The Atlassian State of Teams Report 2025 reveals that despite major advances in AI and collaboration tools, many teams have yet to fully tap into their potential—and continue to face one persistent challenge: scattered information.
In fact, Fortune 500 companies waste 2.4 billion hours each year just searching for information. It’s no surprise that employees cite difficulty finding information as the #1 barrier to moving fast. Meanwhile, 89% of executives say their organisation must move faster to stay competitive, and 93% agree that software and technology are more critical than ever to their success.
As the pace of work continues to accelerate, it’s not the teams that work the hardest who thrive, but those who work the smartest. The State of Teams Report 2025 explores how teams can move faster, stay aligned, and achieve more with less by creating a system of work.
The Paradox of Modern Teams
In today’s workplace, teams have access to more information than ever before—but they’ve never felt more out of sync. The pace of business has skyrocketed, powered by AI and rising customer expectations. Yet while speed is the goal, chaos is often the result. Teams are running fast… in different directions. Instead of using a centralised platform, workers are forced to search through emails, side chats, and scattered documents—or rely on asking around. The result? Slower progress, duplicated work, information loss, and decisions based on outdated information.
- 1 in 2 knowledge workers say their teams often unknowingly work on the same tasks
- 56% of workers say they often find the only way to get the information they need is to ask someone or schedule a meeting
- 74% of executives say lack of communication interferes with speed and quality
- Executives and teams spend 25% of the workweek searching for information
Why AI Isn’t Saving Teams—Yet
AI holds massive promise—but most teams aren’t ready to harness it. Without a system to capture and organise knowledge, AI becomes another disconnected tool instead of a game-changer.
96% of executives admit they’re unsure how to get their teams to use AI effectively
98% of executives are worried their teams aren’t effectively using AI to eliminate silos
71% of teams say they’re not maximising AI to manage and discover information.
When information is structured, AI can surface company-wide insights that help teams make smarter decisions, stay informed, and achieve faster results. The problem? Most teams are still stuck in old habits.
The Fix—Build a System of Work
“Successful teams drive productivity by putting a system of work in place.”
What separates high-performing teams from the rest? According to the State of Teams 2025 Report, it comes down to one key difference: they operate within a connected system of work. These teams set clear goals, make progress visible, and share knowledge in ways that are easily accessible—and enhanced by AI. Teams that embrace this approach are far more likely to deliver high-quality work, stay focused on the work that matters most, and meet their deadlines. This system is built on three essential pillars:
1. Align Work to Goals
Define 3-5 goals that align with the company’s objectives. The goals should be ranked in order of priority and clearly state measurable success criteria. Break down goals in actionable projects with milestones. Set up monthly goal reviews to ensure the team remains focused on the most essential activities and make adjustments if needed.
2. Shared Processes
Begin each project with a clear brief outlining the problem and desired outcomes. Identify all relevant stakeholders and collaborators and set up a centralised communication channel with all information (who, what, when, and why). Break down the work into specific tasks with clearly assigned owners and outcomes. Map dependencies between tasks to avoid blockers. Set deadlines for each project phase and conduct biweekly review meetings.
3. Unleash Collective Knowledge
Centralise knowledge with timestamps and indicate work-stage status (e.g. draft, in progress, or official guidance). Replace routine meetings with concise, high-quality pages or short videos. Keep documentation clear and consistent, so that AI can surface insights and support smart decision making. Instead of relying on colleagues for answers, consult AI first, enabling work to continue even when others are unavailable.
Bottom Line
High-performing teams aren’t faster because they work harder. They’re faster because they work smarter. They have a system of work that aligns efforts to goals, standardises processes, and turns scattered information into shared intelligence. By aligning work to clearly prioritised goals, implementing shared processes, and unlocking the power of AI, teams create the foundation to thrive in today’s fast-moving environment.
