How to Launch a Knowledge Management System (KMS)


Success in business today is becoming more dependent on a company’s ability to acquire, manage and utilize important information that is relative to their products, services, vendors, competitors, customers and potential customers.

Data today is used as a strategic tool to help companies run more efficiently and to gain an edge on the competition. But the competition also knows the importance of collecting and managing data so it is often a battle to see who can do the best job.

In terms of doing the best job with important information today, companies need a system to manage the large amounts of big data they are constantly coming in contact with. The best tool that businesses can use to fully manage this data is a knowledge management system (KMS). This software can assist companies in all areas of data management but businesses must purchase the product from a reputable and proven company like KMS Management Systems.

Overview of a Knowledge Management System

A knowledge management system is a software based architecture that applies and utilizes knowledge management principles. These principles include:

1. business intelligence analysis,
2. data-driven objectives around business productivity, and
3. a competitive business model.

A knowledge management system uses a user interface sometimes in a dashboard to manage several different software modules that make up the system.

How to Launch a Knowledge Management System at Your Company

Be Clear About Your Business Needs

The first key step to launching a KMS at your company is to determine your specific needs and what assets you have at your organization that can assist you in fulfilling those needs. Determine the actual benefits you will receive from a KMS and place these against the costs of the system. There are many aspects to consider for your organization including providing the necessary security and costs for training. You should also analyze the impact on changing your organization from its current practices to the anticipated one. Including these factors will help you to assess capabilities as you determine milestones and ultimate goals for you KMS system.

Select the Appropriate KMS

You should select a KMS that has the appropriate features that will meet your company’s needs. Depending on your specifics needs, you may opt for a variety of choices and some are very comprehensive and able to meet the needs of almost any organization. However also look for service and customer care that comes along with any product you select.

Preparation is Important – Launch in Phases

You should get your team ready for the transition to KMS. Lay out a clear and achievable plan and ask formal statements about how important utilizing KMS is for your company. At this point you should already have conversations about the change that is coming, the benefits of them, and the expectations. Seek out the most prepared members of your group first and get them started. As they become comfortable you can add more members of your team.

Set Milestones

When you launch in phases keep a close eye on how quickly the groups pick up the KMS. Set milestones to keep them motivated but make sure the milestones are achievable so they do not get discouraged. Be sure to respond quickly to any problems or challenges any of your team members face. Response to issues is critical.

Constantly Assess your KMS

As your team gets comfortable you can put in hard milestones and gauge the performance of your team and KMS. You should keep in mind and tell your team that this is a process that will take time to perfect. You should establish an approach where each team member gets support from each other and from management. Be sensitive to any complaints and tailor your objectives to the speed that your group is moving. You should consistently see progress and base your pace on that progress.

In today’s business world big data is a key asset that must be managed and utilized for success. A KMS provides a proven methodology and process for helping your company get the most out of big data.

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