josh.millard, Author at KPS
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How Long Does It Take to Implement a Knowledge Management System?

Knowledge Management Guides

In our modern digital world, every single business, large or small, possesses a large amount of information and data, and with each passing day, the amount continues to grow.

If companies wish to benefit from and use this data properly, there is a pressing need for a system to be in place that can collect, store, and manage it efficiently and effectively. This is known as knowledge management and it is typically managed by a Knowledge Management System (KMS), something that can be implemented by any business.

Implementing a Knowledge Management System

Implementing a KMS can help prevent your company from wasting time, money, and other resources on the discovery, collection, and overall management of key data. The time it takes to properly implement a KMS depends on your company processes and how much information and data you currently possess, collect and wish to manage in the KMS.

There is no one-size-fits-all approach to implementing a KMS and timeframe depends on various factors.

For some organizations, particularly smaller start-ups, implementation is instant and seamless. This is quite the contrast to larger organizations or those that are more complex by nature where successful implementation can take days, weeks, and, in rare circumstances, months.

Aiding the Implementation Process

Whilst the overall implementation timeframe is largely beyond the control of an organization, there are several things that can be done to help facilitate the implementation process and make it more efficient.

1. Know your objectives for knowledge management

Prior to selecting a knowledge management solution and undergoing the implementation process, it is important to define your objectives and goals.

Identify both short and long-term goals and objectives that take account of your organization’s overall problems and help to support what drives your company forward. Your short-term KMS objectives should help to ensure that your knowledge management endeavours are on the right track and your long-term objectives should help to manage the bigger picture.

2. Consider more than technology alone

Successful implementation of knowledge management considers more than technology alone, this is something that many organizations fail to understand. Whilst technology addresses how you choose, configure, and utilize the tools that enable knowledge management, you should also consider:

  • > People
    Your organization’s people represent how you increase the ability of individuals within your organization to disseminate their knowledge
  • > Processes
    These help you establish governance and best practices for the facilitation of accurate collection, management, and sharing of knowledge
  • > Content
    It dictates how you control and modify organizational structures to facilitate cross-discipline awareness and expertise
  • > Measurement
    All this should be continuously measured and analyzed for ongoing success and maximum benefit.

It is important to know that alone, technology cannot deliver a comprehensive solution; you must ensure that technology supplements the above four components before starting your knowledge management project.

3. Prepare for change

Knowledge management is not just the application of a technology solution, it involves a change to the way your employees share the knowledge that they possess, collect, and develop. Lots of companies struggle to prepare for the change that a KMS brings and this can cause a delay to realizing the benefits.

By moving away from a “knowledge is power” attitude that curtails knowledge sharing through the rewarding of individual performance, you start to get maximum benefit out of your knowledge management affairs and move towards a knowledge-driven organizational culture.

Often, organizations are unaware that this is the case and fail to prepare for the changes that knowledge management brings. Whilst employees may be resistant to these changes, it is important to persevere.

4. Be ready for the demands of implementation

Implementing a KMS requires leadership and resource. If you are ready for the challenges that lay ahead due to sufficient preparation, you should find that implementation will be infinitely easier and a lot more seamless.

So long as your organization is recognizing and publicizing the value and benefits that knowledge management is bringing with it, particularly to your employees there will likely be a lot less resistance. As you go through the implementation process and get to grips with knowledge management, regularly reflect on the short-term benefits and continue to focus on your long-term goals.

Implementation Needn’t Be Complicated

Whilst implementing requires focus, leadership and resource it doesn’t need to be complicated and by being prepared, the process will be far quicker and more efficient. Although implementation time depends on many factors there are steps you can take to streamline the process.

Organizations that take the plunge and implement a knowledge management system very quickly begin to see the benefits, they manage data and information, enhance decision making, become more effective and ultimately impact on an organizations results.

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How Long Does It Take to Implement a Knowledge Management System?

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In our modern digital world, every single business, large or small, possesses a large amount of information and data, and with each passing day, the amount continues to grow.

If companies wish to benefit from and use this data properly, there is a pressing need for a system to be in place that can collect, store, and manage it efficiently and effectively. This is known as knowledge management and it is typically managed by a Knowledge Management System (KMS), something that can be implemented by any business.

Implementing a Knowledge Management System

 

Implementing a KMS can help prevent your company from wasting time, money, and other resources on the discovery, collection, and overall management of key data. The time it takes to properly implement a KMS depends on your company processes and how much information and data you currently possess, collect and wish to manage in the KMS.

There is no one-size-fits-all approach to implementing a KMS and timeframe depends on various factors.

For some organizations, particularly smaller start-ups, implementation is instant and seamless. This is quite the contrast to larger organizations or those that are more complex by nature where successful implementation can take days, weeks, and, in rare circumstances, months.

 

Aiding the Implementation Process

 

Whilst the overall implementation timeframe is largely beyond the control of an organization, there are several things that can be done to help facilitate the implementation process and make it more efficient.

1. Know your objectives for knowledge management

Prior to selecting a knowledge management solution and undergoing the implementation process, it is important to define your objectives and goals.

Identify both short and long-term goals and objectives that take account of your organization’s overall problems and help to support what drives your company forward. Your short-term KMS objectives should help to ensure that your knowledge management endeavours are on the right track and your long-term objectives should help to manage the bigger picture.

2. Consider more than technology alone

Successful implementation of knowledge management considers more than technology alone, this is something that many organizations fail to understand. Whilst technology addresses how you choose, configure, and utilize the tools that enable knowledge management, you should also consider:

  • People—your organization’s people represent how you increase the ability of individuals within your organization to disseminate their knowledge
  • Processes—these help you establish governance and best practices for the facilitation of accurate collection, management, and sharing of knowledge
  • Content—it dictates how you control and modify organizational structures to facilitate cross-discipline awareness and expertise
  • Measurement—all this should be continuously measured and analyzed for ongoing success and maximum benefit.

It is important to know that alone, technology cannot deliver a comprehensive solution; you must ensure that technology supplements the above four components before starting your knowledge management project.

3. Prepare for change

Knowledge management is not just the application of a technology solution, it involves a change to the way your employees share the knowledge that they possess, collect, and develop. Lots of companies struggle to prepare for the change that a KMS brings and this can cause a delay to realizing the benefits.

By moving away from a “knowledge is power” attitude that curtails knowledge sharing through the rewarding of individual performance, you start to get maximum benefit out of your knowledge management affairs and move towards a knowledge-driven organizational culture.

Often, organizations are unaware that this is the case and fail to prepare for the changes that knowledge management brings. Whilst employees may be resistant to these changes, it is important to persevere.

4. Be ready for the demands of implementation

Implementing a KMS requires leadership and resource. If you are ready for the challenges that lay ahead due to sufficient preparation, you should find that implementation will be infinitely easier and a lot more seamless.

So long as your organization is recognizing and publicizing the value and benefits that knowledge management is bringing with it, particularly to your employees there will likely be a lot less resistance. As you go through the implementation process and get to grips with knowledge management, regularly reflect on the short-term benefits and continue to focus on your long-term goals.

Implementation Needn’t Be Complicated

Whilst implementing requires focus, leadership and resource it doesn’t need to be complicated and by being prepared, the process will be far quicker and more efficient. Although implementation time depends on many factors there are steps you can take to streamline the process.

Organizations that take the plunge and implement a knowledge management system very quickly begin to see the benefits, they manage data and information, enhance decision making, become more effective and ultimately impact on an organizations results.

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Benefits Of Using Discussion Forums in a Knowledge Management Environment

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This blog explores how Universal Knowledge can help businesses enable inter and cross departmental collaboration by discussing three areas where forums within knowledge bases can add benefit for internal organisations.

By developing the collaborative feature of discussion forums, Universal Knowledge is expanding its functional capabilities and providing additional business value. Knowledge users can now collaborate and connect more effectively and have a place within Universal to capture and track new ideas. By including an online platform for conversation between its user base, Universal Knowledge can assist organisations to enhance effective communication surrounding knowledge within their information estate. The inclusion of discussion forums confirms Universal Knowledge as a core tool within internal organisations, strengthening the existing collaboration features, such as the existing communications platform, expert escalation of questions and feedback features.

Forums As A Tool To Begin The Process Of Knowledge Creation

Forums are a powerful tool to help teams work together to publish new documents. What started off as a simple discussion around new ideas, can often evolve into valuable knowledge which could be used to the benefit of the whole business. For instance, early discussions may end up guiding the creation of a new product and/or services.

Using forums as an aid to create content may significantly improve the quality of knowledge documents produced. Recently, in a Deloitte White-Paper it was established in the department of operations research, knowledge experts created content based on various biases. For instance, when an operations employee needed to generate new knowledge to solve a problem, they often tended only seek information that confirmed their initial assumption and ignore all other contrary evidence that disagreed with their held beliefs.

The use of Universal’s forum feature can help mitigate any bias problem that many businesses face when dealing with the creation of new knowledge. Instead of letting employees become insular, Universal Knowledge’s experts are encouraged to actively communicate with each other when in the process of creating new knowledge. They become motivated to react in a collaborative manner, to one another’s perspectives and experiences, and thus use forums as a springboard to negotiate the construction of new ‘unbiased’ content.

Forums As A Tool To Discuss How To Improve Existing Content

Knowledge users can utilise Universal Knowledge’s forum feature as a suggestion box on existing knowledge items to discuss improvements on live documents. Used in this way, a forum can let teams share thoughts on crucial issues on a piece of content already in existence which may be outdated and in need of revising.

By allowing users to collaborate to quickly validate the merits of an idea on existing sources through the use of forums, Universal Knowledge can help speed up the process of iterative thinking and thus has potential to speed up the innovation process. A study by the Department of Industry found that companies that make use of collaborative technology are more likely to innovate in comparison to businesses that do not collaborate. In concurrence, the heavyweight accounting firm PWC states that using a collaborative approach can be remarkably effective as it increases the levels of motivations and participation, pulls teams together and therefore provides a fertile ground for knowledge capture, resulting in more innovative results.

By utilising forums within Universal Knowledge, users will have access to open-minded employees who can quickly validate any ideas or changes that need to be made on existing knowledge articles, which will in turn help speed the process for innovation. In this way users have the ability to collaborate around different ideas deciding whether suggestions have any merits or alternatively, can help save time by burning through bad ideas.

Help All Users Within The Knowledge Base Seek Assistance And Support

Universal Knowledge’s new discussion board feature is a great way for members of a group within the Knowledge Base to seek assistance and support. The forums within Universal Knowledge allow employees to locate and discuss ideas with the right people (e.g. from proposal writing to sales prospecting) who are outside the employee’s explicit network, enabling the right conversations to happen irrespective of geographic location.

In this light, Universal’s forum feature can act as an intranet help desk within your business. This outcome will negate the repetition of tasks across the organisation and can therefore lead to productivity gains and cost savings. For instance, employees may ask a question on a particular topic and receive a helpful answer. By using Universal Knowledge’s forum, employee answers can be recycled so next time an employee has a similar question they can first search the forums section and see previously discussed conversations on any given topic relevant to their initial query. Using this self-service culture within an organisation can be invaluable and lead to substantial profitability benefits, since employees within an organisation with relevant expertise only have to complete an answer once for the benefit to be realised across the entire business.

Creating A Return On Investment For Knowledge Base Discussion Forums

A key consideration for making discussion forums effective for a knowledge base solution is having the right strategy. This is because the return on investment from collaboration tools is complicated by the fact, that even if the company deploys the world’s best collaboration tool, it does not necessarily mean that adoption will follow. A successful deployment almost always depends on effective user education and fundamentally changing user behaviours.

To help make the project a success, we will run workshops with you to uncover critical success factors before anything is implemented. For instance, we will work with you to help convey to your employees that there is a clear purpose to the use of discussion forums.  We will run training sessions to help staff realise their posts will have a direct impact on a particular issue or will provide some tangible benefit (for the organisation, or for other staff). For more information on KPS’ training and consultation services please click here.

In summary, the nature of collaboration through the use of discussion forums within Universal Knowledge has the power to enable collective innovation, reduce bias issues and allow for productivity gains and cost savings.

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KPS gains ISO27001 : 2013 Certification

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How Long Does It Take to Implement a Knowledge Management System?

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KPS amongst Business Software’s Top 5 Knowledge Management Vendors for 2017

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For the 2nd year running KPS’s Universal Knowledge, Knowledge Management Software has been selected by Business Software to be amongst the Top 5 Global Knowledge Management Software Vendors for 2017.  KPS is naturally delighted to be chosen to be amongst the best knowledge management software providers around the world.  This is due to the fact that we have a feature rich, scalable knowledge base which can be used by organisations of all sizes.  Universal Knowledge offers an excellent investment opportunity for any company wishing to add new Knowledge management software to their organisational environments.  It also offers a fantastic opportunity for organisations wishing to upgrade to or change their existing knowledge management software to reduce ongoing operational knowledge and maintenance costs.

The value offered by Universal Knowledge to all organisations is shown by the number of FTSE 100 and 250 companies choosing to improve their knowledge management by using Universal Knowledge.  By continuing to invest in knowledge management software those organisations understand how knowledge management improves the bottom line and improves their competitive advantage, even during difficult economic conditions.  By valuing knowledge management software these organisations are showing how they continue to believe in both the tangible and intangible.

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KPS gains ISO27001 : 2013 Certification

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How Long Does It Take to Implement a Knowledge Management System?

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How Long Does It Take to Implement a Knowledge Management System?

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Easy to Integrate Knowledge Management Software

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Making Knowledge Available from Existing Systems

A comprehensive set of APIs links KPS knowledge management software to your existing systems. This makes information available at the point of need, without people having to open a separate application to find it.

By embedding the knowledge management tool into your call handling application, you save time and ensure successful adoption. Customers also benefit, because they get the right answers faster. As a result, you both improve the customer experience and reduce operational costs.

To find out more about our knowledge management software, please contact us >>

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KPS gains ISO27001 : 2013 Certification

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How Long Does It Take to Implement a Knowledge Management System?

Knowledge Management Guides

How Long Does It Take to Implement a Knowledge Management System?

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Easy to Maintain Knowledge Management Software

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Tools for the Job… at Your Fingertips

KPS software is designed for ease of administration, resulting in a system you can maintain and improve with minimal effort.

Comprehensive out-of-the box reporting gives clear insights into what people are searching for, what they are finding, and what the gaps are. This enables you to plan effectively for content improvements and also identify staff training needs.

Make the Most Effective Use of Your Resources

Using the information provided by the reports, you can focus resources on the problem areas rather than wasting time creating and updating information no-one needs or uses. Where information is frequently requested, you can pro-actively help the user by pushing the information before searching, in the form of a template-based response.

Key maintenance features also include:

  • Simple content creation process, using templates and style-sheets to save time and put the focus on writing clear, useful and relevant material.
  • ‘In the workflow’ short-cuts that guide the content creator and save time while creating, editing, checking and publishing new content.
  • A simple but comprehensive security model that extends online (via LDAP integration). This manages access and visibility to content based on user credentials, so allowing the distribution of different content to different user groups such as service agents and self-service customers.
  • Automatic extraction of keywords and associated words without any manual intervention, meaning new content is immediately indexed and listed in relevant areas and content pages.

To find out more about our knowledge management software, please contact us >>

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KPS gains ISO27001 : 2013 Certification

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How Long Does It Take to Implement a Knowledge Management System?

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How Long Does It Take to Implement a Knowledge Management System?

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Greggs Knowledge Management Software

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Greggs Knowledge Management Software for IT Service and Support

Greggs is the UK’s leading retail baker specialising in sandwiches, savouries and all sorts of other baker-fresh food on-the-go. From 1 shop and 7 vans in Newcastle in 1964, Greggs now has over 1,400 shops across the UK.

In 2010, Greggs decided to centralise all IT support for their 1,400 branches as well as the Head Office in Newcastle and required a Knowledge Management Solution to improve Service Desk Agent efficiency.  Greggs use KPS’s Knowledge Management Software integrated with their existing IT Service Management Software.

If you want to find out more about our knowledge management software, please contact us >>

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KPS gains ISO27001 : 2013 Certification

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How Long Does It Take to Implement a Knowledge Management System?

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How Long Does It Take to Implement a Knowledge Management System?

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Network Rail Gain From Knowledge Management Software

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Network Rail’s Information Management Operations Centre based in Manchester UK, operate a 24×7 I.T. support function for a large user base of internal Network Rail employees.

Key to supporting a wide variety of both internal and desktop applications is the use of the KPS Knowledge Management product for first line agents. Empowered with the knowledge they need, agents are able to quickly resolve queries, reducing both escalations and average call handling time.

KPS Knowledge Management Software is Easy to Maintain

The KPS product is easy to maintain and David Muncaster (IM Operations Centre) explains:

‘The expert settings make it simple to keep the knowledge base relevant and up-to-date. By giving end users the power to notify the right people if an article requires creating or updating, we ensure buy-in from the people whom we are trying to reach’.

Team Taxonomy Functions Help Manage User Visibility

In addition the KPS product is also quick to deploy and easy to use and David says ‘Another very powerful function is the team taxonomy settings, providing a simple to configure interface to easily control what people can see and do’.

More About Network Rail  >>

If you want to find out more about our knowledge management software, please contact us >>

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KPS gains ISO27001 : 2013 Certification

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How Long Does It Take to Implement a Knowledge Management System?

Knowledge Management Guides

How Long Does It Take to Implement a Knowledge Management System?

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Quick to Deploy Knowledge Management Software

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Implemented in Days… Not Months

KPS knowledge management software can be integrated into your existing technology platform in a matter of days. This helps shorten your implementation cycle and costs.

Key to this is the software’s ability to index and use your existing sources of information, without you having to re-purpose content. This speeds up the implementation and eliminates the need for large content re-write exercises.

Our Deployment Cycle Keeps it Simple

Our implementation process is designed to minimise the resources required to go live and achieve an effective solution in the shortest possible time.

First, we map your existing knowledge base, identifying sources and ownership. We then configure the knowledge management interface to index all your existing sources, while at the same time creating a taxonomy and knowledge hierarchy that will make this easy to maintain. We also develop user profiles and visibility rules to suit your needs. Finally, we implement the user interface to suit the intended user base – service agents, end users undertaking self-service, or both.

This process is iterative, simple, and effective, and gives you a live system within days of getting started.

KPS Knowledge Management Software is also:

Easy To Integrate >> | Simple To Use >>|Easy To Maintain >> |Enhancing Self Service >> | Social Media Ready >>

To find out more about our knowledge management software, please contact us >>

Latest from our news room

KPS gains ISO27001 : 2013 Certification

Uncategorised

How Long Does It Take to Implement a Knowledge Management System?

Knowledge Management Guides

How Long Does It Take to Implement a Knowledge Management System?

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Simple to Use Knowledge Management Software

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Find What you Need… Using Your Own Words

KPS knowledge management software enables users to natural language search. All the user needs to do is to ask a question using words natural to them, and the KPS software will do the rest.

Through extensive natural language processing, our software allows users to cut through the jargon and ask simple questions that get in depth answers. With an understanding of how questions are phrased, a unique learning capability, and neural pattern matching technology, our software quickly matches users’ questions with the right solutions – no matter where this information is held within your organisation.

Search Results That Only Get Better

The technology behind our knowledge management software provides search enhanced by a self-learning capability which constantly improves the indexing based on how questions are asked and solutions are used. Users simply express their question using their own natural language, and a list of possible solutions is returned. Based on feedback, the software then tracks the response to the solutions presented, further refining the results of future searches.

KPS Knowledge Management Software is also:

Quick To Deploy >> |Easy To Integrate >>|Easy To Maintain >>|Enhancing Self Service >> | Social Media Ready >>

To find out more about our knowledge management software, please contact us >>

Latest from our news room

KPS gains ISO27001 : 2013 Certification

Uncategorised

How Long Does It Take to Implement a Knowledge Management System?

Knowledge Management Guides

How Long Does It Take to Implement a Knowledge Management System?

KPS News Blogs
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