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Implementing the Knowledge Management System with dynamic document management

Pigro capitalises on Knowledge Management by consulting and sharing information.

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 waste of time and money and be more competitive.

4 steps to implement Knowledge Management

As many of you will certainly know, a 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.

Before choosing the most suitable software for corporate knowledge management, it is necessary, however, to be clear about 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 it were grouped inside a large container, classifying contents to simplify future research. External and internal, explicit (documents, data, information) and implicit (deriving from experience and context) knowledge 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. select a software, that will have to meet the needs just highlighted.
    The use of a software employing Artificial Intelligence may represent an innovative solution to simplify the process and the consequent use of the corporate Knowledge Base.

Practical advantages of consulting a “dynamic” corporate knowledge base

1. Facilitating import and eliminating 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. Simplifying the search for information using natural language

Digital technology provides increasingly advanced systems to simplify research and centralise 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.

3. Promoting 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. Improving 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 competitive advantage.

Using a 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 what Knowledge Management is on our last article: Focus on Knowledge Management and find out if your company has a Knowledge Hoarding problem.