Introduction to Knowledge Management Systems
Knowledge is considered the most important asset that organizations have. The process of discovering, acquiring, organizing and using the organization’s collective know-how is not only a complex one, but also repetitive and ongoing. Knowledge management can be distilled down to four unique processes, each of them playing a crucial role in an organization’s ability to compete, progress and grow:
Knowledge discovery, capture, sharing and use. To master them all and equip your organization for continuous knowledge management, a knowledge management policy is essential. Like knowledge itself, all four processes of knowledge management rely on effective communication. A company’s knowledge management policy should clearly outline what the organization does with its knowledge and how it is acquired, stored, and shared among employees. The policy should establish the way employees use what they know, how they acquire knowledge through work and where they store it so that it is accessible to everyone. A well-designed document management policy will enable you to create a knowledge map bringing structure to your knowledge management process.
Tools for managing applicable knowledge are also important for organizations. A large number of companies organize and store their collective know-how within an internal knowledge base. This is a part of knowledge management software designed to help organizations master and regulate knowledge discovery, capture, sharing and application. This internal knowledge base serves as a centralized repository of resources and makes it easy for employees to access and share information.
Knowledge discovery and creation is a continuous process that should be encouraged among employees. Every employee should have access to knowledge management tools and be encouraged to contribute to the discovery and creation of new knowledge. As soon as they learn something new and applicable, employees should be empowered to translate that tacit knowledge into explicit knowledge that can be used by anyone within the organization. A company policy should provide guidelines for doing so, for instance, it can offer a template for adding new materials to the knowledge base, together with predetermined structuring and formatting rules.
Why are Knowledge management Systems Important?
Knowledge management systems are important because they help organizations effectively manage, share, and utilize the knowledge and expertise of their employees. These systems can improve organizational efficiency and productivity by making it easier for employees to find and access the information they need to do their jobs. Additionally, knowledge management systems can foster collaboration and innovation by connecting employees with similar expertise and facilitating the sharing of ideas and best practices. Furthermore, knowledge management systems can help organizations to identify and retain key knowledge and expertise within the company, which can be particularly valuable in the case of employee turnover. Overall, knowledge management systems can help organizations to leverage the collective knowledge and expertise of their employees to improve performance, drive innovation and increase competitiveness.
Knowledge capture is important for preserving and transferring expertise. The difference between tacit and explicit knowledge lies in their practical value. While the former is extremely difficult to communicate, and therefore, capture and apply, the latter is recorded and thus easy to transfer. Organizations should define the best practices for capturing tacit knowledge by allocating time and resources needed for translating tacit knowledge into explicit knowledge by recording an employee’s practical know-how. For instance, every employee should be responsible for creating a document that details the processes they use in everyday work.
Knowledge sharing is essential for making the most of the knowledge that has been captured and stored. A reliable knowledge base must be seamlessly searchable. Information should be possible to find and access within seconds, which is why all resources must be organized in suitable categories and subcategories, and be searchable through the appropriate keywords, tags or parts of text.
Knowledge management can be distilled down to four unique processes: knowledge discovery, knowledge capture, knowledge sharing, and knowledge use. Each of these processes plays a crucial role in an organization’s ability to compete, progress and grow. To master these processes, organizations should create a knowledge management policy and use tools for managing applicable knowledge.
A company’s knowledge management policy regulates operations and practices that all employees should comply with on a daily basis. It establishes the way employees use what they know, how they acquire knowledge through work, and where they store it so that it is accessible to everyone. A well-designed document management policy will enable the organization to create a knowledge map, bringing structure to the knowledge management process.
Many companies organize and store their collective know-how within an internal knowledge base. As a centralized repository of resources, they are a part of knowledge management software designed to help organizations master and regulate knowledge discovery, capture, sharing, and application.
Knowledge discovery and creation include practices for discovering new information, both inside and outside the organization, which, in turn, leads to generating new knowledge. Not only do employees need access to knowledge management tools, but they should also be encouraged and welcome to contribute to the discovery and creation of new knowledge.
The difference between implicit and explicit knowledge lies in its practical value. While the former is extremely difficult to communicate, capture and apply, the latter is recorded and thus easy to transfer. Organizations should define the best practices for capturing tacit knowledge and allocate the time and resources needed for translating tacit knowledge into explicit knowledge by recording an employee’s practical know-how.
Once the knowledge is recorded and stored, its transfer becomes faster and easier. A reliable knowledge base must be seamlessly searchable. Information should be possible to find and access within seconds, so all resources must be organized into suitable categories and subcategories and be searchable through the appropriate keywords, tags or parts of the text.
Organizations should use different types of knowledge base resources to make knowledge even easier to transfer and apply when necessary. Instead of just one template, prepare a number of them for various purposes: creating guidelines, issue and how-to articles, and FAQs. Pay attention to the structure, as any knowledge base article should present content neatly organized and searchable way.
A reliable knowledge management system can enable organizations to manage explicit and implicit knowledge, streamlining all four main knowledge management processes. It should also provide tools for sub-processes, such as externalization and internalization of captured knowledge or directions and routines for successful knowledge application. Fine-tuned knowledge management processes will increase the value of corporate knowledge turning it into a competitive advantage.
Ways and Means Technology provides cutting-edge solutions for knowledge management systems. Here are some reasons why you should choose them:
- Expertise: With years of experience and a team of highly skilled professionals, Ways and Means Technology has the expertise needed to deliver effective knowledge management systems.
- Customizable solutions: Each business has unique needs, and Ways and Means Technology offers customized solutions to meet those specific requirements.
- User-friendly: Their solutions are designed to be user-friendly, ensuring that employees can easily access and utilize the information they need.
- Increased productivity: By streamlining access to information, a knowledge management system from Ways and Means Technology can increase productivity and efficiency in the workplace.
- Scalable: As your business grows, their solutions can scale to accommodate changing needs.
- Support: They offer ongoing support and maintenance to ensure your knowledge management system continues to meet your needs.
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