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Learn what a knowledge management system is, why you should have one, and how to build an effective KMS at your workplace.
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Imagine a workplace where every piece of information, every valuable insight, and every critical process is at your fingertips, ready to be accessed and utilized immediately. This isn't just a dream - it's what a well-implemented Knowledge Management System (KMS) can offer.
This article will guide you on how to create a KMS in your workplace that amplifies productivity and fosters innovation. Let's get started.
Knowledge management is a systematic approach that businesses use to identify, create, store, distribute, and apply the knowledge necessary to carry out their activities. It's a strategy that focuses on leveraging a company's collective knowledge to achieve specific objectives.
Consider this - 89% of employees search between 1 to 6 sources looking for information to do their jobs effectively, according to a report by Coveo — and more than half of that ends up irrelevant.
That's a significant portion of time that could be better spent on innovation, decision-making, and other tasks that move a business forward.
Now, if knowledge management is the philosophy, then a knowledge management system is the practical tool that makes this philosophy work in the real world. So, what is a Knowledge Management System? Let's explore that next.
A knowledge management system, or KMS, is a digital platform that holds, organizes, and offers access to organizational knowledge. These systems vary in complexity from basic document storage solutions to intricate databases. They help to improve teamwork, make workflows more efficient, and reduce knowledge gaps within an organization.
Let's put it into perspective. Suppose an employee comes up with an innovative solution to a common problem in the company. If they record their solution in a KMS, any other employee facing the same issue in the future can access it. This way, the company doesn't lose the value of that experience, and it prevents repetitive problems.
Various systems qualify as KMS, each serving unique purposes based on the type of knowledge it manages. We’ll look at five common knowledge management examples:
The three main types of KMS are enterprise-wide knowledge management software, knowledge work systems, and intelligent techniques.
With a good understanding of these examples and categories of knowledge management systems, you can create a KMS that fits the unique needs of your organization. But before we get into the how-to of building your KMS, let's briefly discuss why having one is crucial for your business.
Knowledge Management System (KMS) is more than just an organized way to store data. It plays a critical role in a business's productivity, innovation, and efficiency. In fact, according to Deloitte, knowledge management is one of the top 3 issues affecting company success, especially in post-pandemic times.
There are several reasons why a KMS is important in your organization. We’ll look at a few below:
A Knowledge Management System (KMS) acts like a neatly organized library. It keeps all your business info in one place, making it easy to find what you need quickly, and reducing the time wasted in hunting for information.
In fact, did you know that employees spend an average of 3 hours each workday looking for internal information or seeking help from colleagues? By making information readily available, a KMS helps creates better work results, higher profits, and happier employees.
Having a KMS guides your decisions by giving you access to relevant and accurate information. When your team can easily access past project data, market trends, and customer feedback, they can make informed decisions that drive your business forward.
A KMS reduces ambiguity in decision-making by offering concrete data and insights. This leads to fewer mistakes and more effective choices. Moreover, a KMS democratizes decision-making, allowing every team member to contribute their knowledge.
A KMS makes it easy for employees to share, access, and use knowledge in creative ways. This boosts innovation in your company.
For instance, an employee working on a new project can use the KMS to access past similar projects. They learn from these past projects and use that knowledge to come up with new ideas for their current work.
KMS encourages everyone in your company to share their unique ideas and insights. This helps to create a rich mix of ideas that can lead to innovative products, services, or solutions.
A KMS ensures your company's valuable knowledge doesn't get lost over time. If an employee leaves, their knowledge stays in the system, ready for others to learn from. This also applies to completed projects. The successes, challenges, and lessons of a project are preserved, becoming a knowledge resource for future work. This constant preservation keeps your company learning and evolving.
With a knowledge management tool, your customer service team has instant access to answers to common customer questions, past interactions, and relevant product or service information. This makes it quicker and easier to help customers, leading to improved service and customer satisfaction. The KMS can also help identify common customer issues, letting you improve your products or services based on real customer feedback.
In the next section, we'll discuss the steps you can take to set up an effective KMS for your business.
Automation is the future. By 2025, AI and machine learning will contribute to a 37% increase in labor productivity. So, it’s imperative that you start planning for tomorrow by investing in an intuitive and comprehensive knowledge management system today.
Before we dive into how to create a KMS, it's essential to know what makes a good one. Here are the key features that set apart an effective knowledge management system:
A KMS is more than just a place to store information. It's a tool that should help your team work smarter and more efficiently. By focusing on these features, you'll be well on your way to building a successful KMS. Now let's take a look at how to build a KMS.
Building knowledge management systems (KMS) involves a series of carefully planned steps. We will look at those steps one by one.
The first step in building knowledge management tools (KMS) is identifying what kind of information your team uses daily. Here's how to do it:
Pinpoint your knowledge needs, then move to the next phase.
After identifying your knowledge needs, it's time to collect and organize the information. This means gathering valuable insights from across your organization and creating a system to manage it all. Like this:
Keep your organization scheme clear and intuitive, grouping similar topics together. This way, your employees can find what they need without any hassle.
Once you have identified your needs and gathered your organization's knowledge, the next step is to invest in a reliable knowledge management platform. This system will serve as your central hub, the brain of your organization. It's the place where all the important knowledge will be stored, accessed, and managed.
Bear in mind that this isn't just about selecting software. It's about choosing a partner for your organization's journey toward knowledge-centric growth.
Assembly is a great choice for managing your company's knowledge. Opting for Assembly means setting up an environment that not only values knowledge but also nurtures progress and growth.
Your next step is inputting your gathered knowledge into the chosen management system. This phase can be time-consuming, but the benefits you'll reap make it worthwhile. You're essentially populating your KMS with all the data, documents, and resources your team needs to excel.
The key here is to make the process as organized as possible. Your KMS should be intuitive and easy to navigate, so your team can find what they need without unnecessary delays.
Training your team to use the new KMS not only ensures they can utilize it effectively but also encourages your knowledge sharing culture. Here are some tips to guide you:
The goal is to ensure everyone feels confident in using the new system. The more comfortable they are, the more they'll use it, and the more your organization benefits.
Your KMS will only be as good as its usage. Promote it as an integral part of your team's daily activities.
A KMS isn't a one-off project; it requires continuous updates. Keep your KMS fresh with these steps:
In the end, a well-functioning KMS takes time, commitment, and a culture that values knowledge. But when done right, it can be a game-changer for your business.
Creating a knowledge management system (KMS) is an investment. It evolves alongside your business, adapts to new knowledge needs, and contributes to its long-term success. Don't leave your company's collective wisdom to chance. By prioritizing knowledge management today, you're setting the foundation for a more resilient, adaptable, and intelligent business tomorrow. Commit to knowledge management today. It’s your edge for the future.
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While we recommend a peer to peer set up where anyone in your organization can give or receive recognition, you can set up Assembly however you want. If you need to limit the people who can give or receive recognition, that's perfectly fine and can be done from your Admin, here.
Assembly connects to the tools your employees use every day to offer an easy, seamless experience with minimal change management.
Assembly has integrations with HCM/HRIS systems like ADP, Google, Office 365, and Slack. We also integrate with communication tools like Slack and Teams so you and your employees can access Assembly wherever they work now.
That depends on the company's permissions set up. That said, over 90% of the employees on Assembly's platform are recognized on a monthly basis. That means nearly every employee across all of our customers are receiving regular recognition from their peers, managers, or leadership. We're extremely proud of this.
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