Knowledge management: Optimal use of knowledge in the company

In times when companies are constantly growing and changing, knowledge management plays a crucial role in collecting, structuring and using knowledge effectively. But what exactly is knowledge management? What methods and systems are in place, and how do companies, especially HR departments, benefit from targeted knowledge management?

Definition: What is knowledge management?

Knowledge management describes all the processes and strategies that a company uses to effectively capture, store and share knowledge. The focus is on making knowledge accessible and usable for all employees to increase efficiency and innovation. In this way, mistakes can be avoided and knowledge used in a meaningful way. Knowledge management involves two basic approaches:

1. Codification: Knowledge is explicitly recorded, documented and stored in databases or knowledge management systems. This promotes the reusability and rapid availability of knowledge.
2. Personalisation: The focus here is on the personal sharing of knowledge, often through direct communication or collaboration in teams. This approach encourages creative thinking and innovation as knowledge is shared flexibly and individually.

What are the goals of knowledge management?

Knowledge management aims to optimally capture, use and develop knowledge in the company in order to sustainably increase efficiency, innovation and competitiveness and thus also boost the workflow. An important objective is to increase efficiency by optimizing workflows and making information easily accessible, so that employees save valuable time. In addition, knowledge management secures the existing know-how by preserving and making knowledge accessible even during personnel changes.

Another goal is to foster innovation through knowledge sharing, which encourages creative ideas and new approaches to solutions. Knowledge management also contributes to quality assurance by establishing and consistently applying standards and best practices. Decision-making is also accelerated, as relevant information is readily available and informed decisions are facilitated. In parallel, project management is also simplified.

Finally, knowledge management supports employee development and fosters an open corporate culture in which knowledge is shared and valued. In the long run, knowledge management contributes to the company’s competitiveness and success.

Methods and tools in knowledge management

To successfully implement knowledge management, there are various methods and tools that can be applied depending on the company’s goal:

• Company wiki: A company wiki is a digital encyclopedia that serves as a central knowledge platform for employees. Documents, guides and best practices can be stored in a structured manner. This structure makes it easier for employees to find and use needed knowledge independently.
• Best practice databases: They serve to standardize knowledge and make best practices accessible to all.
• Lessons Learned: After projects, successes and failures are documented and analyzed to better shape future projects.
• Expertise networks: Through these networks, employees can access experts in a targeted manner and exchange knowledge in person.

Knowledge management systems: The technological basis

A Knowledge Management System (KMS) is a digital platform that brings all these tools together, making knowledge management efficient and user-friendly. A KMS collects, structures and connects knowledge so that employees can access relevant information anytime, anywhere. Search, filtering, and intuitive design make it easy for users to access relevant information. KMS also offer the ability to update knowledge, keeping it always up to date.

With features such as search filters, user rights, comments and internal wikis, knowledge sharing is encouraged, and employees can quickly find answers to questions or solutions to problems.

A knowledge management system enhances efficiency and transparency in the company and helps to ensure competitiveness by making optimal use of existing knowledge and keeping it available.

Who is responsible for knowledge management in the company?

There are different models for responsibility in knowledge management:

• HR departments are often involved because knowledge is central to employee development. This allows them to develop training and foster professional development.
• IT teams support the technical implementation and management of the knowledge management system.
• Specialist departments often take over the maintenance and updating of the content because they have the necessary expertise.
• Knowledge managers are special roles set up in some companies. They are responsible for promoting knowledge sharing and maintaining systems.

Benefits and challenges of knowledge management

Knowledge management offers companies many advantages:

• Increase efficiency: Employees have quick access to information, which speeds up workflows.
• Fostering innovation: The targeted exchange of knowledge leads to new ideas and approaches.
• Quality Assurance: Errors can be reduced and best practices can be applied.

At the same time, however, knowledge management also brings some challenges:

• Encourage knowledge transfer: The willingness to share knowledge must be actively encouraged. Employees often keep their knowledge to themselves, which hinders the success of knowledge management.
• System maintenance: A knowledge management system needs to be maintained and updated on a regular basis. This requires resources and a clear area of responsibility.
• Ensuring knowledge quality: The relevance and timeliness of the information must be ensured so that users have confidence in the data.

Knowledge management in HR

Knowledge management plays an important role, especially in the field of human resources. It helps to structure training, to use knowledge specifically for employee development and to facilitate the integration of new colleagues. Employee profiles, for example, can be documented in order to create specific training opportunities and to strengthen the expertise in the company in the long term.

Knowledge management: Prerequisites

To successfully implement knowledge management in a company, several prerequisites are necessary, which include both structural and cultural aspects:

1. Management Support: Successful adoption of knowledge management requires clear support and encouragement from senior management. Leaders need to recognize and actively promote the importance of knowledge sharing, for example by investing in systems and processes or through targeted communication.
2. Knowledge culture in the company: A culture of sharing and learning is crucial. Employees must be willing to share their knowledge openly and accept the knowledge of others. This requires trust, openness and a willingness to collaborate. Such a culture can be fostered by clear communication strategies and incentives.
3. Clear goals and strategies: The company should define what it wants to achieve with knowledge management, such as improving efficiency, securing expert knowledge or fostering innovation. A clear strategy sets out the steps and methods needed to achieve these goals.
4. Technology infrastructure: A powerful knowledge management system (KMS) or other suitable technologies, such as databases, internal wikis and collaboration tools, are required. These platforms serve as a central interface to capture, store and make knowledge available.
5. Defined processes and roles: Knowledge management requires clear processes for collecting, storing, updating and distributing knowledge. This includes defining roles such as knowledge managers, who coordinate the process and ensure that knowledge remains current and accessible.
6. Training: Training is necessary so that all employees can understand and use the system effectively. Promoting skills in using knowledge management tools facilitates integration into day-to-day operations and encourages active participation.
7. Continuous maintenance and updating: Knowledge management is an ongoing process. Knowledge needs to be regularly updated and reviewed to remain relevant and useful. This requires resources and an awareness that knowledge maintenance is a long-term investment.

These prerequisites create the basis for a sustainable knowledge management that strengthens the efficiency, innovation and long-term competitiveness of a company.

Knowledge management as a success driver

Knowledge management is an essential part of a modern business and can become a decisive competitive advantage. It not only simplifies knowledge transfer, but also fosters the potential for innovation. A clear strategy and a well-structured knowledge management system form the basis for a successful knowledge culture that increases efficiency and employee satisfaction.