Why Large Organizations Struggle to Scale and Search Internal Video Content

Imagine an employee searching for a critical training video. They type keywords into the company’s intranet, hoping to find the latest process update. Instead, they’re met with outdated files, mislabeled resources, and a flood of irrelevant content.

After 10 minutes of frustration, they give up and ask a colleague—who wastes another 10 minutes explaining something that already exists in a video… somewhere.

Every day, employees waste valuable time searching for the right information. Whether it’s a process walkthrough, a compliance update, or a tool tutorial, the expectation is simple: the right resource should be easy to find, clear, and up to date.

But in most organizations, that’s not the case. Instead:

• Information is scattered across emails, knowledge bases, intranet pages, and shared drives.
• Search functions return endless, unstructured results—forcing employees to sift through outdated documents and irrelevant files.
• Critical videos exist, but they’re buried under layers of folders or poorly indexed in learning management systems.

The result? Employees give up. They make decisions without the right context, ask colleagues for information that already exists, or waste hours recreating content from scratch (Source: McKinsey).

Video should be a solution to this problem. It’s engaging, easy to consume, and helps employees retain information better than text alone. But the way most companies organize and retrieve videos is fundamentally broken.

As AI-powered video creation becomes easier and more scalable, companies are producing internal videos faster than ever.

Yet without a system to search, categorize, and integrate them into existing workflows, videos—like other resources—become just another piece of lost knowledge.

So the question is no longer: Should we use video for internal communication? 

It’s: How do we make video actually findable and useful when employees need it most?

What are the key challenges specific video resources?

Organizations investing in AI-powered video are running into an unexpected challenge: employees can’t find the videos they need when they need them most.

Three key issues make video discovery harder than it should be:

• Video Search is Broken – Traditional search tools aren’t designed for video. Employees can’t skim videos like they do text, and search engines rely on file names, not content. Critical training resources often get buried.
• Content Gets Outdated – Policies change, but re-recording videos is time-consuming. Companies either waste time on manual updates or employees unknowingly act on outdated information.
• Videos Are Scattered Across Platforms – LMS platforms, intranets, file-sharing drives—videos live everywhere, with no single source of truth. Employees jump between tools, wasting time and increasing frustration.

This is why leading organizations aren’t just investing in AI video creation—they’re rethinking how video is searched, updated, and integrated into their existing workflows.

How it works: making video a searchable, living resource

To fix video discovery, companies need a search-first approach to video knowledge management. AI-powered solutions enable three major shifts:

• Video Search That Works Like Google – AI transcribes and indexes video content, allowing employees to search for topics inside videos instead of relying on titles or descriptions.
• Automated Video Updates – Instead of re-recording, AI avatars update videos instantly with new policies, ensuring accuracy without extra work.
• Embedding Video Where Employees Spend Their Time – AI-generated video integrates directly into intranets, wikis, and chat platforms like Slack and Microsoft Teams—so employees don’t need to go hunting for it.

2 prototype examples of video search

We’re already using AI-powered video to bridge the gap between content creation and discovery. Here are two ways examples:

(Synthesia) in knowledge bases: turning static documentation into searchable video

‎Internal knowledge bases are essential for storing company policies, training materials, and best practices. But employees rarely engage with long-form documentation, and finding the right resource can be frustrating.

By embedding AI-generated explainer videos directly into knowledge bases, companies are improving both accessibility and engagement. Instead of reading through pages of text, employees can watch a short, to-the-point video that walks them through a concept or process.

Even more powerful, AI transcription and tagging ensure that employees can search inside videos, pulling up the exact moment a topic is discussed—just like searching for keywords in a document.

Amazon Bedrock + AI video: chatbots that deliver video answers in real-time

Most internal chatbots today function like glorified search engines—surfacing long-winded articles, buried PDFs, or outdated FAQs. But what if an AI assistant could deliver answers in a human-like way, through video?

Here’s how it works:

• When an employee asks a question, instead of linking to a document, the chatbot plays a short AI-generated video that explains the answer in a clear, engaging way.
• If the right video doesn’t exist, AI can instantly generate one, making knowledge more accessible without additional production time.
• The system learns over time, tracking which resources are helpful and flagging gaps where new videos should be created.

Watch the full webinar and breakdown here.

What’s next? Solving the video search problem

Synthesia’s Advisory Services offer hands-on guidance to help managers and teams implement AI video personalization effectively. 

By working with our experts, businesses can:

• Identify scalable opportunities for automated video messaging.
• Develop a tailored roadmap for integrating AI video into workflows 
• Access training and pre-built templates to accelerate adoption

Beyond the technical aspects, our Advisory Services focus on aligning automation with business objectives and team goals. Whether it's enhancing customer outreach, improving internal communication, or streamlining recruitment, our experts collaborate closely with teams to ensure AI-powered video delivers real business value.