Types of Knowledge Management Systems

If you found yourself on this page, you’re probably asking yourself, “What is the role of knowledge management/knowledge management programs in business environments?” Well, look no further, we’re here with the answers.

Knowledge management can be the difference between possibly becoming the next Apple or fading out of existence. A business’s success rides heavily on its ability to use the information at its disposal efficiently and effectively in any given situation. And a sound knowledge management system allows them to do just that because they will be well prepared for almost any situation.

However, there are many types of knowledge management systems, and finding the right one is almost as important as having one to begin with. Essentially, knowledge management systems are responsible for accumulating and organizing the experiences of individuals in an organization, contextual information, company values, and expert insight. Let’s dive in a learn more.

What is a Knowledge Management System?

In knowledge management, “knowledge” can be defined as the collective shared experiences and learned information of an organization and its individual employees. So, given this definition of knowledge, then what is a knowledge management system?

A knowledge management system is a means of accessing, adding to, and organizing information in the knowledge base. The information that has been accumulated can then be distributed from the knowledge management system. The knowledge management system you choose should be determined by the knowledge management process that works best for your company and not the other way around. In fact, shoehorning your company’s way of operating to fit a knowledge management system that doesn’t work well for your organization can cause more harm than good. Instead, it’s best to analyze your company’s wants and needs and use that data to outline a knowledge management process and find a knowledge management system from there.

What are the Two Major Types of Knowledge Management Systems

There are many unique knowledge management systems and processes, but no universal style works for everyone. Finding the right knowledge management system for your business is vital, but first, you need to learn and understand your options. There are two major categories to choose from based on your organization’s needs or wants regarding knowledge management.

1. Internal knowledge management systems

An internal knowledge management system or internal knowledge management base is a compendium of information. It’s gathered and uploaded by (and for) individuals in the organization to use on a regular basis. They are created with information intended strictly for use by a specific team or group of members to access and use. Usually, the data within an internal knowledge management system is classified to some degree.

The information documented here will ideally contain as much detail and clarity as possible. Any employees using it can complete their designated tasks as accurately as possible and with minimal interruptions. The members on this teamwork exclusively with other members of their organization to complete tasks and don’t use outside assistance or share this information with people outside of their organization.

2. External knowledge management systems

You may be wondering, “What are the business benefits of using intelligent techniques for knowledge management?” External knowledge management systems or knowledge management bases hold a collection of information curated by an organization’s members through outside sources. It may be information gleaned from another organization, from research done outside of the workplace, or some other source not directly provided by the organization that the individual is a member of. An external knowledge management system is sometimes used when two or more organizations must collaborate on a project together.

External knowledge management systems are ideal for customer service or support teams. It can often be used as a front-facing system that allows customer access because it does not typically contain sensitive or valuable information. In addition, having free access to it saves everybody time and effort in the long run.

Knowledge Management Systems in Business

If every new problem or situation had to be handled as though it were entirely new and never before seen, no business could reach its goals or make any progress at all. That’s why it’s essential to have a knowledge management system with the relevant information applicable to frequently recurring scenarios. However, planning ahead to decide which information you may or may not need is nearly impossible, and there are many examples of knowledge management systems to choose from. Here are just a few things that you should include in your internal knowledge management system.

First, you need general information about your company. This data includes company policies, and processes regarding the things your employees do, company reports, customer information, supplier information, and any other general office information.

Next, training and skill-building materials are vital. They not only give employees access to onboarding materials and skill-building tools as needed, but they also make the onboarding process quicker, easier, and more painless than ever before. This can include data like onboarding training content, answers to FAQs, training manuals, information on workloads, and other similar subjects.

Having research materials readily available for employee use boosts productivity, efficiency, and overall employee performance. This includes information like consumer reports, customer feedback and reviews, competitor analysis, and other insights.

Amazon, run by one of the best-known entrepreneurs alive today (Jeffry Bezos), is probably one of the best examples of knowledge management systems in organizations that have excelled in their fields. Amazon has hundreds of millions of users, and that number keeps rising exponentially. Without a proper knowledge management system, the entire business would crumble. No packages would get delivered to the correct location, to say the very least. If it’s so vital to large corporations, imagine what it can do for your business!

Introducing Lessonly’s Knowledge Management System

Knowledge management can make or break an organization depending on how well or how poorly they do it. There are many types of knowledge management systems to choose from, and having the ideal knowledge management system for your organization can make all of the difference. The knowledge management system with the right solution for you may be closer than you think, though.

Lessonly’s newest product, Knowledge, is a knowledge management software that can help you handle almost any information-related situation. It helps with things like Silo Search, Slack integration, FAQs, AI, Browser extensions, and more! Learn more about Knowledge and everything Lessonly has to offer in this lesson.