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Digital archiving and sustainable information management: why should you?

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What is process management and how important is it?

Data security: how to protect customers from cyberthreats

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Why WoodWing

How we help

icon-woodwing-enterprise-information-management-eim

Enterprise Information Management

Take charge of your content and information with Enterprise Information Management

icon-woodwing-unlock-your-potential

Unlock your potential

Unlock your potential with WoodWing's innovative solutions

icon-woodwing-content-orchestration

Content Orchestration

Managing content at scale has never been easier or more profitable

Solutions

Content Creation

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Content Creation

Collaborate and create high-quality channel-neutral content

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Digital Asset Management

Manage and distribute digital assets for streamlined content

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Multichannel Publishing

Maximize reach with seamless multi-channel content publishing


Content Management

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Document Management

Centralize and control your documents, ensuring secure access

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Information Management

Become more agile, reduce risks and benefit from available data

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Knowledge Management

Share knowledge for better collaboration and productivity

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Process Management

Document and optimize business processes for greater efficiency

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Quality Management

Ensure consistent and compliant quality standards for your organization


Content Services

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Creative Workflow Services

Unleash creative potential with tailored support from experts

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Digital Publishing Services

Enhance digital publishing strategy with expert services

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App Integrations

Integrate WoodWing seamlessly into your existing tech stack

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Experience stress-free hosting, software maintenance, and more


FEATURED CONTENT PIECE

Der Spiegel

How one of Germany’s largest news publications increased editorial and production workflow efficiency using WoodWing’s publishing software.

Read this case
Products

Take charge of your content

WoodWing Studio

Streamlined content creation and multichannel publishing solution

WoodWing Studio

Collaborative content creation and multichannel publishing solution that simplifies workflows and streamlines production processes.

Assets Logo (base)

Enterprise-grade digital asset management for streamlined workflows

WoodWing Assets

Enterprise-grade digital asset management solution that streamlines your creative workflow and simplifies collaboration among team members.

WoodWing Swivle

Cloud-based DAM for seamless file management and collaboration

WoodWing Swivle

Cloud-based DAM solution for managing, sharing, and collaborating on digital files from anywhere and on any device.

WoodWing Scienta

Simplified quality and process management for regulated industries

WoodWing Scienta

Quality management platform for regulated industries that simplifies compliance, knowledge sharing, and collaboration.

WoodWing Xtendis

Secure digital archiving and document management system

WoodWing Xtendis

Digital archiving and document management system that allows organizations to store, manage, and access their digital assets securely.

Connect Logo (base)

Powerful integration suite for seamless connectivity and automation

WoodWing Connect

Powerful integration suite, including APIs, webhooks, plugins, and the best-in-class iPaaS solution (powered by Workato).

WoodWing Smart Styles

Efficient plugin for enhanced Adobe InDesign design workflows

WoodWing Smart Styles

Plugin for Adobe InDesign that streamlines design workflows by allowing designers to apply predefined styles quickly.

Industries

We know your challenges

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Agencies

Optimized workflow, improved collaboration, and brand consistency

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Finance

Modern document and quality management helps you manage risks and improve processes

icon-woodwing-franchise

Franchise

Ensure unity with document, quality, and knowledge management

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Healthcare

Always access the latest version of each process, protocol, guideline, or agreement

icon-logo-woodwing-housing-corporations

Housing Corporations

Document management from context, always up-to-date, complete and accurate documents

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Manufacturing

Consistent branding, accelerated launches, and integrated content management

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Publishing

Efficient content creation, collaboration, and multichannel publishing

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Retail & eCommerce

Streamlined catalog and marketing content production for faster time-to-market

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Trade & Logistics

Increase efficiency with process, document, and quality management

Featured content piece

Bavaria

How Bavaria significantly improved its global brand management.

Read this case
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Latest articles

Digital archiving and sustainable information management: why should you?

Digital archiving and sustainable information management: why should you?

What is process management and how important is it?

What is process management and how important is it?

Data security: how to protect customers from cyberthreats

Data security: how to protect customers from cyberthreats

View all blog articles

Featured content piece

Medium Rare

How Content Agency Medium Rare delivers better client experiences and outcomes with WoodWing.

Read this case
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Home Inspiration Blog | WoodWing

Knowledge Management

6 minutes of reading

The ultimate guide to solid knowledge management

Knowledge management has long been a buzzword. But what exactly is it, why is it important, what are its benefits for your organization, and what's the link with quality management? In this article, we'll outline recent developments, the role of supporting software, and other crucial information.

Shape

Contents of this article:

Introduction

In an era of rapid developments and increasing competition (often from unexpected quarters), knowledge becomes even more valuable. Every organization possesses a wealth of information, expertise, and experience, spread across various departments, systems, and individuals.

Unfortunately, many organizations struggle with effectively managing and leveraging this precious knowledge. It starts with organizations having no idea what knowledge is present. In addition, it's unknown how to unlock and use this knowledge. Knowledge often remains (too) well hidden in documents or emails, and good ideas go unexploited due to a lack of collaboration and communication.

Knowledge also gets lost because experienced employees retire without their insights and practical knowledge being recorded anywhere. Knowledge "disappears" just as well if you cannot find it when needed, or when someone deliberately or accidentally deletes information.

By embracing knowledge management, organizations can capture, organize, share, and leverage their knowledge in a structured and strategic way. This enables them to make decisions faster, innovate more efficiently, and adapt to changing market conditions and customer expectations with less effort.

Knowledge management, therefore, offers a way to strengthen your competitive position and is a driver for growth and success. When you delve into knowledge management, you quickly realize that it's not something introduced overnight: it comes with its challenges. But with the right solutions, these can be overcome.

What is knowledge management?

Knowledge management is the process of collecting, organizing, sharing, and leveraging knowledge within an organization. It involves capturing information and expertise, creating systems to make this knowledge easily accessible to employees, and promoting collaboration and learning within the organization. In short, knowledge management helps you manage your valuable knowledge and effectively use it to make better decisions, stimulate innovation, and strengthen your competitive position.

The Workload decreased, while our efficiency increased. Scienta is more than just a system with information.


Sandra Biallass – Business Unit Manager at Cambridge Weight Plan
(Read the success story)

Although many companies realize that knowledge management is important, the degree of adoption can vary. It depends on factors such as company culture, leadership, available resources, and the needs of the industry. However, a growing trend towards more attention to knowledge management is seen across all sectors, as everyone benefits from effectively managing and leveraging (their) knowledge.

What are the benefits of knowledge management?

Prevent wasting time searching for information, a problem everyone recognizes. When retrieving relevant information is difficult, it can lead to delays and inefficiencies in workflows and processes – with all the consequences that entail. Knowledge management can help by organizing and indexing information, allowing employees quick access to the information they need when it matters.

Youth organization Curess can quickly find information with the search function of Scienta:

You don't have to sift through 200 pages anymore.


Eddy de Bruin, Board member Curess
(Read the success story)

Preserve knowledge of experienced employees for future use. Knowledge management ensures the capture of competencies, skills, and experience. When an employee leaves, the remaining colleagues can easily take over the work in a good manner.

Encourage collaboration and knowledge sharing: when employees have to make a lot of effort to share information and expertise, it quickly leads to silos and inefficient communication. Knowledge management can promote collaboration by creating platforms and processes that make knowledge sharing and teamwork easier and more fun.

Many organizations suffer from a lack of uniformity and consistency. Without a standardized approach to managing information and processes, they may face inconsistency and variability in their activities. This directly affects the quality of products and services. Therefore, knowledge and quality management are closely linked.

Implementing an organizational culture where knowledge management plays a crucial role is a process full of challenges.

The latest trends in knowledge management

  • Use of artificial intelligence (AI) and machine learning. Organizations are increasingly using AI and machine learning to discover, analyze, and leverage knowledge. These technologies help automate processes for identifying relevant information, personalize knowledge transfer, and predict future needs based on historical data. To illustrate of this, read our article on the application of AI in knowledge management within the healthcare sector.
  • Focus on contextual knowledge. Instead of just looking at capturing explicit knowledge, you can also focus on storing and leveraging contextual knowledge. This involves capturing the background, experiences, and perspectives of employees to get a better understanding of the knowledge they possess and how it can be applied in different situations.
  • Social knowledge sharing. Here, organizations encourage the sharing and discussion of knowledge by employees through social platforms and collaboration tools. This promotes a culture of openness, transparency, and continuous learning within your organization.
  • Use of gamification. Gamification is increasingly used as a means to make knowledge sharing and engagement attractive and thus promote it. By adding game elements, organizations can motivate employees to actively participate in knowledge management initiatives. You can think of rewards, challenges, and competitive elements.
  • Blockchain for knowledge management. Although still in the early stages, blockchain technology is being explored as a means to improve the security, authenticity, and traceability of knowledge. The use of blockchain can help address issues related to confidentiality, integrity, and traceability of knowledge within organizations.

The role of software in knowledge management

Software plays a crucial role in knowledge management and addressing the challenges that come with it. The WoodWing Scienta platform for quality, knowledge, and process management supports:

  • Document management: With Scienta, you can easily store, organize, and make your digital documents accessible to employees. For example, with features like version control, search capabilities, and security options.
  • Knowledge databases: Scienta helps you store and manage knowledge in a structured and central way. This includes capturing best practices, procedures, FAQs, lessons learned, and other valuable information.
  • Collaboration platforms: Scienta also offers functionality that makes sharing knowledge and collaborating on documents and projects easier. It provides features such as collaborative document editing, discussion forums, chat capabilities, and integrations with other tools.
  • Knowledge sharing tools: Platforms for asking and answering questions, internal blogs, and wikis all help promote knowledge sharing. The Scienta Social Intranet enhances engagement, connects colleagues, and strengthens internal communication.
  • Analytics and reporting necessary for monitoring and evaluating the effectiveness of knowledge management initiatives. This includes measuring user activity, engagement with certain topics, and identifying trends and patterns.

What are the biggest challenges of knowledge management?

You may now be convinced of the benefits of knowledge management but held back by the challenges that come with it.

People play a big role in establishing and maintaining professional knowledge management. This requires an organizational culture where knowledge sharing and collaboration are encouraged. Some employees and even managers may be reluctant to share knowledge for fear of competition, or because they feel they don't have the time for it.

Choosing the right knowledge management software can also be a challenge, given the wide range of options in the market. You need to consider aspects such as ease of use, functionality, integration capabilities, and cost. You also want to be able to estimate what the software will ultimately deliver.

The success of knowledge management depends on the quality of the data captured and shared. Therefore, you need to ensure that the information is accurate, up-to-date, and relevant. Only then does it add value.

Engaging employees in the knowledge management process can be a challenge. It's important to have a good understanding of your colleagues' needs and expectations. Then you can ensure that the supporting software is user-friendly and truly helps them in their work.

Frequently asked questions about knowledge management

How can an organization effectively manage knowledge?
An organization can effectively manage knowledge through various strategies and processes. For example, capturing knowledge, organizing information, sharing knowledge among employees, encouraging collaboration, and creating a culture of continuous learning and improvement.

Which technologies are used for knowledge management?
Technologies used for knowledge management include knowledge databases, document management systems, collaboration platforms, AI and machine learning, and analytics tools.

How can an organization promote a culture of knowledge sharing?
An organization can promote a culture of knowledge sharing in various ways. By creating policies and procedures that encourage knowledge sharing, offering training and support to employees, rewarding knowledge sharing and collaboration, and using technologies that facilitate knowledge sharing.

What are examples of successful knowledge management initiatives?
Successful knowledge management initiatives include setting up an employee knowledge portal, implementing a mentor program for knowledge transfer, organizing knowledge meetings, and using collaboration tools to share best practices.

How can an organization measure the effectiveness of its knowledge management initiatives?
The effectiveness of knowledge management initiatives can be measured by various factors. For example, user engagement, quality of information, speed of knowledge transfer, level of innovation, and competitiveness in the market. This is done through surveys, user statistics, performance indicators, and evaluations of business outcomes.

Conclusion: the power of knowledge management

In today's rapidly evolving business landscape, knowledge management is critical for success. This complex process demands dedication, commitment, and the right tools, such as advanced software solutions, to be effective. The benefits are significant: improved operational efficiency, employee satisfaction, stronger market positioning, and growth opportunities. While challenges, including cultural barriers and selecting the right technology, are real, practice shows they can be overcome with the right strategies and a commitment to continuous improvement. Knowledge management provides a solid foundation for organizations to unlock their potential and adapt to changing business conditions, making it an indispensable pillar for future success.

Shape

Published on February 21, 2024

Kitty van Commenee

Kitty van Commenee, started as a Content Marketer and now a Demand Generation Manager, develops powerful marketing campaigns with a keen focus on writing, social media, and strategy.

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