

Want to know more about how you can fully exploit the potential of Microsoft Search? Contact us and we'll help you!

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