Tips for Implementing a Knowledge Management System

Customer relationship executives are great for handling complaints and queries. But let’s face it, maintaining a customer care service demands huge efforts. Plus executives may not be available 24×7. The knowledge management system is a solution that helps you to establish a better connection with both your internal (employees) and external (customers) business relations. First of all, you need to understand what a knowledge management system is and how it can boost the growth of your firm.

What is a knowledge management system?

A knowledge management system enables users to have access to the solutions to the frequent queries. It arranges the solutions in an orderly manner and makes the information easily accessible for the users. By creating a robust database the tool ensures better change management which is also of great help at the time of scaling up the business. The KM systems are capable of catering for the needs of firms ranging from fresh ventures to giant brands.  

Let’s have a look at the benefits that you can reap by implementing a knowledge management system:

• Always have implicit, explicit and tactic information stored in an organized way.
• Constantly update the data according to market trends.
• Empower customers to self-serve and find answers to their queries.
• Less traffic on the helpline.
• Save time and effort.

While implementing a knowledge management software, certain protocols are needed to be followed.

Here’s a list of the things you should consider while implementing a KM system:

Layout the business goals for the program

Identify and note down the problems that will be addressed through the implementation of the program. Include both short-term and long-term goals. This will help you to understand your expectations. Subsequently, you can direct actions involved in the program toward these predefined goals.

Give the responsibility of the program to able-hands

Someone needs to be assigned the job of managing the implementation project. Involvement of the leadership team in the process is crucial. Confident, creative and hardworking personnel should be chosen for the role of Knowledge Manager.

Assessment of the company’s current state

Assess the current position of the firm in the race to reach your business aspirations. Identify the lacuna between the present position and your goals. Figure out steps to eliminate the gaps.

Strategise and make a roadmap

The exact steps of the program must be enumerated before the actual implementation. Users and their opinions should be the prime concern. Have a keen understanding of the whole process of knowledge management.

The team should be trained properly

Skill development is necessary for the success of the project. Your team should be acquainted with the new system before the implementation. Each of the teammates should be aware of their collective and individual objectives.

Proper implementation

Follow the pre-planned steps and direct your actions towards the fixed goals. You have to invest time, resources and effort. Be prepared for it. Stay motivated and keep motivating your team.

Track your progress

Compare the performance of the firm after implementing the knowledge management program with previous performances. Establish parameters to judge the aggregate progress. Set your priorities and evaluate accordingly.

Stay up to date and keep improving

Documentation of all the consumer query and preference data by the knowledge management system helps in the process of scaling up the business. Keep up with the latest trends and keep integrating innovations (e.g. chatbots, AI technology) in your KM system. Celebrate every small accomplishment of the program because it keeps you motivated. As a result, the zeal for improvement stays alight. 

Conclusion

A knowledge management system introduces automation in a huge aspect of customer relation management. It saves time and efforts that can be directed to other crucial operations. Implementation of knowledge management programs requires a tactical approach. These tools have the potential to considerably enhance business performance.