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Knowledge Management Software

There’s a good chance that you haven’t heard the term “knowledge management software” yet. Don’t worry—you’re not the only one. The knowledge management industry is quickly growing and becoming more popular for organizations to look into as workforces—and organizational knowledge within those workforces—are more dispersed than ever. Knowledge management software is an essential aspect of the knowledge management systems companies use to stockpile information for organization-wide use.

The qualifications needed for falling into the knowledge management software category are pretty vague. Any software that improves the processes by which a company or individual employee collects, files, organizes, and/or accesses information is a type of knowledge management software. Even if the software providers didn’t initially intend for it to be classified as knowledge management, any software fitting this description becomes a knowledge management system after being used that way.

A business can use these systems for several information-related purposes. Still, the primary uses are collecting, organizing, or storing information; promoting learning and skills-building; and aiding individuals in making informed decisions.

Types of Knowledge Management Systems

As with all the other kinds of software systems, there are various types of knowledge management systems. Some specialize in information management for entire enterprises, promote skills and learning, and others use artificial intelligence to collect human knowledge that assists with decision-making.

While knowledge management software is most often used by organizations to coordinate data and information between employees within a company or between companies that are collaborating together, some people also benefit from using personal knowledge management software in their everyday lives. Here are some examples of how you can use knowledge management software throughout your business.

1. Enterprise-wide systems

An enterprise-wide knowledge management system is software that larger companies use for general information and data management across an organization. It’s used for collecting, filing, sharing, and accessing information from multiple people and sources. Another term used to describe this method is “organizational learning.”

2. Knowledge work system

A knowledge work system is a more specialized type of knowledge management software. Knowledge work systems are designed for people whose knowledge is similarly specialized in a hyper-focused area. For example, it may be helpful for engineers, scientists, or other individuals considered to be very knowledgeable on a given subject.

his is classified as an effective knowledge management system because it contains online directories and information databases that aid company professionals to assist and guide employees with the relevant information they need. While anyone can use it for more individualized purposes, it is more common to see it in a workplace setting.

3. Intelligent knowledge system

Those who habitually use knowledge management systems often claim this subcategory is the best knowledge management software system. That’s because it involves using advanced smart tools, typically artificial intelligence, to perform information-related tasks like collecting, storing, sorting, and distributing information. Thus, it’s one of the most strategic forms of an internal knowledge management system out of all of the knowledge management examples we’ve talked about so far.

One of the main ways it does this is by using the available internal knowledge base software to predict certain tasks for people, businesses, or other knowledge-based software users. From there, it strives to aid users with their tasks by providing information and data it calculates to be relevant.

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Importance of Knowledge Management

This may go without saying, but information and knowledge management are vital to any organization. If information gets lost, confused, disorganized, or difficult to access, work progress slows, productivity tanks, and other things are likely to go wrong. It’s extremely important for companies to manage their information and data properly, which means that, in turn, you can’t underestimate the importance of knowledge management software

Here are just a few of the benefits of knowledge management when done correctly:

1. Share perspectives and ideas across teams and organizations

A sound knowledge management system benefits employers, employees, and the company as a whole. It does this by giving employees the opportunity to share their experiences and research on a searchable knowledge-based information database. Employers can also learn from this shared knowledge by gaining perspective on what it’s like for their employees, how they learn, and what you could be doing to improve their internal processes.

2. Ensure employees have the ability to find information and make decisions

Giving your employees and coworkers access to a wide range of information makes misunderstandings less common. It can also make accessing the information required to perform necessary tasks easier than ever. Anyone with access to your knowledge management process and systems can spend a fraction of the time researching than they would without one. This ability allows your employees to work more quickly and efficiently than before, which means more productivity and revenue for you and your organization.

3. Improve efficiency by giving employees a “self-serve” mindset

Knowledge management systems are valuable tools for individuals who need related information. It allows them to input the knowledge they already have in order to benefit other employees using the system, and vice versa. If they need more information before completing a task or making a decision, they will no longer have to waste time and resources researching, asking around, and gathering answers. That means no more tapping a manager or another teammate on the shoulder every time they have a question. A pre-existing knowledge base system also helps keep workflow more in line with a company’s goals.

Why Use Knowledge Management Tools?

Using knowledge management tools offers a wide range of benefits. Here are just a few examples of the knowledge management solutions that you can gain from them.

1. Creates faster and more effective onboarding

The most frustrating and time-consuming part of hiring a new employee is giving them the proper training and making sure they understand all the information they’ll need to do their job. By using knowledge management solutions to provide them with information that your company already compiled, you no longer have to do it yourself.

2. Organizations spend less time tracking down and recreating knowledge

Using a good knowledge management system tool will help you keep track of the information you need and prevent valuable knowledge from getting lost or misplaced. That means you can spend less of your precious time tracking down misplaced knowledge or recreating it when it gets lost permanently.

3. Enables innovation and idea-sharing

A good knowledge management tool, like Lessonly Knowledge, also promotes ideas-sharing between individuals in an organization. This, in turn, creates the opportunity for additional innovation and independent thinking.

4. Scale teams efficiently

When setting up a project that’s important to your company, one of the most crucial parts is making sure you’ve got the best people on the job. By using the right knowledge management solution, you can view your employees’ knowledge on the subject at hand and pair them with other employees that will complement their skillset.

Introducing Lessonly’s Knowledge Management Software

We know you’re looking for the best knowledge management software system to help your company grow. That’s why we created our newest product, Lessonly Knowledge.Knowledge is an excellent tool for anyone looking to upgrade their own company knowledge management software. Lessonly Knowledge features several integration options to insert itself naturally into an employee’s workflow. Important information can often be widespread across multiple platforms, and company knowledge base software, like Lessonly, can help a company unify its information.

Lessonly Knowledge help employees access all the information they need at a moment’s notice, whether they’re using Slack, Google Drive, or many more. With features like “silo search” and easy-access FAQs, companies can streamline how employees find their information and answer important questions without waiting. Lessonly Knowledge help employees save time and headaches by giving them a fast and efficient way to answer any question that might come up during a busy work schedule. Ready to learn more? Jump into a free lesson to see everything Lessonly has to offer.