Knowledge

management
system

A definitive guide to
positive employee
experience
Table of contents
Hybrid workplace- The new future of work 03
What is a Knowledge Management System? 04
The powerful features of Knowledge Management System

you should look for

06
How to build an effective Knowledge Management System 08
How Knowledge Management System is helpful for Hybrid
Workforce
09
Acuvate Knowledge Management System - How it can be
the right fit for you
10

02
Hybrid workplace- The new future
of work
Gone are the days of office cubicles, in- The hybrid workplace pattern will continue to
person meetings, team lunches where exist even after the pandemic
knowledge sharing happened the most. restrictions recede. It allows the employees to
Employee collaboration in one form was keep up the flexibility while keeping the
done primarily on-site, and working workplace aspects. Companies that have
remotely was a rare event. However, the adopted a hybrid working environment must
pandemic has shifted work patterns now figure out how to provide their remote
drastically and forced global tech giants staff with the tools and support they require to
to adapt to digital workspaces. be productive, engaged, and satisfied.

As the coin has two sides, a similarly hybrid workplace offers flexibility and possess a slew of
challenges too. Employees feel disengaged and feel left out due to lack of proper
communication tools and applications. Trying to access the relevant information is a tough
job while working remote.

As per the study conducted found that

employees spend 19% of the time in searching
and gathering information. - By McKinsey
There is a dreaded silo problem, organization’s
data and information needs to be properly
structured to ensure a great employee
experience and effective digital workplace.

Easy information discoverability and smooth knowledge transfer is much

needed for the employees to ensure productive workplace. This is where knowledge
management system steps in.

03
What is a Knowledge Management
System
Knowledge is power and it is crucial for every business to succeed. Organizational knowledge
allows for a greater understanding of knowledge requirements. It maintains a sound quality of
high-quality results and encourages long-term growth.
Companies should implement systems and procedures to collect data from all its
departments, locations, shop floors, and units. When relevant people across the business have
access to precise and trustworthy information, it increases communication and cooperation
across departments and locations, and they can evaluate the data to make educated
choices.
Before delving deep into the Knowledge Management System (KMS), let us know about Data
Management System (DMS).
DMS is a platform where all the organizational data is dumped into paperless form. It
focuses on storing and managing the company data to locate and access them when
needed, thereby helping you quickly find information and derive insights from it.

So, what is a knowledge management system?

Knowledge management has a broader scope that go beyond data management system.
It is a combination of assets, activities, and technologies – when they are combined enable
a company to access, govern and share knowledge with their employees.
Capturing, sharing, and efficiently utilizing knowledge are the important factor of having an
effective knowledge management system.

The most important stage of the

Capturing Sharing knowledge management
indicates how knowledge is process is effectively utilizing
encompasses both the
distributed within the company.
knowledge to create better
creation and storage of A strong knowledge sharing business decisions, as this is the
knowledge. It is the most systems assist businesses in
making information available to main advantage of knowledge
fundamental and basic all employees, repurposing management
level in the knowledge acquired knowledge and skills,
management process. preventing organizations and
teams from repeating mistakes,
and devoting more resources to
discovering practical solutions. 04
Importance of Knowledge Management
System
Knowledge is the centre of every choice made within your organization. Your company's
information is essential for product development, service enhancement, employee and
customer engagement, and your organization's overall running.
The next step is to make sure that the knowledge available is distributed to make an effective
digital workplace. Here’s how knowledge management system comes into play :

Keep your knowledge Standardizing Accessible and well-

structured, organized information across organized training
and easily accessible the organization materials

Save your employees time, who would waste hours in searching for information, and their
manager’s time in repeating and explaining the same information over and over again

Types of Knowledge Management System

There are two types of knowledge defined in the business: Tacit Knowledge and Explicit
Knowledge

Tacit Knowledge Explicit Knowledge

This knowledge refers to the Knowledge that can be processed,
information, skills, and talents that stored, structured, and interpreted
an individual acquires through is the explicit knowledge. This kind
experience but finds it difficult to of knowledge is available in
express or communicate to others. formats such as books, manuals,
Tacit knowledge is never informative videos, and much more
documented, neither pointed out
nor discussed 05
The powerful features of KMS you
should look for
Smart Search
According to McKinsey, an average employee Like Google, Knowledge management
spends roughly 19% of their day looking for and systems allow employees to locate what
accumulating information. Eventually, they get they're looking for with much ease, even if
distracted from their daily work chores and they aren't aware of the content's title and
collaboration activities. This is the prime reason tags. A system that indexes all the
why most companies go for a KMS. It enhances organizational content available in any
employee productivity by minimizing the amount format enables easy search. Your KMS
of time workers spend looking for information. should consider many factors, for instance-
how frequently a keyword is used and
where exactly it appears on the page.

Every department in your company benefits from a powerful internal search engine., For
example: the Management team will be able to find the market-related docs, statistics,
research, and more to make informed decisions; a new onboard will be able to go through
training documents, materials, and so on, increasing employee experience making it an
effective digital workplace.

Enhanced analytics
Do you want to know the most often asked questions from your employees? Which bits of
material help employees boost their productivity and work quality? Which staff are actively
working together and sharing their knowledge? Leaders may use simple analytics to answer
these questions and improve their knowledge management system. Analyzing the most
search keywords and their frequency may assist management figure out what their
employees are looking for the most and whether new material is needed to better satisfy their
needs.
The analytics will help department and team
leaders identify which members of their teams
have watched and engaged with the knowledge
being shared on the platform. Ensuring access
to the right knowledge at the right time leads to
great productive workplace

06
Access knowledge using any device
In the hybrid work culture, employees tend to work on phones and access knowledge to
complete their jobs. As per reports, the average American spends more than five hours every
day on their smartphones.
Employees should explore and digest information
effortlessly regardless of the device with a strong
knowledge management system that supports all the
devices. As "work from anywhere" rules become more
widespread in various industries, this feature will
become even more significant, and it will be critical in
businesses where frontline workers need to access
company information on the go. This will ensure a
great employee experience in a productive digital
workplace.

Single Window View

Your team members most likely be working with set of tools every day. Those may vary from file
storage drives and CRM’s to messaging platforms. The best knowledge management system
will work with the platforms your team already uses, allowing them to access information while
they're working.

It allows teams to access knowledge without switching apps, enhancing employee experience
and improving employee productivity. As per a study, it takes around 23minutes, 15seconds to
get back to the task after being distracted, and there will be significant time savings with KMS.

Employees across the organization will be able to search for and share knowledge content
directly in apps like Microsoft Teams, Slack, etc.

Security and Governance

Securing knowledge has become very crucial
to protect the valuable knowledge assets.
Knowledge shared can be secured by limiting
the access to specific individuals. Also, the
edits made to the document should be
governed easily. Knowledge workers need to
track the changes being done and manage
document access to prevent data loss.
07
How to build an effective and
productive Knowledge Management
System
To have an effective KMS, information needs to go through 4 stages: Discover, Capture,
Share and Implement

Discover Capture
Knowledge must be discovered before it can Knowledge capture is the process of
be applied. The development of knowledge extracting knowledge from people, research,
from raw data is called as knowledge facts, organizational data.
discovery. Raw data must be refined to yield
Tacit knowledge is captured from individuals
valuable information, which must be then
through documentation, verbalization and
analyzed and processed into knowledge.
sharing them. Knowledge is being captured
Surveys, questionnaires, individual and and made sure it is available to the
group interviews, etc., are all methods for employees when needed.
gaining knowledge.

Share Implement
After significant amount of tacit and explicit The final stage, where information has been
knowledge been gathered, it is time to share discovered, captured, and shared must be put
information. Sharing the knowledge will to use in the business. If this application or
double up the value of it implementation is ineffective, all knowledge
As a result, knowledge sharing is defined as management efforts would be futile
the practice of making relevant explicit or tacit Knowledge application is the process of
information available to the appropriate putting knowledge into practice in order to
individuals at the appropriate time. Businesses make better decisions, enhance processes,
can benefit from knowledge sharing since it and solve business challenges. To make
improves team collaboration important business decisions, the knowledge
Organizations, nowadays have a shared pieces are used
environment where team members can
collaborate and contribute to efficiently
manage knowledge sharing.

08
How KMS is helpful for Hybrid
Workforce
A healthy hybrid work environment should provide an opportunity for creativity and flexibility
to the employees. Organizational leaders must come forward to establish a KMS for the hybrid
workforce for a great employee experience

Knowledge management system enables the

hybrid workforce to easily find the knowledge
when and wherever required. Since everybody
is scattered due to the new work culture,
information which was earlier passed hand-
to-hand among the employees is now can be
shared digitally. It not only lets the staff to use
Knowledge base but want them to get
onboard with sharing new information.

Incorporating a strong KMS with advanced

features will provide flexibility and
productivity benefits of hybrid workforce. It
will prevent the workforce from feeling
disconnected and shunned from the
organization and moreover, employees get
motivated to share, connect and engage
with their colleagues

09
Acuvate KMS- How it can be right
fit for you
At Acuvate, we enable our customers to have the best Knowledge management system
that elevates their research and share knowledge with Mesh 3.0- an employee experience
platform.
Mesh delivers AI- powered knowledge tools encapsulated by Microsoft’s Azure cognitive
services to organize unstructured information, retrieves valuable research data, and
enables seamless knowledge transfer.

It is packed with advanced features that

drives it to be a perfect to cater to the needs
of hybrid workforce. Let’s dive into some of
the features of Acuvate KMS
App integrations without any limitation

Build a knowledge repository of all your unstructured data, research, information from
the apps in one place for easy knowledge discoverability. Also, AI-powered KMS lets you
access knowledge from the integrated apps itself avoiding context switching.

Automated tagging with AI-powered knowledge mining

Manually tagging the content can be very costly at times. Our KMS powered with AI
helps in analyzing unstructured data, automate content tagging, and discovers
patterns in the information that is being used by the employees to deliver the most
relevant information.

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Easy information discoverability with
cognitive search technology

Our KMS uses cognitive search engine that helps in delivering personalized employee
experiences. It gives recommendations, displays content, multimedia and multilingual
search based on the employee activities like search patterns, locations etc.

Discovering and sharing knowledge is one thing, but what if the

knowledge you want to access for your daily work activities finds
you? Isn’t that sound cool?

To know more about Mesh 3.0 and Acuvate’s Knowledge

Management System feel free to reach one of our consultants.

Email : [email protected]

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