Knowledge Management System: 4 benefits of choosing a separate and specialized

The right knowledge management system supports the chosen method and strategy and reduces the need to develop workarounds. It also encourages users to follow the correct methods through having the right flow and functions. We give you four good reasons to why you should use a separate knowledge management system rather than go with any built-in knowledge module.

4 benefits of choosing a separate and specialized knowledge management systemChoosing the right knowledge management system for the work with knowledge is important and we often underestimate the difference between the various systems. The working methods and the people are more important than the systems and tools, which in itself is correct, but the systems and tools are not far behind in level of importance. If you choose to work with the KCS knowledge method, it is even more important to choose a knowledge management system that supports the method, and where it is designed so the natural way of using it leads to the same behavior that the methodology recommends and that you want to achieve.

1. A knowledge management system must adapt to the fact that knowledge is everywhere

Knowledge is everywhere in an organization, and it’s a challenge to navigate and get access of the right knowledge. For large enterprise organizations it’s impossible to have just one knowledge base and you have to accept that knowledge is spread around in different knowledge bases. With a professional specialized and separate knowledge management system you can easily connect and integrate search capability and other functions to make all this knowledge available from one place, the knowledge management system. You can also easily change one system or knowledge base without having to replace your entire knowledge platform. This makes it future proof and flexible for changes.

2. Your knowledge is the most valuable thing you have

We are, of course, slightly biased when it comes to knowledge management systems, but we also have a unique insight into the pitfalls when estimating the importance of a good software. A good knowledge management system can be seen as a good facilitator in the work between knowledge and self-service.

A question we are often asked is where in the tool and ecosystem we should place a knowledge management system. As knowledge in a company or organization is almost always one of the greatest values, it is important to treat this knowledge cleverly. It is compiled in some form of knowledge database and needs to then be able to be distributed and linked to other important systems. We recommend that all companies and organizations have a separate system to compile the company’s greatest value, the combined knowledge, in a pure knowledge management system. This is where you have to compile the most important information, and it is worth having a specialized intended solely for this purpose, to compile, structure and distribute this information. It can be compared to the majority of people using different systems for CRM, intranet, external websites, etc. They are specialized and good at different things.

3. It is no good to be dependent on othersSpecialized knowledge management system - integration

One of the most important properties in this knowledge management software should be that it builds on modern, scalable and open technology and that it is easy to integrate and link this knowledge core to other tools within the organization, such as the case management system, intranet, CRM, etc.

One consequence of having a separate specialized knowledge management software and, for example, not using inbuilt modules in other broader softwares is that you do not need to replace the knowledge management software and – in the worst case – also change the methodology around the knowledge simply because you have chosen to replace your intranet or case management system, for example.

4. The quality determines the outcome

The forth and final reason for wanting a seperate knowledge management system is purely because it is a specialized for managing knowledge. If your company is in an early stage of maturity and simply needs to get going, an integrated module will suffice for a while, but to move from OK to good or very good, you will need a specialized software. We can compare this to connecting cinema-style surround sound to a TV. The TV’s own loudspeakers do the same thing – i.e. that they provide sound – and if you simply want to tick that off the list, then you can stop there. But if you want a better, louder and more comprehensive soundscape, you need to connect a specialized sound system with external speakers. The solutions are theoretically similar, but the experience and result are markedly different. No inbuilt TV sound can match up with even a mid-range specialized sound system that is designed and optimized for one thing – to deliver great sound. So, we recommend that everyone finds a specialized knowledge management software to integrate with your ‘TV’ (i.e. your ITSM/case management tool/intranet) and let the system simplify and guide you in your work towards successful self-service and knowledge management.

Thanks you for reading this article. If you have any questions please feel free to contact me or any of our Knowledge Experts.

Per Strand, Co-founder and Director Business Development, ComAround

Related links:

Whitepaper: Top ten reasons why Knowledge Management initiatives fail

Read about ComAround’s Knowledge Knowledge Management System

On-demand webinar: Advanced Knowledge Management for Global Support Organizations

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