How to Launch a Knowledge Management System (KMS)


The LMS offered by ADEC Innovations  KM is powered by TotaraEvery day, your company handles enormous amounts of information, data and knowledge that pile up constantly. While some of this data is trivial, other pieces of information may be vital for the success and profitability of your enterprise. In order to maximize the benefits you get from data, you need a system that can identify, capture, evaluate and share your company’s information assets. This is where the importance of a Knowledge Management System (KMS) comes in.

What is a Knowledge Management System?

A Knowledge Management System (KMS) is a system for applying and using knowledge management principles. These include data-driven objectives around business productivity, a competitive business model and business intelligence analysis. It is made up of different software modules served by a central user interface.

So, how do you implement a company-wide Knowledge Management System? Follow these five steps to help you begin your KMS journey:

1. Identify your business issues

Identify your various business issues by administering an internal analysis of your enterprise. Make a thorough cost-benefit analysis and evaluate the complexity of the system structure. Assess training costs, current costs and security issues, and analyze actual work practices. These findings will be your foundation in determining what attributes you will need for your KMS. You should also delineate your program objectives and the milestones that will constitute your organizational success.

2. Prepare for transition

Prepare your workforce for the KM transition by communicating with them the importance of implementing a KMS. In doing so, you are making it easier for them to accept and adapt to the change. To help you streamline the transition, form a dedicated team that will focus on achieving your KM objectives. The team should be able to plot a well-detailed plan prior to the KMS launch to cover any gaps, address potential problems and ensure that everything will run smoothly.

3. Determine the features of your KMS

Based on the data gathered in Step 1, list down the key features of your desired KMS, the expertise you will need and the technology tools that you should have. Identify which items are currently available in your organization. For items that are not, identify the potential costs if you were to acquire these requirements. Find out the best source for getting these items. Shop around to compare prices, quality and brand to find the most cost-effective and suitable source for you.

4. Implement your KMS

Launch your KMS in phases to ensure that your organizational milestones would be broken down into smaller goals and therefore facilitate a more efficient process. Once your KMS is implemented, you may encounter problems, issues and gaps that you need to address as you move forward.

5.Assess your KMS

Establish appropriate metrics to measure the effectiveness of your KMS. Bridge the gaps and improve your mechanisms. Differentiate your old results with the new ones and measure your performance. The process of fool-proofing your KMS will take time, energy, funding, employee collaboration and managerial support, but it is the only way to produce your expected results and deliver your overarching KM objectives.

Knowledge management is not just a best-practice strategy for safeguarding the health of your business. The strategic implications of your KMS may be you’re the key competitive advantage that will ensure your enterprises’ growth, longevity, profitability and success.

Is your company investing in a knowledge management system to maximize the benefits you get from big data? Explore to learn more about how you can launch a successful Knowledge Management System.