Knowledge Management System (KMS) is still common among companies. Realizing a stable and comprehensive business requires a system that is regularly implemented in it.
To get the maximum Knowledge Management System, it is not enough to only manage knowledge within the company. To develop the knowledge possessed by each individual who is in the company.
The application of a Knowledge Management System can provide benefits for the company’s performance, strengthened by their research getting results that are through work procedures, and the personal knowledge of employees who work together for good performance. Therefore the Knowledge Management System has a very important role for employee performance and company performance.
What is a Knowledge Management System?
Knowledge Management System is a method of identifying, collecting, and encouraging the use of existing knowledge within the company to help companies win business competition. With all IT systems, this method helps the HR in the company to be able to maximize their performance.
Broadly speaking, the purpose of the Knowledge Management System is to increase and maximize the productivity of its employees. The results of their work have a direct impact on customer satisfaction, so that HR is able to compete in quality and quantity.
Benefits of Knowledge Management System
Companies need broad enough knowledge to realize a business or company that processes well, of course. Implementing a Knowledge Management System is one of the things that is necessary in the company’s system. The following are the benefits of Knowledge Management System:
1. Improve employee performance
Providing the best service to customers is not only the responsibility of customer service and marketing staff. But this is a shared responsibility of all departments of the organization. This means that there is good cooperation between business fields. Thus building a strong work team, not only considering their own interests
2. Improve Decision Making Process
In order to realize a competitive business, Knowledge Management System helps a company to make some important decisions. Better decision making. Based on the information and knowledge as well as the actual experience of the company, decision makers have a better basis so that they are able to achieve the company’s goals optimally.
3. Creating Innovation and Change
Generating new ideas and technologies by creating new conditions that encourage increased creativity and the development of new ideas. Knowledge Management System has the impact of increasing business performance through improvements in employee abilities, attitudes and behavior
4. Time and cost savings
Based on a well-structured and well-structured source of knowledge, it will be easier for the company to develop this knowledge for other contexts, so of course the company will be able to save time and costs later.
Example of Knowledge Management System
1. SurveyMoney
Its knowledge base allows users to search by keywords or topics.
2. Canva
Very easy to navigate and search the knowledge base.
3. Optimizely
Its knowledge base offers a variety of features: academies, community forums, certifications, developer documentation, and more.
4. Microsoft
Its knowledge base is structured in videos, training, and even helpful talks with product managers.
5. Google Analytics
Its knowledge base offers its own predictive search engine.
6. Evernote
its knowledge base includes not only helpful resources but also clear instructions on how to contact the company.
Knowledge Management System Application
Knowledge Management System is a system with an approach to identify, capture, evaluate, retrieve, and share all knowledge and company assets. Databases, documents, policies, procedures, and skills and experience that have not previously been taken from each employee are some examples of company assets. Of course you need an application to run a Knowledge Management System. Here is a list of supporting applications that you can use:
1. eXo
eXo offers document collaboration with version control and access permissions. There are calendar and chat apps for collaboration. By customizing task management and workflows. Even eXo also includes a CMS. And native iOS and Android apps.
With the eXo Platform you can create a secure portal and internet-based site where you can build the potential of employees within the company to exchange knowledge, documents, work collaboratively, task management.
2. Slack
Slack may not claim to be a knowledge management software. But there are some excellent knowledge sharing functions in Slack, even in the free version. Like eXo, Slack is a social collaboration platform. Its main function, of course, is chat.
Slack can accommodate up to 10,000 new messages and up to 5GB files per team. There are apps for iOS, Android, Mac & Windows. Of course it integrates with a variety of different applications. The paid upgrade will give you unlimited message storage, unlimited app integrations, and more file storage.
3. Google Drive
Google Drive is very easy to modify for your own knowledge and forums. If your team wants to access your worker folder, then your team must submit an access request first, this of course ensures the security of your data later.
However, most of us have a Google account and log in to it. Within Google Drive you can create a knowledge base and make it publicly available without having to log in or register for, specifically by making your folders publicly available on the web.
Drive offers native mobile apps for Android, iOS, Windows, and Mac. To decide who has access to view, comment on, and edit documents, you can set access permission settings on the folder you have created. Google Drive features include chat within a document, reverting to a previous version, who last modified or edited the document. Of course there is an integrated calendar. Drive provides task management services via gmail or using the google chrome extension that is connected to google drive.
Conclusion
Knowledge Management System is an IT method of storing and retrieving knowledge to improve understanding, collaboration, and alignment of processes between individuals. This of course is very influential in the implementation of their business processes, services, and products.
To create a productive and competitive KMS, it requires several tools or supporting tools in it. Many tools are free to paid, but this is not an obstacle for us to implement KMS in our business. Companies need to implement KMS to maintain and improve competitiveness.
