Knowledge Management Systems: Key Concepts and Best Practices

Knowledge management systems are important tools for organizations looking to improve productivity, streamline decision-making, and foster innovation. By consolidating information into easily accessible areas, these systems help break down knowledge silos, empowering employees with the insights they need to perform their tasks effectively.

This blog explores the various benefits of knowledge management systems, providing insights into how they can transform operations, improve customer satisfaction, and ultimately help drive business growth and success.

What Is a Knowledge Management System

A knowledge management system is a dynamic platform designed to capture, store, organize, and share information across an organization. These systems range from basic document management tools to advanced platforms that provide personalized insights and recommendations.

Knowledge management systems streamline workflows and reduce the time it takes to search for information. They also aid in employee onboarding and resolve customer issues promptly through self-service options.

Whether you run a small business or a global enterprise, a well-implemented system is foundational to leveraging collective knowledge and achieving organizational success.

What Is Knowledge Management

Knowledge management is the creation, collection, organization, and dissemination of an organization's knowledge and information assets. It integrates people, processes, and technology to align with business strategies and objectives.

By making information easier to access, knowledge management helps organizations improve decision-making and efficiency. It also promotes a culture of continuous learning and adaptation, empowering employees to share their expertise and learn from each other.

Types of Knowledge Management

In knowledge management, most models have primary types: explicit, implicit, and tacit. These types help organizations understand how knowledge is created, shared, and applied. Some views also include procedural and declarative knowledge that brings more clarity to knowledge management work in day-to-day operations.

Explicit Knowledge

Explicit knowledge refers to information that is documented and easily codified. This type of knowledge is organized and can be readily communicated and shared through written documents, databases, manuals, and more. Because explicit knowledge is easily captured and stored, it forms the basis of many knowledge management systems.

Implicit Knowledge

Implicit knowledge is information that is not directly documented but can be inferred from explicit knowledge. It involves understanding gained from experience or practice that can be extracted from existing resources and used to enhance processes or decision-making. It is the bridge between explicit and tacit knowledge.

Tacit Knowledge

Tacit knowledge is the know-how that is acquired through personal experience and is difficult to articulate or codify. This includes skills, ideas, and experiences that people carry in their minds and is often shared through direct interaction or mentoring. Examples include leadership skills and facial recognition.

Declarative Knowledge

Declarative knowledge is a type of explicit knowledge that pertains to factual information — knowing "what" something is. This includes knowledge of data, facts, and things. It is information that can be stated and documented.

Benefits of Knowledge Management Systems

Knowledge management systems enhance a company's ability to efficiently manage and use information. Below are some of the significant benefits:

Easy Access to Information

Using a knowledge management system speeds up the decision-making process. Employees no longer need to spend long amounts of time searching for information across different platforms. With centralized and accessible data, teams quickly access the required insights and make informed decisions that align with business goals.

Improved Collaboration and Team Health

Knowledge management systems foster a collaborative environment by facilitating the sharing of ideas and information. When employees have access to a shared knowledge base, they are more likely to engage in meaningful discussions and brainstorming sessions. This improves team health and creates a strong work culture.

Improved Quality of Information and Data

Knowledge management systems ensure that the information within an organization is not only accessible but also accurate and up-to-date. Regular updates and maintenance of the knowledge base ensure that employees are always working with the latest data, leading to better quality outputs and more reliable business processes.

More Security

By centralizing and controlling access to information, knowledge management systems enhance the security of a company’s intellectual property. These systems include permissions and access controls, ensuring that sensitive information is only available to authorized personnel.

Easier Onboarding

Knowledge management systems improve training processes by providing easy access to training materials and resources. New employees quickly get up to speed with company protocols, and existing employees continue to learn and develop their skills. Continuous access to training materials promotes professional development and helps maintain a skilled and knowledgeable workforce.

Common Challenges with Implementing a Knowledge Management System

While a knowledge management system can be significantly beneficial to business growth, implementing one has its challenges. Below are some of the common challenges organizations have with using a knowledge management system:

Information Silos

One of the main challenges in implementing a knowledge management system is overcoming information silos within an organization. Information silos occur when data, insights, and knowledge are confined within a particular department or team, making it difficult for others in the organization to access or benefit from it. 

Breaking down these silos requires a cultural shift towards openness and collaboration, which can be difficult to foster in organizations accustomed to compartmentalized information flow.

Resistance to Change

Team members may also be resistant to change, which often stems from employees' reluctance to adopt new processes or technologies due to comfort with existing routines. This resistance can lead to underutilization of the system.

Organizations should involve employees in the decision-making process from the outset, providing them with a sense of ownership and highlighting the personal and organizational benefits of the knowledge management system, such as increased efficiency and improved access to information. Additionally, comprehensive training programs and continuous support can ease the transition, ensuring that employees feel confident and competent in using the new system.

Maintenance and Updates

Another common challenge of implementing a knowledge management system is maintenance. Replacing and updating information is an important aspect of using a system.

Having someone with clear responsibility for overseeing the knowledge management system helps the organization track and address issues promptly, ensuring the system remains relevant and functional. This role involves monitoring the quality of information, updating outdated content, and implementing new features or integrations as needed.

How to Implement a Knowledge Management System

While most organizations know they should have some form of knowledge management system, they don’t always implement them. It’s more than just a database; it’s a tool to help shape your company culture. Here are some tips on how to implement a knowledge management system in your business. 

Selecting the Right Tools

Start by choosing tools that align with your company’s current stage. Companies in their early Stages of Development may need a tool that’s not only simple and easy to use but also integrates into everyday workflows. However, companies in later Stages of Development may have more advanced needs for a knowledge portal, such as simplifying the onboarding process or permission management for security reasons. 

Use tools that support your current workflow without disrupting things too much. The Ninety platform provides a Knowledge Portal for easy information management that seamlessly integrates into other tools to aid in running your business.

Identifying Specific Goals

Define clear objectives for the system, such as improving response times, reducing training costs, or enhancing knowledge retention. Identify the most important knowledge your team needs. Set measurable goals related to specific purposes, such as improving communication across teams or reducing training time.

Training Employees for Knowledge Management System Use

Train members on using the system in a way that mirrors how they work. Guide people through a real scenario: where to find a process, how to update documentation, and how to add new knowledge. This reinforces the Process Competency and builds a healthy culture. 

Using Ninety as Your Knowledge Management System and More

A well-implemented knowledge management system does more than store information — it builds alignment, supports onboarding, and turns daily operations into a competitive advantage. As you consider how to centralize and share knowledge across your organization, Ninety’s Knowledge Portal is a powerful option.

Ninety isn’t just a tool for knowledge management — it’s a complete business operating system. If you’re curious about running meetings more efficiently, collecting data, and making your business run well all in one place, explore Ninety today.