How does OneVoice work?

Large organisations can only communicate consistently across divisions, channels, locations and countries if everyone involved works from the same current, reviewed and approved basis. This is exactly the basis OneVoice creates.

In doing so, we move away from the classic principle of document storage. Documents mainly show what was said at a particular point in time. OneVoice transfers the individual statements used in documents into separate content blocks and has them reviewed and owned by assigned content owners.

This turns existing documents into a usable knowledge base for future communication.

From document storage to a single source of content

Knowledge is not just stored. It is structured and owned.

In many companies, relevant communication knowledge is spread across presentations, Word documents, emails, SharePoint repositories or the minds of individual employees. That works as long as the right people are available and everyone involved knows the same information. But contacts change. Teams change. Responsibilities are redistributed.

OneVoice therefore transfers relevant communication knowledge into a single source of content. It consists of clearly defined content blocks that are reviewed, approved and assigned to an owner.

A company's knowledge should not depend on who happens to be at their desk.

Every statement has an owner.

Content ownership creates commitment. Every content block is assigned to a content owner who is responsible for the accuracy and currency of that statement. If something changes, the information is updated in one central place and is then available as the new binding basis.

AI supports the use of knowledge. Responsibility for the knowledge stays with people – human in the loop.

What role does AI play?

AI supports communication, it does not take over responsibility. OneVoice uses AI where it can play to its strengths: analysing existing content, structuring knowledge, finding relevant content blocks and assembling them for a specific communication occasion. In doing so it takes into account occasion, audience, narrative, context, wording, structure and level of detail.

AI can also check existing communication against the approved source and make possible deviations visible.

The AI does not change the substance of a statement on its own. Editorial responsibility stays with the respective content owner. Strategic assessment, selection and approval stay with people.

AI supports with

• searching for relevant content
• structuring and assigning content blocks
• assembling suitable content for a communication occasion
• checking existing communication for deviations
• optimising wording, structure and level of detail

AI does not take over

• changing binding statements on its own
• editorial responsibility
• strategic decisions
• final approval

AI supports. People are accountable.

Microsoft 365 remains your environment.

OneVoice complements what is already there. OneVoice is not a new isolated software product. It is introduced inside your existing Microsoft 365 environment and accesses existing content and structures via SharePoint. The single source of content emerges from this existing environment.

And what about Microsoft Copilot?

Copilot and OneVoice solve different tasks. Microsoft Copilot helps users create content faster inside the Microsoft 365 environment. Messaging, editorial and collaboration systems support creating, aligning and distributing communication. These systems remain useful and important.

OneVoice adds a different layer: the accountable content basis on which communication is built. OneVoice therefore answers not only the question of how we create content faster, but on which binding basis this content is created – and whether it is actually correct.

Copilot drafts faster. OneVoice also drafts fast AND at the same time makes sure the draft is right.

What does OneVoice mean for different roles?

Communication leadership: steering instead of correcting afterwards. Responsibilities become transparent, changes can be maintained centrally, and the comparison shows where communication deviates from the approved basis. Consistency is not checked at the end but organised at the source.

Subject matter experts and content owners: clear responsibility instead of scattered input. They maintain exactly the statements they are responsible for – traceable, current and in a defined place. Their knowledge becomes visible within the company.

Communication teams and authors: less searching. Fewer follow-up questions. More shaping. Reviewed content is available as blocks, and AI supports selection, structure, wording and level of detail. This leaves more time for context, impact, quality, story and emotion.

Everyone who has to communicate: no more starting from a blank page. For a specific occasion, valid statements and their owners are available. A first communication proposal can be created from them. OneVoice reduces searching, collecting, asking and comparing.

What OneVoice does not take away: thinking for yourself.

Understand first. Then introduce.

OneVoice does not start with technology. Which content already exists? Where does it sit? Who is responsible for which statements? Which approval processes are in place? And which requirements apply to data access and governance? We clarify these questions at the beginning in a OneVoice readiness check.

• existing content and repositories
• roles and responsibilities
• approval processes
• data access
• governance requirements
• technical conditions

Only on this basis is OneVoice built to fit the existing organisation.

Particularly valuable when change is part of everyday life.

When a lot is decided, a lot has to be communicated. New structures, responsibilities, brands, locations or strategic decisions often have to be explained to different stakeholder groups within the shortest possible time. Especially in transformation situations this creates a particular tension: many audiences, many communication occasions, little time – but only one truth.

OneVoice creates the basis to communicate consistently and controllably even under these conditions.

OneVoice grows with your company.

OneVoice is introduced together with its users and adapted to the concrete requirements of the organisation. It is not about placing a finished standard system on top of existing processes. It is about establishing a robust method for your own corporate communication.

Existing knowledge becomes accountable knowledge. Accountable knowledge becomes consistent, controllable communication. OneVoice.