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7 Key Factors: How to Choose Knowledge Management Software

 

 

Part 1
What Is Knowledge Management Software?

In simple terms, knowledge management software is a business tool that enables companies with the identification, collecting, organizing, and distributing business information among your staff and stakeholders. At its best, a knowledge management solution provides your organization with a single amalgamated pool of data in an easily

  • Accessible
  • Discoverable
  • Updated manner

A knowledge management software is meticulously designed to boost the efficiency of your business venture, thus improving output.

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

Part 2
Use Cases of Knowledge Management Software

Typically, there are four main methods in which companies employ knowledge management software.

They include:

  • Boosting Customer Service: by helping customer service agents find answers to their questions quickly.
  • Knowledge Retention: by capturing knowledge from professionals in your organization, this tool helps in knowledge retention, thus enabling newer staff members to learn even after the experts are long gone.
  • Training and New Hire Orientation: with a vast knowledge database, this software forms a reliable training platform for onboarding new workers.
  • Customer Feedback Analysis: designed with advanced features, some knowledge management solutions can filter through the jargon, slang, and usage of varied language patterns to provide insightful reports from customer feedback.

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

Part 3
Benefits of Knowledge Management Software

Are you wondering why you should install knowledge management software? To understand why, check out some of the benefits of this business tool.

  1. Faster Decision-Making

    A knowledge management tool provides precise information at the right time. By doing so, the solution greatly simplifies both the knowledge-seeking and decision-making procedures. Unlike classical techniques, with this automated software, you can significantly reduce the time spent finding information about your company.

  2. Better Human Relations

    A perfect knowledge management tool is designed with collaboration apps that help nurture communication and collaboration among staff members, which improves employee relations, thus improving output.

Other benefits include:

  • Improves the efficiency of your organization
  • Helps develop competent employees
  • Enhances goodwill
  • Provides more explicit knowledge

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

Part 4
How to Choose the Best Knowledge Management Software

Considering all aspects, knowledge management software is a powerful business tool. But since each tool is uniquely designed, not every solution is the best fit for your organization. As a result, many shoppers find it difficult to purchase the ideal knowledge management solution.

Moreover, the sheer number of these tools in the market has created mayhem among shoppers, leaving them wondering which to choose from the dozens available. To avoid making a tactical mistake and end up paralyzing your entire database, here is an in-depth guide on how to choose the right knowledge management software for your company.

Key Functionalities to Consider in Knowledge Management Software

  1. Accuracy

    Knowledge is power. However, if wrongly interpreted or sent, it can be destructive. Excellent knowledge management software should not corrupt the information in any way. It should provide the data as it is in the database.

    Also, your software should be able to locate data in your database accurately. The information stored in your database may be correct, but first, you need to evaluate if your tool can identify it by using commonly searched phrases.
    Tip: Consider a solution that can precisely sort possible answers such that the most probable ones appear at the top of the list.

  2. Relevancy

    Great KM software should prioritize responses concerning the nature of your workforce job. Rather than wasting time scrutinizing unnecessary data, your tool should focus only on the information relevant to the task at hand.

  3. Speed

    Of course, you are not looking for a sloth-like application. In logic, relevancy and accuracy are crucial traits when dealing with organizational information. However, as much as it may be accurate and relevant, if you deliver that information even a minute later, it may have already have lost its initial value by half or even become valueless.

    To land quick-action knowledge management software, make sure to choose a solution that runs seamlessly on your devices.
    Tip: Avoid bulky software as they eat up large database volumes, thus slowing its functionality.

  4. Ability to Update Information and Add New Content

    Another important functionality to consider in knowledge management software is employee autonomy. A perfect system should allow your staff to update it with sequential edits easily. Additionally, your system should enable you to update new content quickly and seamlessly search for terms without help from the customer support team.

  5. Feedback Loop to Create Employee Engagement

    A perfect system offers agents with an in-built functionality for constructive criticism on the content quality. You should also evaluate if you can apply new search terms and widen descriptions. Your system should be flexible enough to yield for adjustments.

  6. Analytics for Scorecards and Caching Data

    You should choose a software meticulously designed with a scorecard generating system that enables you to view the most explored topics. With this information, you can train your customer service agents on how to skillfully and quickly respond to questions.

  7. Question and Answers Section

    Although the remarks section is where your readers usually deliberate issues, it is essential to make sure that your database links to a question and answer section where you can offer them precise answers and provide a channel for readers to directly ask questions.

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

Part 5
Advanced Features to Consider in Knowledge Management Software

Depending on the nature and complexity of your organization, you may also want to look at these advanced features in a knowledge management system.

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  • Smart search
  • Smartphone integration
  • Service desk features
  • Contact center features

These are some of the essential factors and functionalities that you must consider when choosing the right knowledge management software for your business.

 

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

employee information management

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customer information management

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location information management

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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
supplier information management

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vendor information management

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general log

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project status report form template

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monthly status report form template

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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
monthly status report for department or team form template

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project performance report form template

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project post mortem form template

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project progress report form template

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project status report form template

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project status report with finance form template

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project status summary with finance form template

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weekly project status report form template

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