Implementing the Knowledge Management System with dynamic document management

Document management systems are at the heart of corporate knowledge management, ensuring that information is shared between all departments. Knowledge sharing is, indeed, a fundamental practice for all companies that want to eliminate the waste of time and money and be more competitive.

If you are interested in a targeted strategy to improve Knowledge Management in your company, feel free to contact one of our experts immediately for a customised solution.

If you want to learn more about the subject instead, keep on reading the article!

4 steps to implement Knowledge Management

As many of you will certainly know, good management of the Knowledge Base is essential to avoid the formation of unreachable and fragmented information silos in the company, which prevent employees from easily accessing the knowledge they need to do their job.

In this regard it is useful to summarise the main steps to implement a company Knowledge Management solution:

1. In the first phase of implementing proper Knowledge Management, it is necessary to define a strategy and detailed objectives, as well as to define the stakeholders, i.e. everyone who may add value or have a role in the implementation of the KM.

2. At this point, it is useful to start mapping the Knowledge Base, as if grouped inside a large container, classifying contents to simplify future research. External and internal, explicit (documents, data, information) and implicit/tacit knowledge (deriving from experience and context) must be integrated.

3. Once the terminology and formats have been defined, which will be used to call up certain content when necessary, the next step is to define the roles and the functions needed, establishing which operations can be carried out, by whom and with which restrictions.

4. At the end of this phase, it is necessary to choose a digital system, i.e. software, that will have to meet the needs just highlighted. Using software employing Artificial Intelligence may represent an innovative solution to simplify the process and the consequent use of the corporate Knowledge Base.

Before choosing the most suitable software to manage business knowledge, however, it may be useful to analyse your knowledge base, to understand any issues related to the company’s knowledge (and how to fix them).

For this reason, Pigro has created a tool to measure and improve the knowledge base quality, able to provide insights on the main problems that can affect the usability and findability of information, such as wrong sharing permissions, poorly-written content, conflicting or duplicated information, broken links, etc.

Practical advantages of consulting a “dynamic” corporate knowledge base

When we talk about "Dynamic Knowledge Management," we refer to a specific approach to corporate knowledge that uses AI technologies. Thanks to them, in fact, it is possible to make simple document management software a valuable ally in optimizing enterprise resources.

Managing the knowledge base dynamically means always having up-to-date information and accurate answers to get the work done in various business departments, without requiring high time, cost and effort.

In particular, a "dynamic" knowledge management system can:

1. Facilitate import and eliminate waste

Certainly, one of the advantages of good knowledge management is waste elimination in management costs, since by unifying processes and communication, less time is spent searching for scattered information and data, and resources can be better distributed where they are considered most useful.

If implementing Knowledge Management seems like a long and costly process, the Artificial Intelligence developed by Pigro offers a solution to this problem.

It gives you the possibility to import all the documentation that makes up the company's Knowledge Base, a unique and unrepeatable capital, in any format and from any repository.

2. Simplify the search for information using natural language

Digital technology provides increasingly advanced systems to simplify research and centralize knowledge.

The objective of a Knowledge Management System is to interrogate, like a real search engine, all the information already held by the company, through a simple and intuitive, user-friendly interface.

Thanks to a proprietary algorithm, Pigro automates the training phase of the system, automatically matching possible questions and answers contained in digital documents. Each query or question from employees will be matched with an answer in the Knowledge Base, also in natural language, and the source from which it came.

This way, Pigro can cut information-research time by 10%, and thanks to its Deep Learning and Information Retrieval language models offers 90% of answers accuracy compared to its competitors.

3. Promote the updating and circulation of knowledge

People with more skills can enhance their knowledge by sharing it with the rest of the company, feeling more motivated and therefore more productive. Research carried out can be saved and shared with colleagues. 

Time-saving is evident, both in carrying out work activities, but especially in the implementation phase of the whole system, which does not require modifications or transcriptions of the Knowledge Base to be usable.

Dynamic document management is precisely the feature that allows new content from linked sources to be used immediately. New blog articles, new website pages, new product sheets, etc. can be imported from a website URL, copied and pasted or imported directly from files and be constantly updated and enriched automatically, thanks to tools for creating new content and alerts that report information gaps in the documentation.

4. Improve collaboration and productivity

The adoption of a Knowledge Management strategy fosters collaboration at multiple levels, affecting the value chain, innovation processes and consequently improving company performance to gain a competitive advantage.

Pigro fosters content sharing between departments such as Sales and Marketing and supports collaboration avoiding the creation of redundant materials, allowing saving 5 days per employee every year.

Using software that automates the import of the knowledge base, and extracts the required answers and documents at the right time, simplifies corporate knowledge management: easily and quickly search for content, share it with colleagues, ask questions, allocate resources, store new documentation, train new staff and encourage everyone from interns to CEOs to provide ideas.

Learn more about Knowledge Management in our last article Focus on Knowledge Management and find out if your company has a Knowledge Hoarding problem.

Want to know more? Contact us for more information on Pigro!