Knowledge Management System (KMS)

In Organizations’ efforts to reduce support costs, the Knowledge Management System has proven its worth in gold. Constantly restoring agent’s awareness about new processes and guidelines, KMS Integration shows crucial Information in the form of blog-like knowledge articles. Get in-depth insights into all the smart features you can get with PHPKB Knowledge Management System.

KMS Features

Manage

Knowledge management system allows editors to easily manage content, through a powerful content editor.
Search

A search engine of knowledge management system should provide instant knowledge at their fingertips.
Sharing

Automatic notifications to audience helps reduce training times and raise customer awareness of the latest updates.
Authority Access

Access control is useful for knowledge managers to assign the right information to right person.
Collaboration

A knowledge management system helps coordinate the departments by breaking the silos ensuring smooth working.
Feedback Analytics

Feedback is important to provide better service as it allows to gather information which contents need improvement.

Advantages

Knowledge Search

Powerful search engine to search knowledge base documents swiftly.
Uncompromised Authoring

WYSIWYG editor having capabilities equivalent to word processor.
SEO Friendly

SEO features create search engine friendly contents for higher ranking.
Content Tracking

Document Versioning to manage multiple releases of a document.

About PHPKB KMS Software

PHPKB is a knowledge management system with a relatively user-friendly platform that can be set up without any technical knowledge. It offers a wide range of features that covers everything you might need to set up your KMS, including a WYSIWYG editor with markdown support, powerful search, version history, user permissions, comments, custom branding, ready-to-use design elements, syntax highlighted code snippets and more. Its core strengh lies in its exceptional ease of use. Setting up a full-fledged knowledge management system in PHPKB takes only a few minutes, and even non-technical users can easily get started with the tool.

Knowledge Management System

Another notable strengh of PHPKB is that it offers both internal and external knowledge management i.e. it allows you to manage your internal documentation and customer-facing KMS within one platform. While many other popular KMS tools are tightly packed with complex features, menus, and settings, PHPKB focuses on the essentials and offers a clean, intuitive, and distraction-free interface. PHPKB KMS is used by different segments of users in different industries.

What is a Knowledge Management System (KMS)?

Knowledge management is the process of recording, sharing, and applying organizational knowledge. A knowledge management system (KMS), also referred to as a knowledge base, is any tool that facilitates knowledge management and improves the flow of knowledge within your organization.

Help organizations create and share information in real-time with employees for better customer handling.
Efficiently onboard new employees with the information and organizational knowledge they’ll need to do their job well.
More streamlined process of helping customers understand your product’s value, better customer retention, and loyalty.
With a knowledge management system in place, employees can reflect on recorded past experiences and apply that knowledge moving forward.

How to build your Knowledge Management System?

Setting up a knowledge management system may seem like a time-consuming project but it's far easier than it sounds.

Set up your KMS structure

Put together a list of topics you want to cover and think about how you want to structure them in the KMS.
Create or import content

The powerful editor makes it easy to get started and existing content can be imported to PHPKB KMS with minimal effort.
Configure access rights

PHPKB offers access control features that allows you to restrict access to certain content only for authorized users.
Onboard your team

A knowledge management system can only serve its purpose if it's actually used by your team.

It will certainly require some effort to set up an effective knowledge management system but it's a worthwhile investment. It is estimated that Fortune 500 companies lose roughly $31.5 billion a year by failing to share knowledge. A well-planned KMS can not only make it easier for your employees to do their jobs, but also cut your business costs in the long run.

Benefits of using a Knowledge Management System

The primary goal of using up a KMS is to improve organizational efficiency by making relevant knowledge accessible to the employees when they need it. Facilitating knowledge sharing within your organization has numerous benefits:

Faster Employee Onboarding

A well-maintained KMS gives your new hires access to all your internal company knowledge, minimizing repetitive questions and shoulder taps.
Time Saving

When your team members have a single source of truth, they won't have to spend time digging through their inbox or shared drive to find what they need.
Knowledge Retention

When knowledge is neatly documented in the Knowledge Management System, it is preserved even when experienced employees leave the job.
Fewer Repeated Mistakes

When employees share their lessons learned with the team, they are less likely to repeat each other's mistakes.

All of this helps the organization to foster innovation, boost employee productivity, and operate more efficiently overall.

Knowledge Management System Examples

A KMS can take many forms, from a dedicated knowledge sharing tool to a general-purpose file sharing solution. Let's check some of the most common examples of a knowledge management system.

As a Document Management Platform

If you prefer to keep things simple, you may set up your KMS as a basic document sharing tool. Many small companies start with Google Drive as their KMS before moving to an advanced platform.
Using KMS as an Intranet Portal

A knowledge management system can be used as an intranet portal i.e. an internal platform designed to help employees share information, communicate, and collaborate on documents, plans, and tasks.
Using KMS as an Enterprise Wiki

Creating a wiki is one of the most common ways to set up a knowledge management system. Many companies set up their own private wikis to organize and share knowledge internally.