What is Knowledge Management and Why is it Important to Your Business?

Though every worker is usually well-trained and equipped to perform his/ her job, there are always opportunities for businesses to create a more informed workforce.

Organizations that use a powerful knowledge management system as a mechanism to share company knowledge will improve efficiency, increase customer satisfaction, increase internal knowledge, and the overall knowledge base, and lower the worker turnover rate.

Building databases with informative training materials or providing self-service online learning options to customers will enhance the company's overall culture and improve the bottom line.

Read ahead to learn about implementing a knowledge management system and why it's an essential component of a successful business strategy.

What is Knowledge Management?

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Knowledge management is the process of producing, sharing, utilizing, and governing the expertise and data information of an organization. Its purpose is to improve efficiency and store organization knowledge so others can easily access it.

A management system often refers to training or learning materials utilized to inform customers and employees of an issue or business activity.

Knowledge creation is an ongoing process that maximizes the collective knowledge within an organization through sharing, generating, and examining important data. The goal is to use knowledge to create a superior instructive culture that encourages intuitive, hands-on learning.

The different types of information in knowledge management include-

  • Tacit Knowledge - This knowledge management definition is intuitive, user-friendly, and easily shareable. Examples include leadership ability, innovative skills, sales skills, or emotional intelligence.
  • Explicit Knowledge - Explicit knowledge is systemized and easily taught to others. Knowledge transfer may occur through manuals, documents, training videos, case studies, or a company's policies and procedures.
In general, there are 4 operational components of a knowledge management solution, including-

  • Organization Knowledge Management- Allowing an organization's data (explicit knowledge) to be available through the use of dashboards, content management systems, document management systems, or other management software.
  • Expertise Location- The process of utilizing tacit knowledge to share knowledge from an expert, management, or the leadership team.
  • Lessons Learned- A lessons learned database manages and delivers knowledge that shows workers how to perform a task. Typically, an expert uses his/her tacit knowledge and makes it explicit knowledge by delivering it through a lessons learned database.
  • Communities of Practice- Individuals who have a set of shared principles or interests and then use that experience (tacit knowledge) to discuss best practices or advice to a group of other employees.
Implementing knowledge management and utilizing management tools help ensure a company's success. It makes certain that employees are appropriately trained for their positions and that knowledge sharing is part of the organizational culture.

An effective knowledge management strategy provides opportunities for everyone to learn best practices, increase their awareness, make better business decisions, and gain a competitive advantage.

Why is Knowledge Management Important?

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Management systems knowledge is essential because it increases the efficiency of a company's decision-making capacity.

By ensuring that all workers can access knowledge easily by utilizing a knowledge platform, the organization creates a more proficient and streamlined workforce. Highly informed individuals who know where to look for data to answer a question tend to make better decisions.

It's easier to foster a culture of innovation when knowledge-sharing and learning is the norm. Customers also enjoy the increased access to the information data they need and workers feel more equipped to do their jobs. As a result of utilizing knowledge management tools, sales will improve and employee turnover will begin to decrease as workers are more satisfied in their positions.

In the data-driven world where information gathering is standard practice, it's becoming more difficult to stay competitive. Everyone has access to an increasing amount of knowledge and many organizations are collecting the same type of data. Finding ways to collect and respond to new data is essential to instill effective management processes.

Possible uses of knowledge management include-

  • A merger may create a need to codify and manage knowledge to encourage workers to share data and become more informed.
  • Seasoned workers may be retiring and they might want to pass on their knowledge to those who are staying.
  • Training materials need to be shared with new and current employees across an organization by using knowledge management software.
  • Management may want to update employees on new procedures, policies, or business processes through content knowledge management training.
Regardless of the reason for wanting to invest in a knowledge management system, the company will realize several key benefits from doing so. These include-

  • Increase in efficiency across the workplace
  • Better decision-making among workers and management
  • Create a culture of collaboration and knowledge sharing
  • Creating organizational knowledge across the business
  • Offer new knowledge by providing streamlined and optimized training materials.
  • Improved customer satisfaction levels and worker happiness due to the improvement in training improvements in the management process.


In summary, here are the key takeaways to remember about knowledge management-

  • Knowledge management is the sharing, producing, and governing of information across different areas of an organization.
  • The purpose of knowledge management is to create a superior learning culture that improves knowledge sharing and better informs workers/management.
  • The two main types of knowledge include tacit, or intuitive knowledge, and explicit, or systemized knowledge that is easily teachable to others.
  • Knowledge management is important because it improves everyone's decision-making abilities.
  • Knowledge management can be utilized after a merger, to train new or current employees on a topic, or to update new employees on a procedure/policy.
  • Benefits of a knowledge management organization include an increase in efficiency, better decision-making, a culture of collaboration, organizational knowledge across the business, optimized hiring practices, and an improvement in customer/worker satisfaction levels.

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