Tools Commonly Used In Knowledge Management

In the operation of modern enterprises, imagine that the operation of an organization can flow smoothly without the challenges and troubles of daily data, ideas and employee information. It sounds impressive but seems difficult to achieve?

The technology sector has introduced certain knowledge management tools that help simplify the storage of information and use it to improve the productivity of organizations, which can increase efficiency by nearly 25%, according to McKinsey research.

As Etienne Wenger said, “Knowledge management will never work unless companies realize that it is not just about how to capture knowledge, but about how to create and exploit it.”

Knowledge management refers to the set of processes an organization undertakes to integrate comprehensive data and information from all corners of the organization and use it to build a proactive internal structure, improve overall performance, and unlock growth opportunities.

What are knowledge management tools?

Knowledge management tools act as silent enablers of business excellence. They make it possible to capture, store, and maintain a repository of content and data that can further be viewed as valuable insights that drive organizational success. These tools effectively facilitate knowledge sharing that is accessible to stakeholders and employees.

They are the magic wand of modern organizations, making the story about more than just storing data, but channeling dispersed knowledge into a unified source, empowering innovation, and facilitating collaboration.

4 Types of Knowledge Management Tools

The impact that knowledge management can have on an organization is incredible, taking organizational, employee, and project management from zero to a hundred. However, it is very important to understand which type of knowledge management tool can best help your company and serve its purpose.

There are a variety of tools. One can handle simple storage and organization of content. In contrast, other tools can master facilitating knowledge sharing and teamwork, or serve as the best tool for all digital knowledge. Certain knowledge management tools can assist in problem solving and speed up the decision-making process by 34%, as stated in the IDC study.

Listed below are 7 essential types of tools that organizations can leverage to optimize their digital content processing and utilization:

1. Knowledge Base

As a centralized repository, internal and external information can be stored, organized, and easily accessed. They answer frequently asked questions, troubleshoot problems, and provide comprehensive documentation. Knowledge-based tools also provide self-service, reducing the burden on support teams.

HelpLook is a system for quickly building an AI knowledge base . It has powerful functions, including fast and accurate knowledge retrieval, flexible and customized document system, and AI intelligent search . In addition, HelpLook also helps enterprises build a comprehensive knowledge system without coding, including AI knowledge base, help center, FAQs, SOPs, manuals, corporate blogs, etc. The built-in AI Q&A robot and AI intelligent search service provide instant support to customers, accelerate business development and strengthen brand image.

HelpLook allows users to choose between Markdown and advanced WYSIWYG editors to create and format content, which is simple and flexible. The stored content can be edited, and all versions can be easily managed. Multiple team members can collaborate on documents at the same time.

In addition, it has a range of AI features such as interactive search, AI-generated SEO, tags, etc. HelpLook can also be integrated with other third-party tools.

2. Learning Management System (LMS)

Learning management systems open the door to professional development and learning. They support the storage and delivery of educational courses and training programs in the form of quizzes, courses, lessons, and other materials. These tools further help track learners’ progress and performance, regardless of whether they are used by a large number of people in an organization.

Moodle is an open source learning management system (LMS) for creating online courses and educational websites. It provides a flexible, customizable platform with features such as course management, interactive activities, quizzes, and forums, making it a popular choice for educators and institutions around the world to deliver and manage learning content.

3. Document management software

Knowledge management tools based on document management software are designed to create, store, and control data and documents in an organization. They ensure easy accessibility of the content while confirming its end-to-end security. These tools provide organization to a great extent, facilitating easy retrieval of documents and seamless team collaboration.

SharePoint is a Microsoft platform for document management and collaboration. It enables organizations to securely store, organize, share, and access documents. With features such as version control, metadata tagging, workflow automation, and integration with Microsoft Office, SharePoint enhances team collaboration and simplifies document workflows.

4. Content Management System (CMS)

Content management systems allow organizations to create, manage, and modify digital content on a company's intranet. These tools also allow users to publish content online without any technical knowledge, avoiding the complexity of building a website from scratch. CMS tools contain all the basic infrastructure, such as templates, allowing users to focus on the front-end structure of managing website data.

The Importance of Knowledge Management Tools

As technology advances, the ease with which businesses can operate is also increasing. Knowledge management software offers a variety of benefits that can help businesses stay ahead of the competition.

Centralized knowledge base

Knowledge management tools help create a centralized knowledge base, like a library, where all data and documents are collected, organized, and managed. This means there are no data silos and every member of the organization can access the same data, thereby improving:

• Time efficiency in searching data
• Ensure access to the latest data
• Maintaining consistency in information provision

Improve collaboration

Knowledge management software makes teamwork more efficient than ever before. Tools allow teams to work together on documents, share ideas effectively, reduce misunderstandings, and improve coordination.

• Collaborate in real time, anywhere
• Co-construction of knowledge

Innovation and continuous improvement

The free flow of knowledge fosters innovation. Knowledge management tools provide a technology-enabled infrastructure for capturing ideas and continuous improvement, encouraging:

• Creative problem solving and development of new solutions
• Continuous learning and access to a wealth of knowledge

Training and Onboarding

Knowledge management platforms enable new employees to easily access training resources and documentation, getting them up to speed quickly and creating an effective onboarding process for the organization.

• Improve overall employee experience
• Ensure knowledge retention within the enterprise

Customer Service & Support

Knowledge management software ensures that customer service representatives can efficiently answer inquiries and resolve issues by quickly accessing the same and accurate data, keeping teams aligned.

• Faster response time
• Consistent and accurate information

Why Customers Love HelpLook

HelpLook is a customer-oriented knowledge management software that focuses on creating and managing internal and external knowledge bases. Its user-friendly interface is designed to be intuitive and easy to use, helping to organize and record processes, important information, customer support data, frequently asked questions, and more.

Advantages of HelpLook:

• User experience : HelpLook improves the user experience on the website. The simple and intuitive page is easy to operate, allowing everyone to be more efficient and improving the usability of the content.
• Flexible pricing : HelpLook is a SaaS product that offers a variety of pricing plans to meet different needs, and additional features can be selected as needed.
• Easy content management : HelpLook provides article URL redirection feature to facilitate the management of articles referenced in the knowledge base.
• Security : HelpLook has user management and security features to ensure the security of knowledge base management, daily backup and disaster recovery plans, and uses TLS encryption technology, combined with advanced data isolation mechanisms to ensure high data resilience and security.

HelpLook is the ideal choice for enterprise knowledge management with its advanced search capabilities, private documents and secure login, centralized corporate knowledge, improved employee productivity, and seamless third-party integration.

In conclusion

Implementing more robust and mature knowledge management tools in your organization will help you realize the full potential of your information assets. Choosing the right tool should be based on the long-term benefits it will bring to your organization, stakeholders, and employees. Each knowledge management tool has its pros and cons, and you need to choose a solution that is powerful and flexible enough to support your organization's growth and success.Click here to experience HelpLook AI Knowledge Base for free now!