A knowledge management system (KMS) boosts the efficiency of a business’s decision-making ability. The processes involved in this system allow employees, regardless of rank or skill level, to develop efficient practices for the organization’s benefit. Consider reading the rest of the article to know more about KMS and its two major types.
What Is A Knowledge Management System?
A KMS is a set of information systems that helps companies implement a centralized databank to enable the accessing, processing, sharing, maintenance, and usage of data to be more efficient than before.
As organizations tend to store their data in various systems, several businesses feel the need of having a central repository for their valuable documents and files. Without a KMS, firms might experience poor utilization of data, which leads to other problems, like misinformation and sales losses.
Companies can develop a KMS from scratch. But, businesses may also save valuable time, effort, and money by using systems already built by developers. Use existing types of KMS, such as the Cloud Tutorial, to start storing and using data in a more efficiently than before.
What Are The Two Major Types Of Knowledge Management Systems?
KMS provides numerous benefits to businesses. But, these systems can provide unique advantages, depending on the type used. It’s because they have two major types: the enterprise-wide KMS and the knowledge work KMS.
1. Enterprise-Wide KMS
Enterprise-wide KMS provides the key benefit of streamlining work and maintaining organizational productivity. A key advantage of this system is that it allows the organization to focus on the processes rather than on data alone. In return, this system helps increase efficiency at the organizational level. Furthermore, it helps businesses reduce various production costs.
Note that enterprise KMS is an application that aids in facilitating databanks and access points from various sources. Some communities may even call this system as the knowledge community management software since it works by using gathered data.
The most common modules present in this system are the following:
- Knowledge base
- Enterprise resource planning (ERP)
- Enterprise data integration system (EDIS)
- Knowledge community management map
- Enterprise talent map
- Knowledge collector
Organizations can take advantage of the included operations manual in these applications to distribute talents in the correct departments. But, what if this manual isn’t readily accessible? Business representatives can consult the software developers for installation, maintenance, and usage instructions.
If used correctly, an enterprise-wide KMS helps organizations build better collaborations among various departments to improve organizational efficiency and productivity.
2. Knowledge Work System
The other type of KMS is the knowledge work system, which provides business-wide knowledge management that focuses on different systems. This subset of systems may include (but are not limited to) the following: knowledge graph, knowledge database, and knowledge repository.
These three types of information systems will provide the best results for gathering work-related data. Each of the three systems tends to be appropriate in different businesses in different industries. So, it’s best to choose the ideal system that fits the organization’s current model.
Note that each type of knowledge work system has its own set of advantages and disadvantages. Each type of information system also has different techniques that are appropriate for certain business needs.
Nonetheless, you can fine-tune these systems to become flexible to allow you to incorporate various elements required for the business’s success. You must choose a system that has sufficient features to meet the needs of your business and have those integrated features. Remember, a knowledge work system must perform well in the field of business-wide knowledge management. Hence, it must also be adaptable to change. Otherwise, if the knowledge work system isn’t scalable, the business might become stagnated and fail to keep up with competitors.
Thankfully, many knowledge work systems take advantage of modern technologies for the benefit of different businesses. These technologies include artificial intelligence (AI) and machine learning.
Keep in mind that implementing AI can lead to several benefits. First, the automation of workflows in many industries and departments can greatly improve productivity. Second, machine learning can improve business processes as it scales.
Third, as companies become increasingly dependent on the Internet, more businesses will find themselves in competition with businesses within the same sector. One can take advantage of this by using artificial intelligence and machine learning through the knowledge work system. This application will allow organizations to stay ahead of their competitors since it helps in anticipating and responding to changes in the business environment.
Implementing a KMS in your organization can promote numerous benefits in handling big data. But, consider choosing between an enterprise-wide KMS or a knowledge work system based on specific needs and preferences. Use the correct system, and you should find a significant boost in employee and organizational productivity.