Challenge in Managing Information
In the context of an organization, information is the most precious asset. It can influence stakeholders to make decisions at various levels in the organization. At the same time, it can also influence others’ points of view to react to news or issues related to the latest industry trends, or specifically, related to the organization.
Stakeholders are required to gather information from various sources on a daily basis. Those sources include minutes of meetings with clients, file attachments from email, or documents from another department. Those traditional methods of obtaining information rely on the ability and willingness of a stakeholder to provide information for others, which leads to inefficient and ineffective information gathering. In addition, the lack of a seamless document management system adds more challenges in gathering real-time, and yet accurate information. Although many organizations have been committing to utilizing group and network technologies to optimize their document management system, information still requires to be copied manually in some cases. On top of that, it is scattered under multiple databases which makes it less convenient for users to access relevant business information.
Overcome Challenge in Knowledge Management System
A centralized knowledge management system can help your organization overcome its challenges more conveniently. It allows users to gather, share, and utilize information within a one-stop place so that users are not required to switch between applications. Users can manage information more conveniently which can help them to consume less time daily to manage such information. Furthermore, it can help the organization more effectively to reduce team silos due to misinformation and miscommunication between stakeholders. Thus, stakeholders can even work in synergy effectively.
Knowledge Management System Integration in the Digital Era
Transforming the document management system to a centralized platform could provide several advantages for your entire organization.
Create a standardized Knowledge Management System
Under a centralized document management system, an organization can create a standardized knowledge management system according to its business needs. It is possible to develop a document directory structure according to the actual situation at the organization. For instance, it can collect and manage various types of documents, both structured and unstructured in a single platform. Documents such as web pages, official documents, and scanned files can be managed in an orderly manner. On top of that, it is possible to create various knowledge management templates. Templates such as document templates, email templates, and newsletter page templates can be created and managed under a document management system according to the organization’s needs.
Possibility to Integrate The Management System with Other Functions
Interestingly, a centralized knowledge management system can also possibly be integrated with other features under the organization’s unified platform. This is because the information under the knowledge management system is being brought and transferred to other features to form the enterprise information network. Furthermore, this integration could trigger more collaboration in the workplace.
For instance, if an employee wants to look for data related to the customers, the knowledge management system is able to integrate with CRM (Customer Relationships Management) function. As a result, employees can get CRM-related data faster, such as customer contracts, proposals, or other relevant information related to the customer.
Provide a Real-time Information Quickly
Information can be obtained more efficiently and effectively. Users, in this case are stakeholders in the organization, can obtain real-time information anywhere by enabling quick access to the system. They also can avoid some redundant tasks, such as collecting raw information manually, and focus on more important tasks. For instance, business analyst can focus more on data interpretation and decision-making for some important projects rather than just collecting raw information from multiple sources, which can be time-consuming for most employees.
Maximize Work Collaboration Through Digitisation
Last but not least, organization can be benefited from having more synergy at the workplace. With a comprehensive document management system, your team can even have more collaboration with the other stakeholders through a real-time updated document. On top of that, they can monitor the progress of projects under this system. Furthemore, it will improve your team communication and compliance, and at the same time, experience a more paperless working environment.
Weaver can help your organization to organize documents more conveniently for knowledge accumulation, sharing, utilization, and innovation under a single platform. Find out how we can help your organization to have a better knowledge management experience.
