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Free Employee Knowledge Management Software: 5 Factors How to Choose

Knowledge is essential for today’s organizations. Your business venture can incur substantial costs rewarding workers to convert the vast knowledge they have into good use. However, most companies do not have a specific tool in place for taping, managing, and sharing this vital knowledge with their staff.

To boost enthusiasm and keep your employees fully engaged, a robust internal knowledge management system would be a great choice. Besides capturing business data, knowledge management software for employees enables quick access to essential company information. This program is a game changer when it comes to streamlining the process of knowledge acquisition.

Nevertheless, finding the right tool for your organization among the dozens available is like finding a needle in a haystack. To simplify the purchasing process, here is an incredible buyer’s guide. Just read through to discover how simple it is to choose knowledge management software for employees.

Let’s begin with the basics.

 

 

Part 1
What Is Knowledge Management Software for Employees?

Typically known as internal knowledge management software, a knowledge management solution is a business tool primarily designed to tap and document all organizational information in a professional, easy to locate manner.

Functioning like a knowledge respiratory system, this intelligent program enables your employees to access business information easily. Besides that, most knowledge management software for the employee are designed an exquisite centralized data hub that serves the following key purposes

  • Creating content
  • Organizing content
  • Redistributing information across search tools

Status.net – free employee knowledge management software (click here to create your account)

Part 2
Benefits of Knowledge Management Software for Employees

Apart from increasing engagement and morale among your staff members, an excellent internal knowledge management tool offers many benefits, which include:

ProsperForms — set up a form and start receiving submissions from your colleagues in minutes. 100+ forms available: reports, logs, requests, etc. or build your own. View and manage submissions on Timeline and Dashboard screens, generate PDF reports. Get Started
  1. Centralized Information Hub

    As employees respond to the client’s questions, they will deeply interact with your customers to better understand the presented concerns. However, the interaction is often random and incredibly chaotic, and the contributions may not make much sense. But for a committed and futuristic entrepreneur, the problem-solving process should not end at resolving just one challenge.
    Designed with a powerful data hub, this intelligent tool captures and catalogs various support interactions together with the method used to resolve them. This information is important for future referencing if a similar problem presents itself.

  2. Reduced Training Costs

    It takes both time and cash to develop a qualified work team. Typically, most organizations prefer on-job training as it reduces the training resources invested. This can last for weeks which, in business terms, translates into reduced production.
    However, an internal knowledge management system offers a robust database loaded with insightful learning information about your organization. This enables new employees to quickly grasp concepts, turning them into highly qualified staff.

  3. Increased Productivity

    Designed with an exquisite cataloging system, this business program presents business data in a perfect, easy-to-find manner reducing the time needed for support agents to locate specific information. Precise documentation ensures that your employees can find the correct information every time they need it, thus increasing relevant responses. This improves service, quality, and productivity.

Other key benefits include:

  • Ensures accurate databases
  • Improved distribution of knowledge
  • Increased employee satisfaction
  • Reduces time spent looking for answers

Part 3
In-depth Guide on How to Choose Knowledge Management Software for Employees

Quality content is the livelihood in which your organization thrives. There are dozens of products available that can help you develop killer data recording tools for employees to reference. Your staff requires quality collaboration time and a robust knowledge center for in-depth referencing to guarantee efficient and professional customer support. However, you know that you need a powerful knowledge management software package for employees to attain this. When investing in one, here are some of the dos and don’ts.

Essential Factors to Consider in Knowledge Management Software for Employees

1. Content Quality

One of the most important aspects to consider in a knowledge management solution for employees is the quality of the content it offers. An excellent program should provide your employees with relevant information that will help them to respond to customer questions.

Understanding the precise information that will make sense to your employees is a challenging task. To ensure relevant information, you should first study your organization, getting a firsthand experience of various business elements like

  • Workflows
  • Training curves
  • Common challenges employees face

Tip: When determining the information you require, make sure to involve your employees as they are the people who will be using this tool.

ProsperForms — set up a form and start receiving submissions from your colleagues in minutes. 100+ forms available: reports, logs, requests, etc. or build your own. View and manage submissions on Timeline and Dashboard screens, generate PDF reports. Get Started

2. Knowledge Presentation

Now, you explicitly understand the kind of information you need in your organization. However, the chase does not end there. To ensure quick data access, you should choose a tool that presents the knowledge clearly.

Of course, you will be dealing with tons of paired data (questions and answers), and your tool should be designed in such a way that employees can quickly find it. Typically, most internal knowledge management tools categorize business information according to the

  • Creation date
  • Nature of the data (for example, HR-related information in one group)
  • Specific departments

By now, you have a clear picture of the kind of capabilities and functionalities you are looking for. With this understanding, you can significantly narrow down your search, allowing you to quickly identify the best fit and tool for your organization.

Status.net – free employee knowledge management software (click here to create your account)

Part 4
Key Features to Look for in Knowledge Management Software for Employees

  1. Robust Search Engines

    A robust internal knowledge management solution should offer effective search engines. This capability lets your support agents quickly find data they are looking for by just keying in a sequence of keywords. Additionally, the search engine should be intuitive so that staff members can conduct a partial search whenever they are not sure of the file names they are seeking.
    With this functionality, you are assured of a fast, seamless workflow, thus saving time and improving work efficiency.

  2. Superior Authoring Tools

    Besides powerful document-seeking capabilities, a great knowledge management solution should be designed with data entry capabilities. When purchasing this business technology, it usually only encompasses a standard knowledge base. As an entrepreneur, it is your absolute duty to transform this basic database into a reliable business resource.

    However, creating a robust knowledge base is a gradual process, and it necessitates collective pinning together of short pieces of information into an insightful data center. For this reason, your knowledge management software for employees should offer superior authoring functionalities, so all the challenges associated with data entering and updating are eliminated.
    When choosing your software, make sure it offers advanced data entry capabilities that allows all contributions from all staff members.

  3. Internal Commenting Option

    The knowledge database is the backbone that supports and validates all the internal business activities. Since all your actions tie to your business database, erroneous knowledge is incredibly dangerous and can result in catastrophic effects.

    Data accuracy is essential for the success of any organization. But since it is human to error, your knowledge management tool should provide exceptional collaboration channels so that multiple employees can view any incoming files and give feedback according to their understanding and expertise.
    An internal commenting option is an ideal functionality to ensure a precise knowledge database.

  4. Access Restrictions

    For any healthy organization, accessing information at different hierarchal levels should be managed wisely. As much as transparency is crucial, classified information like your organization’s financial status is explicitly meant for managerial staff.
    To ensure data privacy, your knowledge management software for employees should be designed with a powerful user access restriction. This capability breaks your database into multiple sections that only grants entry to authorized personnel.

  5. Analytics for Scorecards

    Another important factor to consider when choosing knowledge management software for employees is its ability to create insightful scorecards. This vital functionality autonomously captures the most explored topics. Understanding the most popular niches in your organization is a great tool when drilling support agents on various approaches when responding to questions. This helps you build a credible support team which results in increased customer satisfaction.

Other Important Features to Consider Include

  • System automation
  • Customization
  • Integration with the existing program stack
  • Accuracy
  • Speed

Our guide has highlighted some of the important features and capabilities to consider in this crucial business software.

Status.net – free employee knowledge management software (click here to create your account)

ProsperForms — set up a form and start receiving submissions from your colleagues in minutes. 100+ forms available: reports, logs, requests, etc. or build your own. View and manage submissions on Timeline and Dashboard screens, generate PDF reports. Get Started
employee information management

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customer information management

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location information management

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supplier information management

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vendor information management

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general log

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