A knowledge management system is software used by organisations to help manage resources including knowledge-based documents, frequently asked questions, and other information useful for their employees. It is an integral part of an organisation’s learning and development program. An online knowledge management system is often included as a crucial module in modern Human Resource Management Systems (HRMS). It enables employees to access online resources when required and enhance their skills.
Why use a knowledge management system?
It serves as an online encyclopedia and works as a valuable tool for businesses in every industry. Employers can help provide a consistent learning resource and maintain transparency of the current affairs in their whole organisation. Some of the most important uses of a knowledge management system include:
Help employees find answers
Employees might not be able to communicate with HR or their manager every time a question arises. In these circumstances, employees might prefer to search for their answers online, in which case, a knowledge management system can be their go-to place.
Easily solve FAQs
Generally, there will be questions that are repeatedly asked by employees. Providing answers to such frequently asked questions online can increase employee engagement and satisfaction. It also reduces the time spent by HR or managers repeatedly answering these types of questions.
Keeping information up-to-date and easily accessible
Documents, FAQs, and all other knowledgebase resources need to be updated regularly. Keeping all your resources within a knowledge management system means you change or update the content in one place and employees have instant access to this updated information.
What kinds of features are provided by a knowledge management system?
Instant knowledge addition
This system allows managers and authorised users to create customised information, add titles, select dates, and publish it on the go. It is much faster and effortless compared to paper-based knowledge management.
Advanced search filter
A knowledge management system can simplify searching for the required resource by providing advanced and clear filters.
Manage extensive categories
Categorising information according to the requirements of each department in your organisation can also help simplify searching. A knowledge management system allows one to categorise or group information as needed.
Editing a resource is simple and efficient. Adding new resources is also just as easy.
The visibility of a resource can also be customised based on its usage in different departments. Frequently used resources can be front and centre whereas more obscure resources may need to be searched for.
Supporting resource information with evidence in the form of photographs, documents, and videos can help employees learn concepts better. A knowledge management system allows you to attach multiple assets.
What are the benefits of a knowledge management system?
Effectively scale teams
The growth of an organisation brings along growth in the information that needs to be accessed by employees. A knowledge management system can help you provide a consistent learning approach for every new and existing employee.
Quick employee onboarding
One of the preliminary steps when onboarding a new employee is to educate them on the products/services and procedures of your business. The use of an efficient knowledge management system will simplify this onboarding process.
Keeping organisational continuity
A knowledge management system allows you to retain past employees’ resource assets. This allows new employees to access these simply and efficiently.
Provide more detailed help
Even the best resources and assets will become out of date over time. A knowledge management system allows you to update and provide detailed resources and assets that can easily be accessed by your employees.
A knowledge management system makes employees feel valued by educating them for better performance and growth. This element is key to ensuring that employees engage in work effectively and stay longer.
Implementing Sentrient’s HRMS in your organisation
Sentrient’s HRMS offers one of the best ways to help provide your employees with the right information when required. It includes all the above features to streamline knowledge management throughout your organisation. You can create a more employee-focused culture where managers are responsible for the maintenance of knowledge of their teams using the Sentrient HRMS. Please contact us today to learn how your organisation can benefit by using Sentrient’s HRMS.