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Even if you’re not familiar with the topic of knowledge management, you understand that every business has knowledge driving it.
In the last few years we've witnessed longstanding business models that have thrived for generations being flipped on their head and felt newfound levels of segregation and isolation. We’ve gone from working in the office to working from home and now hybrid working. Technology is the spoke keeping the wheels of most businesses turning, which has led to large investments in the digital workplace. ‘Digital’ is now an integral part of most people’s day-to-day working lives.
Market conditions are set to be dynamic for the foreseeable future with uncertainty being the only known. The knowledge and ‘know how’ of employees will be at the forefront of innovation, problem solving and competitive advantage during these uncertain times. Businesses need to develop strong knowledge management capabilities to create and disseminate knowledge so that they can stay ahead of the game.
A software solution that harvests and distributes knowledge throughout the layers of a business makes sense in this increasingly digital era; no longer a nice-to-have, a knowledge management software solution is an integral component of a modern digital workplace.
Knowledge sharing is more than just an exchange of information. It's about creating a culture where the collective wisdom of the organization is accessible to everyone, thereby empowering teams and driving business growth. Here’s why making knowledge sharing a central part of your company’s ethos is not just beneficial but imperative:
A company’s source of competitive advantage cannot be static. External and internal conditions, consumer preferences and competitor offerings are constantly evolving. Therefore, the knowledge and abilities with which an organization creates value must keep pace to remain in demand and competitive.
Knowledge management capabilities enable an organization to react to changing market conditions, achieve growth and sustain competitive advantage. These KM capabilities need to be integrated in the organization's working practices and routines. This is especially true for organizations competing in fast, dynamic markets. The flow and efficiency of how knowledge is fostered and transferred throughout the organization is critical.
It’s important to foster a culture that promotes organizational learning and knowledge sharing. This means reducing the barriers to knowledge sharing and adopting tools and practices that actively promote it.
Openness and trust are key characteristics that need to be instilled in a culture of knowledge management. Individuals need to be encouraged to share their experiences and expertise.
Tacit knowledge is often highly subjective and made up of an employee’s insights, intuitions, and hunches. Therefore, an employee needs to feel safe in sharing their tacit knowledge. This can be done through mediums such as brainstorming sessions, group problem solving, mentoring and collaboration initiatives. Tacit knowledge can then be developed into company explicit knowledge via identifying and documenting lessons learnt, best practices and bench-marking of these initiatives. This harvested knowledge can then be fed both horizontally and vertically across the organization.
Proper management of this knowledge means it is available to all levels of the business. It can be used in decision-making, to solve problems and to innovate, which is how good knowledge management contributes to the constantly evolving source of competitive advantage.
Knowledge is disseminated throughout an organization through knowledge management capabilities that are integrated into existing working practices, routines and initiatives.
To achieve this there needs to be an infrastructure in place that allows people to share knowledge within the context in which it is required. Employees need to be provided with the tools to be able to create, store, disseminate, and utilize knowledge and expertise within the organization.
The relationship between technology and knowledge management is similar to the relationship between tools and the mind. For example, the mind uses tools to transfer and explain an idea. Knowledge management uses technology for the transfer and exchange of knowledge. Technology therefore, plays a pivotal role in developing knowledge management capabilities. IT infrastructure enable’s employees to create new and maintain knowledge from existing working practices, routines and initiatives within a range of formats from best practices to how-to videos. Employees can then store, access and reuse knowledge.
If an organization doesn’t allocate investment, time and resource into a suitable knowledge management software solution, employees will still create and reuse the knowledge they acquire. If the knowledge management software doesn’t support employee needs and isn’t properly maintained, then employees will struggle to use it. This results in people putting knowledge in places others can’t find it, recreating other people's efforts and reusing knowledge that’s out of date or incorrect.
Selecting the right knowledge sharing platform depends on various factors like the size of your organization, your existing tech stack, and specific business needs. Consider factors like ease of use, scalability, integration capabilities, and security features.
Top knowledge sharing platforms
Employee knowledge sharing platforms should make the dissemination of knowledge easier and faster.
Microsoft SharePoint
Given SharePoint’s wide presence, it makes sense that many companies would want to build their knowledge sharing on this software. To turn SharePoint into an effective knowledge sharing platform, organizations need to integrate the platform with tools that extends the out-of-the-box capabilities of SharePoint such as with more search and filter options, automated information architecture, taxonomy and term management.
Best for: Integration with Microsoft Office Suite
Key Features: SharePoint offers a robust platform for document management and collaboration. Its seamless integration with Microsoft tools makes it a go-to choice for businesses embedded in the Microsoft ecosystem.
Confluence by Atlassian
If you’re looking for a flexible project management solution for collaboration, then Confluence by Atlassian is a good alternative but it does not provide wider knowledge sharing capabilities, especially across the organization.
Best for: Software development and project management teams
Key Features: Confluence excels in project collaboration, offering a versatile workspace that's ideal for technical teams. Its deep integration with Jira and other Atlassian products makes it a powerful tool for agile workflows.
Slack
Best for: Real-time communication and integration with numerous apps
Key Features: Slack isn’t just a messaging app; it’s a platform that enables instant communication and integrates with a multitude of other applications, making information sharing quick and efficient.
Google Workspace
Google Workspace, once known as G Suite, offers a set of office and collaboration apps. Many may still prefer Microsoft 365, with comparable power, better security and it comes with desktop-based file storage.
Best for: Small businesses, education and other institutions.
Atlas Intelligent Knowledge platform
Atlas tackles the critical organizational challenge of improving business productivity by unlocking knowledge within Microsoft 365 and other enterprise systems. Unlike alternatives, Atlas auto-tags and consolidates Microsoft 365 and other content, creating a unified business-oriented platform employees use to drive the business forward.
Best for: Organizations using Microsoft 365 that want to extend their intranet into a knowledge intranet or have complex knowledge management requirements.
Key Features: Atlas stands out for its deep integration with Microsft 365, information architecture and search capabilities and more recently its powerful AI capabilities, making it a top choice for businesses looking to maximize their Microsoft investment.
Atlas Intelligent Knowledge Platform
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Please see below real-world examples of businesses that have successfully implemented Atlas for knowledge sharing.
1. Define Clear Objectives
Before implementing a knowledge sharing platform, it's crucial to define clear objectives. Determine what you want to achieve with the platform, such as improving collaboration, enhancing employee training, or increasing productivity. Clear goals will guide the implementation process and help measure success.
2. Choose the Right Platform
Selecting the right platform is critical. Consider factors such as ease of use, scalability, integration capabilities, and security features. Popular knowledge sharing platforms include Microsoft SharePoint, Confluence, Slack, and Notion. Evaluate each option based on your organization’s specific needs and workflows.
3. Engage Stakeholders Early
Involve key stakeholders from various departments early in the implementation process. Their input can provide valuable insights into the features and functionalities needed. Early engagement also helps build support and encourages adoption across the organization.
4. Promote a Knowledge-Sharing Culture
A knowledge sharing platform is only effective if employees are willing to use it. Promote a culture of knowledge sharing by recognizing and rewarding contributions. Encourage leaders to model knowledge-sharing behaviors and communicate the platform's benefits to all employees.
5. Provide Comprehensive Training
Ensure that employees are well-trained on how to use the platform. Offer training sessions, create user guides, and provide ongoing support. The more comfortable employees are with the platform, the more likely they are to use it effectively.
6. Organize Content Effectively
Organize the content within the platform in a logical and intuitive manner. Use categories, tags, and metadata to make information easy to find. Regularly update and maintain the content to keep it relevant and accurate.
7. Monitor and Improve
Regularly monitor the usage of the knowledge sharing platform and gather feedback from users. Use analytics tools to track engagement and identify areas for improvement. Continuously refine the platform based on user feedback and evolving organizational needs.
Q: Why is a knowledge sharing platform important?
A: A knowledge sharing platform is important because it ensures that valuable information is easily accessible to all employees. It improves collaboration, reduces redundancy, accelerates decision-making, and supports continuous learning and innovation.
Q: How do I choose the right knowledge sharing platform?
A: To choose the right knowledge sharing platform, consider factors such as ease of use, integration capabilities, scalability, security features, and cost. Evaluate multiple options and select the one that best meets your organization’s needs and workflows.
Q: How can I encourage employees to use the knowledge sharing platform?
A: Encourage employees to use the knowledge sharing platform by promoting a culture of knowledge sharing, providing comprehensive training, recognizing and rewarding contributions, and communicating the platform's benefits. Leadership support is also crucial for driving adoption.
Q: How do I measure the success of a knowledge sharing platform?
A: Measure the success of a knowledge sharing platform by tracking key metrics such as user engagement, content creation and usage, time saved, and impact on productivity and collaboration. Regularly gather feedback from users and use analytics tools to assess performance.
Collect data on the identified metrics using analytics tools integrated with the knowledge sharing platform. Many platforms offer built-in reporting features that provide insights into usage patterns and user behavior. Analyze the collected data to determine the impact of the knowledge sharing platform. Look for trends and correlations that indicate improvements in efficiency, productivity, and collaboration. Compare the data to baseline metrics collected before the platform’s implementation. Then translate the measured improvements into financial terms. For example, calculate the monetary value of time saved by employees and the cost savings from reduced redundancies and errors. This will help quantify the financial benefits of the platform.
Assess Intangible Benefits
Consider the intangible benefits of the knowledge sharing platform, such as enhanced employee satisfaction, improved decision-making, and a stronger culture of collaboration and innovation. While these benefits may be harder to quantify, they are equally important for assessing ROI.
Present Findings
Present the findings to stakeholders, highlighting both the quantitative and qualitative benefits of the knowledge sharing platform. Use clear and compelling visuals to illustrate the impact and justify the investment.
As we navigate the complexities of the AI era, knowledge sharing stands out as a powerful lever for organizational success. It's a strategic imperative that can significantly impact your company's ability to innovate, compete, and thrive. By fostering an environment where knowledge is freely shared, you empower your employees to contribute to the company's success in meaningful ways, driving growth and ensuring a sustainable competitive edge in the marketplace.
Remember, knowledge is a resource that grows when shared, and your organization’s willingness to embrace knowledge sharing is a critical determinant of its future success.
For those eager to explore further, a plethora of AI and knowledge management blogs and ebooks are available, providing deeper insights and strategies tailored to various industries.
