Manage and share important info with a knowledge base solution

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Knowledge Management Solutions

Writing papers and completing homework assignments are vital to any student’s education. Without doing so, their grades will fall, and they stand no chance of graduating. In this process, note-taking is almost as important as writing the actual paper. That’s because students can review their notes to keep the information they need fresh in their minds, and it also works as a tool to help them complete future tasks. Though they may not realize it, writing papers, completing homework, and taking and reviewing notes are all various knowledge management tools.

Students use the process of information organization that works for them to capture information and achieve their personal goals. They are gathering, documenting, and organizing data for later use. This is how knowledge management works for businesses, too, though a student’s knowledge management solutions work on a much smaller scale.

What is Knowledge Management, and Why is it Important?

Sure, businesses may not receive a grade from their teacher based on their abilities to take notes, write papers, and complete homework. But knowledge management is even more vital for them than it is for students. In the same way that a student can’t graduate without handling their knowledge correctly, a business can’t succeed without a system for collecting, organizing, and sharing data.

If not taking notes and doing homework, what is knowledge management, and why is it important in a business setting? Put simply, knowledge management covers how an individual employee, team, or an entire organization handles information. This definition includes how the data gets stored, how well it’s organized, and it is used for future tasks. Beyond this basic description, there are different types of knowledge management that you can use. They operate differently to produce unique solutions for users’ needs.

There are multiple types of knowledge management systems because organizations have differing needs, but they all need knowledge management software. This way, organizations of all kinds can gather, store, and share the information they need in a way that’s efficient and effective.

What is the Role of Knowledge Management Systems in Businesses?

Older knowledge management methods, such as written and physical forms of documentation, are outdated and often don’t work for large businesses and corporations. They make finding the information you need difficult, limit the number of people that can access it, and have a higher likelihood of getting lost, damaged, misunderstood, or destroyed.

Having a knowledge management system, especially one with software ideal for your company, makes the information sharing process more accessible. It gives employees within the organization a way to document information as they receive it and then upload it to a massive, shared database. Getting all members of your organization to understand and use knowledge management software correctly creates a collective knowledge base for the future use of anyone who needs it.

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Why the Knowledge Management Process is Crucial

Every business, organization, or corporation needs an ideal knowledge management system. However, it’s not as simple as going online and picking the first tool you come across. Before you purchase and implement any knowledge management system and the software to support it, you need a plan. First, find out what your company needs and what you hope to get from implementing your new knowledge management system. Then, outline your ideal knowledge management process and make sure those involved in the selection process understand it fully. A few things to consider are:

1. Creating an ideal knowledge management team

Knowledge management dramatically affects an organization’s productivity and how quickly your employees can complete tasks in the future. Having a knowledge management team that works well together, has been trained properly, understands the knowledge management process steps, and is able to provide the organization’s collective knowledge to those who need it affects how successful your knowledge management will be.

2. Deciding what information is needed and who it’s needed for

Having the right information is vital, but knowing what to save is tricky. This reality may cause an organization to archive every piece of information they come across. However necessary it seems to hoard data, you should not indulge this urge. Having too much information stored, no matter how well organized, decreases the efficiency of the knowledge management process in organizations. Instead, be selective about what information gets archived and what is okay to discard.

3. Choosing the best method and tools for sharing across the team

You have your team. You know what information you need. Now it’s time to plan your knowledge management system. Use the data you have gathered to determine the best method for your organization, then select the knowledge management tool(s) you think are ideal for your team. It won’t be perfect on the first try, which is why you have to seek out feedback from those involved and implement it until you have finally perfected your knowledge management process.

Knowledge Management Examples

There are many ways to use proper knowledge management in organizations. Here are a few knowledge management examples:

Knowledge management for sales teams

Sales teams reach out to your audience and use everything at their disposal to draw them in, including information gathered by other members of the business. It gives them access to answers for FAQs and the ability to efficiently segment prospect and customer demographics. It also allows them to view information on competitors as they need, which provides them with more of a competitive edge against other businesses. Lastly, it makes documenting and assessing sales collateral like one-pagers and reports more accurate and achievable.

Knowledge management for customer service teams

Customers need frequent help when it comes to acquiring information, which is where customer service teams come in. They provide customers with warranty information, rules on return policies, and answers for product or service FAQs. They are also in charge of resolving any complaints or disputes a customer may have to the best of their ability. These tasks rely primarily on the knowledge provided by their organization or previous experiences, which means accessing it is essential.

Introducing Lessonly’s Knowledge Management Solution

Lessonly Knowledge is knowledge management software designed specifically to help businesses like yours build and implement an effective knowledge management system. Having a knowledge management system that works efficiently for your business is what you need to get ahead of other companies in your industry.

Lessonly Knowledge gives employees the ability to manage their company’s knowledge as one so they can find and access what they’re looking for in a matter of seconds. Training a business’s teams is no small task, especially if the team or business operates remotely. Luckily, Lessonly Knowledge is fully equipped to handle that, as well as so much more. It can also help you keep the information you need organized, accurate, and as up-to-date as possible. To learn more about Knowledge and everything Lessonly has to offer, check out this free lesson.