Enhance Your Business with Knowledge Management Tools

Growth is the aim of any business enterprise. As organizations grow larger, they are better able to adapt, innovate, and stay competitive in today’s dynamic corporate landscape. Growth results in increased profits and ensures the long-term viability of a company.

But as a business expands, its repositories of collective knowledge also grow. Organizing the massive amounts of information and resources that a big company can accumulate can be a monumental task. Knowledge management is integral to maintaining a cohesive, streamlined, and efficient organizational structure.  

Knowledge management tools allow businesses to organize and disseminate information efficiently and effectively. Using the right knowledge management tools will empower your employees and grow your business.  

If you’ve never thought about just how enterprise knowledge management tools can boost your business, keep reading. In this article, we’ll go over the importance of knowledge management tools for modern business and explain how you can find the right tool for your company.

What is Knowledge Management?

To remain competitive, businesses must make the best use of the skills, wisdom, and experience of their employees. Effectively capturing, storing, and disseminating this collective knowledge requires a defined framework and a set of management strategies. This is why the concept of knowledge management became popular among business leaders. 

Knowledge management can be defined as the actions a business undertakes to capture the knowledge of individual employees and convert it into information that can be made available to a wider group. 

Converting personal knowledge into a shared resource enables better connections between individuals and corporate knowledge entities. Being able to accurately measure this knowledge allows for enhanced resource management.

The roots of modern knowledge management theory began back in the 1970s when scholars explored how information and knowledge could be best leveraged as corporate resources. During the 1980s and 1990s, knowledge management theories became more complex. As the 1990s drew to a close, companies began to realize that using collective corporate knowledge effectively could result in a significant competitive edge. 

Throughout the 2000s, highly sophisticated information management systems and digital workplace tools were developed. Harnessing technological advances such as cloud-based computing and AI, these tools allow companies to store, share, and distribute knowledge more efficiently than ever before. Knowledge management tools now play a crucial role in enhancing collaboration, efficiency, and decision-making within organizations. 

What Are Knowledge Management Tools?

Previous to the development of digital knowledge management tools, capturing and disseminating information and knowledge within an organization was incredibly difficult. Company policies and best practices had to be collected and written down in manuals. 

This process was time-consuming and required a major investment of company resources. Often the experience and wisdom of long-term employees couldn’t be included in these types of documentation. Employees had to rely on word of mouth to transfer skills and share knowledge. 

Knowledge management tools have brought about a new era of streamlined information workflows and improved productivity. These knowledge base solutions prevent information silos from forming by organizing data in a structured manner. Knowledge management tools ensure that critical insights and information are accessible across an entire organization. 

A digital knowledge management tool is any type of software specifically designed to capture, organize, and facilitate the retrieval of corporate information. Knowledge management tools not only store and organize information, but they also allow users to search for and retrieve information and interact with other colleagues. Communication, collaboration, and transparency are enhanced across the entire organizational ecosystem.

As well as enabling efficient knowledge sharing, these tools allow companies to disseminate information externally. Relationships with suppliers, outside agencies, and customers can be strengthened through streamlined communication and the secure sharing of relevant information. 

The Evolution of Knowledge Management Tools

The history of digital knowledge management tools is closely tied to the evolution of information technology itself. Cloud computing, artificial intelligence, and sophisticated data analytics have all driven the development of today’s knowledge management tools. 

The birth of modern knowledge management systems started with the development of structured database systems in the 1960s. These early knowledge management systems included IBM's Information Management System (IMS) and the CODASYL database model. 

Advances in technology in the 1980s brought about electronic Document Management Systems (DMS) like Documentum which was released in 1987. As the 1990s dawned, more sophisticated digital knowledge management tools emerged, such as Lotus Notes.

The 2000s saw the development of enterprise content management systems. Tools such as SharePoint by Microsoft integrate document management with workflow processes and enabled document collaboration, version control, and content searching.

Collaborative software tools like wikis became prevalent during the mid-2000s. These digital workplace tools popularized the concept of collaborative content creation. 

Knowledge graphs like Google's Knowledge Graph and tools incorporating RDF (Resource Description Framework) were developed in the 2010s. Inspired by semantic technologies, these tools improved the understanding of data and enhanced search capabilities.

Today, artificial intelligence (AI) and machine learning (ML) technologies are driving advances in information management systems. These technological breakthroughs have resulted in knowledge management tools with intelligent search capabilities, content recommendations, and automated categorization features. 

Chatbots and virtual assistants can now enable more intuitive user experiences and streamline knowledge retrieval. These AI tools provide real-time assistance and can personalize user interactions with digital workplace tools. As the pace of AI and MI development increases so will the efficiency of digital knowledge management systems. 

The Importance of Knowledge Management Tools

Company executives now acknowledge that effectively managing knowledge within a company is a crucial issue. Building a robust company culture that centers on the sharing of internal knowledge is a key factor in driving innovation and increasing employee engagement levels. 

Making it easier for employees to find and retrieve information can enhance productivity across an organization and greatly contribute to the creation of a strong company culture. 

By utilizing the right information management systems, organizations of all sizes in every sector can optimize workflows at all levels. The easy access to information ensures that all employees are unified in achieving company goals. 

Knowledge management tools improve collaboration between teammates and between departments, help to boost security, inform decision-makers, enhance productivity levels, create more transparency, and break down knowledge silos. 

Let’s take a closer look at just how knowledge management tools can benefit both large-scale corporations and small to medium enterprises. 

Knowledge Management Tools Improve Collaboration

Knowledge management tools provide a centralized platform for employees to share, update, and access information. This reduces redundancies, builds teamwork, and ensures that all team members have access to the most relevant and up-to-date knowledge and information. Working together within a team and cross-departmental collaboration is made easier and more appealing. 

Knowledge Management Tools Allow More Informed Decision-Making

Often, finding just one small piece of information can make all the difference in a business decision. By organizing and presenting data coherently, knowledge management tools allow for more informed decision-making. 

Business leaders can make strategic decisions based on accurate and relevant information. Employees can share insights and develop a collaborative decision-making environment. 

Knowledge Management Tools Drive Continuous Learning and Innovation

Continuous learning allows employees to adapt to evolving industry trends, technological advancements, and changing market dynamics. Knowledge management tools support continuous learning by capturing and disseminating collective corporate knowledge.

Employees can access existing knowledge instantly to bridge information gaps. The past experiences of diverse teams can be shared which mitigates the risk of wasted effort and repetition. The ability of an entire organization to innovate is enhanced and a more agile and adaptive business environment can be achieved.

Knowledge Management Tools Maximize Productivity

Wasted time is wasted money. Employees need to utilize their working hours in the most efficient manner possible. Knowledge management tools provide instant access to relevant data and eliminate time wasted looking for information. Instead of struggling to break information silos, employees are empowered to focus on value-added tasks. Efficiency is improved and overall business performance is enhanced.

Knowledge Management Tools Provide More Security

One of the major but not often talked about benefits of knowledge management tools is the ability to enhance corporate security. The collection and sharing of corporate data with any centralized system raises the risk of unauthorized access and potential security breaches. 

Quality knowledge management tools should be equipped with robust access controls that ensure that sensitive corporate data can only be accessed by authorized personnel. Multi-factor authentication protocols, encryption, and audit trails safeguard the integrity of corporate data.

Knowledge Management Tools Allow for Faster Onboarding

Skilling up new employees can be a time-consuming and resource-intensive process. Employee onboarding and training can be streamlined with knowledge management tools. 

New hires can quickly familiarize themselves with organizational knowledge and features like interactive tutorials and collaborative platforms can enhance the learning experience. Knowledge management tools enable efficient and effective knowledge transfer and reduce the time needed for onboarding and training activities.

Knowledge Management Tools Provide a Better Experience for Customers 

Customer relationship management (CRM) systems are knowledge management tools specifically designed to make interacting with customers easier. Support staff can get access to relevant information instantly so customer queries can be answered, and issues solved in the least amount of time. 

Customer data can be collected and accessed to provide a highly personalized experience. This helps to build brand loyalty, creates long-term relationships with customers, and prevents churn. 

Some companies provide their customers with access to knowledge base solutions via corporate websites. By doing so, they empower customers to solve their issues which reduces service volume for support staff. Service teams can focus on pressing tasks and company transparency is enhanced. 

What Are the Different Types of Knowledge Management Tools?

During the last decade, a diverse range of knowledge management tools has emerged to address evolving corporate needs. Knowledge management tools are utilized for a variety of tasks and functions, from information handling to encouraging internal collaboration to empowering decision-making and providing better customer service. 

Having a good understanding of the various types of knowledge management tools is essential for business leaders. Leveraging this technology can help enhance internal processes, foster collaboration, and give an enterprise a significant competitive edge in the market.

Document Management Systems (DMS)

Despite the move towards a paperless office environment, many companies still rely heavily on paper documents. Even with a paperless system, most organizations will produce a vast amount of digital documentation. 

Document management systems (DMS) store, manage, and track electronically created documents and scanned paper documents. In most cases, these programs are stand-alone software but can often be integrated into a larger enterprise knowledge management platform. DMS tools enable more efficient document workflows and ensure up-to-date version control.

Collaboration and Knowledge Sharing Platforms

These tools are specifically designed to facilitate the sharing of internal corporate knowledge and provide employees with a secure digital space where they can communicate and collaborate. These types of software often have integrated capabilities such as real-time chat functions, video conferencing, and file storage.

Customer Relationship Management (CRM) Systems

Customer relationship management (CRM) systems are tools designed to assist marketing, sales, and customer service teams. CRM tools collect and track customer data during the entire lifespan of a customer’s relationship with a company. With a CRM system, teams can provide personalized service, convert prospective customers, and solve customer issues faster.

Customized Intranet and Extranet Solutions

Intranets provide a secure digital space for employees to access corporate resources, information, documents, and collaborative tools. Extranet platforms extend these capabilities beyond organizational boundaries, allowing authorized external parties to access specific information or collaborate on shared projects. 

Content Management Systems (CMS)

Having an online presence is crucial for a modern business. A content management system (CMS) provides a range of templates that can be used to publish or edit online corporate content. Capabilities of a CMS system include metadata tagging, version control, and parallel content development. 

Knowledge Base Solutions

You can think of knowledge bases as a digitized corporate library. These tools provide companies with a repository where important information about corporate processes and policies can be stored. 

Modern knowledge base solutions come in two formats: machine-readable knowledge bases that are designed to be analyzed by artificial intelligence systems and human-readable knowledge base systems that can be accessed by either employees or customers.  

Learning Management Systems (LMS)

The process of onboarding new staff or upskilling existing team members is made easier and more efficient with a dedicated learning management system (LMS). An LMS allows an organization to store and distribute educational information to enhance employee skills and knowledge.

AI-Driven Knowledge Management Tools

AI knowledge management tools use machine learning algorithms to more efficiently organize and filter information. These tools can provide enhanced analytics of big data sets, which enable knowledge management tools to deliver a highly personalized user experience. 

AI can analyze patterns, trends, and user behavior. This data can be leveraged to create customized knowledge management tools for both internal and external use. AI-powered chatbots and virtual assistants can provide instant responses further aiding in knowledge retrieval, task automation, and enhancing user experiences.

How to Choose the Right Knowledge Management Tool

Every company has its own unique internal process and its pool of collective knowledge. A knowledge management tool must allow an organization to optimize its workflows and disseminate information efficiently and effectively. 

Choosing a knowledge management tool that doesn’t fit with an organization's specific needs and workflows can result in decreased productivity, frustration among users, as well as a significant loss of resources. 

An internal knowledge management tool that isn’t effective will hinder staff collaboration and impede workflows, leading to employees becoming dissatisfied, disengaged, and ultimately unproductive. The wrong external knowledge management tool can damage a company’s brand and reputation and cause customers to migrate to a competitor.

Identifying the best features for internal knowledge management software can assist business leaders in making the right choice and help to avoid issues. 

The key features any decent knowledge management tool should contain are: 

• Document management tools
• Collaboration Tools
• Robust search functionality
• User permissions and access controls
• Version Control
• Analytics and reporting capabilities
• Customization options
• Data encryption
• Mobile accessibility
• Knowledge sharing and social networking features
• Learning management tools
• Feedback mechanisms
• Notification systems
• Knowledge sharing software

Business leaders should follow a considered strategy when assessing their options for information management systems. The below steps should assist you in making the right decision. 

Define Your Organizational Needs

Identify the specific knowledge management requirements of your organization. What issues is your company experiencing and how can they be solved by the right knowledge management tool? Business leaders will need to take into account the nature of the information to be managed, as well as preferred collaboration and communication methods.

Ensure Integration with Existing Systems

Your company will most likely already have an existing digital ecosystem of third-party tools in place. A knowledge management tool will need to be able to be quickly integrated into your other software applications. 

Look for User-Friendliness and Accessibility

The knowledge management tool should have an intuitive and user-friendly interface. A clunky tool that has a wide learning curve will discourage widespread adoption among employees. Choose a tool that is simple to master and aligns with the skill levels and preferences of your team. 

Be Sure the System is Scalable

Change is an inevitable part of a company’s lifecycle. The software that a company uses to power its operations must be able to be scaled as the business expands or contracts. The right knowledge management tool should have a variety of customization options that allow it to be tailored to meet changing organizational needs.

Make Certain There is Good Vendor Support

Most software will require additional updates throughout its lifespan. Take time to assess the quality of the vendor's support services. Be sure they offer adequate training resources and have a responsive customer service unit. Look for a reputable vendor that provides regular software updates that can address evolving business needs and keep up with technological advancements.

Carefully Evaluate the Cost of the Software

Cost considerations are a priority when choosing a knowledge management tool. It’s important to keep in mind that the cheaper option may not always be the best fit. Business leaders need to evaluate the total cost of ownership of the software. This involves considering not just the initial purchase cost but also ongoing expenses such as maintenance, upgrades, and potential customization. 

Are there any associated licensing and subscription fees? What are the costs involved in the implementation process? Carefully assess the return on investment (ROI) by considering the benefits the tool brings in relation to its cost.

Best Practices in Implementing Knowledge Management Tools

The process of rolling out a knowledge management tool involves several best practices:

• Engage stakeholders early in the process to make sure they understand the benefits that the tool will bring to the company. This will help to enhance uptake and avoid resistance.
• Prioritize user training and provide ongoing support to ensure that employees make the best use of knowledge management tools.  
• Establish well-defined workflows that allow employees to use knowledge management tools effectively.
• Regularly assess the tool's performance and gather feedback from employees and customers to enable continuous improvement.

Conclusion

As a company grows, its pool of collective knowledge and accrued corporate information also expands. Managing information and knowledge effectively is essential for any business that wants to remain competitive. 

Knowledge management tools empower organizations to efficiently capture, organize, and share collective knowledge. They enable better decision-making processes, enhance customer satisfaction, and increase productivity and agility.

Whether you operate a small business, work for a medium-sized enterprise, or are involved with an international corporation, having the right knowledge management tools is crucial. 

LumApps is a leading provider of knowledge sharing solutions for businesses of any size. Our digital tools enhance collaboration and innovation among employees and help companies become more productive and efficient.