Workplace efficiency is something that every employer strives to achieve as the organization grows larger. Some ways of achieving this contains both cutting edge technology as well as teaching discipline in its many forms. A knowledge management system is one such method of increasing efficiency. Here are the steps to implement a knowledge base successfully in your company.
1. Realize That Knowledge Management Is an Elaborate Process
Implementing a knowledge base is long and hard work. A process like this often tends to change the very fabric of the organization it is introduced into. Every segment of your organization needs to be a contributor to this process; the knowledge base must be a comprehensive database of all the knowledge in the company, and the best thing would be to start with your own team. However, such radical changes often face apprehension from employees and partners, so make sure you spend time pitching the idea to them and make them open to the idea before beginning to implement it.
2. Start Gathering All the Information You Can
This is, of course, the main and most important part of the knowledge management process. As mentioned before, start with consolidating all the information you can recover from your own team, and then branch out to the other teams in your department. You will need an experienced IT team to help you along the process, and get all the processes of the organization built into the system. A good IT team will be able to feed every bit of information right from its conception in the company and store it in the form of knowledge articles.
3. Organize the Information into Appropriate Categories
This next step is nearly as crucial as the process of acquiring all the data itself. A knowledge management system cannot be too complicated for your employees and staff members to use; you will need to find a way to categorize all the information that you currently have as well as the information that will be fed into the database in future interactions, into separate categories that will make it easier to access.
4. Integrate the Knowledge Base into The System of The Organization
A knowledge management system is meant to increase the efficiency of the organization, which is why it is important to ensure that the knowledge base documents everything that happens within the organization as soon as it happens. This includes requiring every single element of your company – employee, staff member, team etc. – to feed their inputs into the system in some way. Revise job responsibilities of everyone in your company to accommodate the new knowledge management system.
5. Delegate the Relevant Areas of Information to The Respective Groups They Are Important To
Not all the information available on the knowledge base is entirely relevant to each and every segment of the company and categorizing it and assigning the relevant categories to their respective teams becomes crucial for the sake of simplicity. This ensures that employees do not face too much clutter while trying to access the information they need. Additionally, certain information, such as financial records, cannot be freely accessed by everybody, and will need to be kept confidential. Your knowledge base will also need to be able to keep out the employees who are not authorized to view that information.
6. Educate the Staff on The Usage of The System
Finally, your staff and employees need to know how to use the new base; knowledge management systems need getting used to before they can be seamlessly integrated into the company. Hold workshops for every team in your company and teach them to use the knowledge base the right way and access the information that they need. Your knowledge base may be easy to use, but an introduction will help your employees use it without hesitation even for the first time.
It is important to note that simply gathering and putting up information on the base is not enough; As an employer, you need to make sure that the information that ends up on the screen is up to the mark. Having the information peer reviewed is one way of screening the information for faults before uploading it, and future content needs to be continuously approved as well.