Key considerations for selecting an enterprise search tool

Enterprise search tools are sophisticated systems that enable organizations to find information across their entire digital ecosystem. Unlike consumer search engines that crawl the web, enterprise search focuses on your internal data—documents, emails, databases, cloud platforms, and communication tools—making it all searchable from a single interface. Workers require up to eight searches to locate the correct document and information, significantly amplifying the time investment for information retrieval.

Finding the right information at the right time has become a critical challenge for modern organizations. Research reveals that 19.8% of business time is wasted by employees searching for information, equivalent to one full day per working week. With employees spending up to three hours daily searching for information across disconnected systems, the need for effective enterprise search has never been clearer. Selecting the right enterprise search tool can transform how your organization accesses and uses its collective knowledge.

What is an enterprise search tool?

Enterprise search tools are sophisticated systems that enable organizations to find information across their entire digital ecosystem. Employees spend an average of 1.8 hours every day searching for information, equivalent to 9.3 hours per week dedicated solely to information retrieval activities. Unlike consumer search engines that crawl the web, enterprise search focuses on your internal data—documents, emails, databases, cloud platforms, and communication tools—making it all searchable from a single interface.

Modern enterprise search goes beyond simple keyword matching. These AI-powered search solutions understand context, learn from user behavior, and deliver personalized results based on who's searching and what they need. They connect disparate data sources while respecting security permissions, ensuring employees find relevant information quickly without compromising sensitive data.

The best enterprise search software transforms scattered information into accessible knowledge, breaking down silos between departments and systems. Whether it's a sales rep looking for the latest product specifications or an engineer searching for technical documentation, enterprise search brings everything together in one searchable hub.

How to choose the best enterprise search solution for your company needs

1. Identify your organizational requirements

Start by understanding your specific challenges. Are employees struggling to find information across multiple SaaS applications? Do teams duplicate work because they can't locate existing resources? Map out your current data landscape—from CRM systems to document repositories—and identify where information gets stuck.

Consider who will use the search tool and how. Engineers need different information than sales teams, and your enterprise search solution should adapt accordingly. Think about your data volume, the number of users, and how both might grow. This foundation helps you evaluate solutions against your actual needs, not just impressive feature lists.

2. Evaluate essential features

The core of any enterprise search platform lies in its search capabilities. Look for solutions that offer:

AI-powered search that understands natural language queries and user intent. When someone searches for "customer feedback on new feature," the system should understand they want survey results, support tickets, and product reviews—not just documents with those exact words.

Real-time data indexing ensures search results stay current. Traditional platforms that update indexes hourly or daily leave users working with outdated information. Modern solutions index continuously, so the latest Slack conversation or just-uploaded document appears immediately in search results.

Personalization that goes beyond basic filters. The best platforms automatically learn from user behavior, surfacing engineering documentation for developers and sales materials for account executives—without manual configuration.

3. Consider integration capabilities

Your enterprise search solution needs to connect with your existing technology stack. Evaluate the platform's connector library carefully. Does it support your core systems out of the box? Look for pre-built connectors for common tools like Microsoft 365, Google Workspace, Salesforce, Slack, and Jira.

Beyond the number of connectors, consider their quality. Some platforms rely on third-party providers or require extensive consulting to set up integrations. The best solutions offer native connectors that respect source system permissions automatically and stay updated as APIs change.

Think future-forward too. As your organization adopts new tools, your search platform should easily accommodate them through flexible APIs or regular connector updates.

4. Assess security and compliance

Security isn't optional when dealing with enterprise data. Your search solution must respect existing access controls, ensuring employees only see information they're authorized to access. This means seamless integration with your identity management systems and automatic enforcement of document-level permissions.

Look for platforms with:

• End-to-end encryption for data in transit and at rest
• Role-based access controls that mirror your organizational structure
• Comprehensive audit trails for compliance requirements
• SOC 2 Type II certification or similar security standards

For organizations in regulated industries, features like dynamic redaction become essential, automatically hiding sensitive information based on user permissions.

5. Analyze user experience and support

Consider the productivity gains. If enterprise search saves each employee just 30 minutes daily, calculate that time value across your organization. Misfiling a single document costs companies approximately $125 per instance, while completely lost documents generate administrative expenses ranging from $350 to $700 each. Factor in reduced duplicate work, faster onboarding for new hires, and better decision-making from improved information access.

Consider the productivity gains. If enterprise search saves each employee just 30 minutes daily, calculate that time value across your organization. Factor in reduced duplicate work, faster onboarding for new hires, and better decision-making from improved information access. And remember, poor data quality alone costs organizations between $9.7 and $15 million annually through operational inefficiencies and flawed decision-making processes.

Consider the vendor's support ecosystem too. Look for comprehensive documentation, responsive customer service, and ongoing training resources. Some vendors provide dedicated success managers who help optimize your search implementation over time.

6. Evaluate cost and ROI

While price matters, focus on total value rather than just licensing costs. Calculate the true cost of ownership, including implementation, training, and ongoing maintenance. Legacy platforms might seem cheaper initially but often require expensive consulting engagements and dedicated IT resources.

Consider the productivity gains. If enterprise search saves each employee just 30 minutes daily, calculate that time value across your organization. Factor in reduced duplicate work, faster onboarding for new hires, and better decision-making from improved information access.

Modern cloud-based search platforms typically offer better ROI through faster deployment, automatic updates, and scalability without infrastructure investments.

Tips on choosing the right enterprise search tool

1. Prioritize customizability

Customizability ensures that the search tool fits seamlessly within your organization's unique ecosystem. Opt for solutions that enable you to modify search settings, such as filters and relevance metrics, to align with specific workflows and departmental needs. A flexible platform can integrate with existing systems, providing a tailored experience that evolves with your organization’s requirements.

2. Focus on scalability

A scalable search tool is vital for accommodating growth in data and user numbers. Choose a solution that efficiently manages increased demand without compromising speed or accuracy. Cloud-based platforms are particularly adept at adjusting resources on-the-fly, ensuring consistent performance as your organization expands. This adaptability supports long-term efficiency, allowing your enterprise to thrive amid changing business landscapes.

The journey to finding the right enterprise search solution starts with understanding your unique needs and evaluating platforms against the criteria that matter most to your organization. We've built our AI-powered work assistant to address these exact challenges, helping teams find information instantly, automate workflows, and make better decisions across every department.

Request a demo to explore how Glean and AI can transform your workplace and see how we can help you unlock the full potential of your organization's collective knowledge.