Knowledge is power – it has been the case for centuries and is even more true today. Those who can rise above the data deluge and extract valuable insights from it the quickest are the most successful in the corporate world in the current era of information overload.

This is where knowledge management and enterprise search intersect, where current company information is made accessible, knowledge can be shared across locations, and company specialists can be located faster.

What is Enterprise Knowledge Management?

Enterprise Knowledge Management

Enterprise Knowledge Management refers to capturing the enterprise’s knowledge resources to facilitate the retrieval and reuse of such knowledge by organization members. Typically, EKM employs technology that can organize data in a manner that can be easily accessed by company personnel.

Effective EKM allows you to dismantle the knowledge silos preventing your team from operating cohesively. To ensure that information flows freely throughout your firm, rather than being hoarded by particular employees, you create channels for information to flow. Everyone can profit from collective intelligence.

Some Basic Components of Knowledge Management

People, processes, Information Technology, and strategy are at the core of knowledge management. Regardless of the industry one is in or the size of an organization, there are certain elements that you cannot do without.

  • People. You cannot survive without people. People will always be needed to be at the forefront of leadership and support the knowledge acquisition and sharing process.
  • Processes. Having set and defined processes aid in the management and measurement of acquired knowledge.
  • Additionally, an organization needs to use relevant IT or technological tools to access the right people, the right content, and most notably, at the right time.
  • Finally, a clear and documented strategy on how to use knowledge management to meet the objectives and goals of the business is critical.

Importance of Knowledge Management in Enterprise

Knowledge Management

Knowledge management is crucial to organizations because it boosts the efficiency of an organization, especially concerning decision-making ability. It also enables people and organizations to collaborate, share, create, use and reuse knowledge.

Benefits of Knowledge Management

Some of the benefits that accrue from the use of knowledge management include;

  • Reduced time to find information. This is because the information has already been collected and stored; it is just retrieving it.
  • Reduced time for new staff to become competent. This is achieved by having the information required to train new employees at your disposal. As such, an organization need not waste time researching and analyzing data.
  • It has reduced operational costs. Because the information and knowledge needed are already available, an organization saves on resources it would otherwise utilize in looking for the info.
  • Identify knowledge gaps. When an organization utilizes knowledge management to acquire what it needs, it can establish what it lacks and plan to achieve it.

Knowledge Management Systems

Knowledge management systems may be tools or Information Technology solutions that an organization can use to help organize documentation and collected data. They also allow for the easy retrieval of the documentation and collected data. Knowledge management systems help people properly utilize knowledge to achieve their goals.

Knowledge Management Systems

Characteristics of Knowledge Management Systems

Dozens of features can be built into knowledge management systems. However, four stand out. They are:

  • Customization. This entails ensuring that your knowledge management system matches the rest of your organization or company website. This ensures that when users access it, they can maneuver seamlessly. Customization can be done by including the company logo and colors.
  • Rich text editing and multimedia. We can agree that knowledge can be acquired through more than words. Rich text editing and multimedia will ensure you can capture data through voices, videos, or images. It increases the scope of your search and widens results.
  • Feedback collection. No man knows everything. It is practical and in the best interest of any organization to be able to collect feedback from users. This helps to shed light on what is working and what can be improved or done better.
  • Controls. These consist of language, viewership, and permission controls:
    • Language controls are essential, especially if you are an organization that operates globally. It allows for translation and ease of use.
    • Viewership controls restrict what is accessible to members of the public. This is the case when you need to protect sensitive data like trade secrets.
    • Permission controls tend to operate internally. Not every employee may be cleared to access all organizational data or even use or distribute it. A knowledge management system with permission controls ensures that only a select few can carry out certain tasks.

From the above, it is evident that Knowledge Management Systems in Enterprise Search is a crucial tool that any organization worth its salt needs to employ. Knowledge Management in Enterprise Search is a growing field, and it is interesting to see how far it will go.

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