Successful Knowledge Management

2. Security

When data is stored on the computers of only a few people, or even manually on paper, the recorded knowledge can be lost very easily. By contrast, the same data – as long as it is stored in a Social Intranet – is safely kept. This benefits your organisation, as the accumulated knowledge cannot be lost and remains useful to everyone involved in the long term. The time gained can then be used for other tasks.

3. Future-proof

Digitalisation is advancing in all areas of life and therefore sooner or later in all organisations. It is therefore worthwhile to store internal organisational knowledge digitally. Furthermore, it remains preserved for the future and does not get lost – even if the knowledge holders leave the organisation. This means the knowledge can even outlast a generational change within the organisation. Because existing knowledge can be edited and new knowledge uploaded, it remains current, even if different individuals are part of the organisation today than, for example, ten years ago.

4. Flexibility

When knowledge is stored on an internal organisational platform, it becomes easier for everyone involved to access it. This is independent of time and place. As a result, everyone can acquire and work with the knowledge flexibly, even if they cannot be on site. This is a major advantage, especially for decentralised organisations. It also helps reduce barriers, as individuals who cannot move between different branches of the organisation still have the opportunity to access internal organisational knowledge and learn from it.

5. Efficiency

The process of gaining new knowledge or passing it on to colleagues is often tedious and time-consuming. Knowledge management plays an important role here, as it can save a great deal of time. For example, a process does not need to be explained every time a new person joins the organisation; instead, it can be made accessible via a comprehensive knowledge portal in the form of a document, presentation or video. This saves the organisation valuable time that can be used for more urgent matters. If questions remain, it is helpful to appoint a contact person within the organisation who specialises in this.

6. Competitiveness

An organisation with a knowledge-friendly culture is better positioned in competition. As expertise is consolidated and preserved, organisations with strong knowledge management are better equipped to face challenges such as skills shortages. A knowledge-friendly culture also encourages innovation and creativity, which likewise leads to a competitive advantage. Not all organisations practise knowledge management, so its introduction would place the organisation even further ahead.

Looking at the advantages described above, all organisations can benefit from effective knowledge management. However, there are differences depending on the type of organisation. Here are some examples of how useful knowledge management can be for different types of organisations.

Associations

Because associations are decentralised organisations with nationwide branches in the form of regional associations, digital knowledge management is perfectly suited to this type of organisation. Through structured knowledge storage, an association can increase the efficiency and quality of its own services, enabling members to respond better to enquiries and needs. Furthermore, an association that actively offers opportunities to acquire new knowledge can be attractive to non-members. They can view the knowledge, for example in the interactive member portal or the association app through a trial membership, and may then be encouraged to join the association to gain permanent access to this valuable knowledge.

Companies

Knowledge management can bring people together who would otherwise have little to do with each other. In the corporate context, this means that knowledge management can foster cooperation even between departments that normally have nothing or very little to do with one another. This brings employees together. Knowledge management can also strengthen employee loyalty. Employees can access knowledge and learn at any time, enabling them to work in areas where previously they were not specialised. All this leads to greater innovation, as new ideas can arise from the new knowledge, improving the company in the long term.

Franchise systems

A special type of company is the franchise system. As digital knowledge management is decentralised, just like franchise systems, the two go very well together. If one branch performs particularly well – for example thanks to a new process – this knowledge can be documented. The new knowledge is then uploaded to a platform accessible to all franchisees, allowing all branches to adopt the new process. In this way, an entire franchise company can benefit from the sharing of knowledge. It is also suitable for easing the onboarding of new franchisees, as all important information, such as a style guide, is easily accessible there. Thanks to a knowledge management platform, it is also possible for the head office to communicate new knowledge and information quickly to all franchisees.

It is a fact that the introduction of knowledge management is a lengthy process in which almost the entire organisation is involved. This discourages many leaders from introducing this process within their own organisation. Nevertheless, the effort is worthwhile, not least because of the numerous advantages that knowledge management brings to an organisation. If you still need to convince others within your organisation, it is particularly helpful to focus on the advantages. Especially the long-term benefits, which improve your organisation on a lasting basis, can persuade sceptics.