The Different Types Of Knowledge Management Systems Pros, Cons, And Everything In Between

The Different Types Of Knowledge Management Systems: Pros, Cons, And Everything In Between

Let’s Dive in

Any IT system that saves and retrieves knowledge to increase understanding, collaboration, and process alignment is referred to as a knowledge management system. Knowledge management systems may be found in companies and teams, but they can also be used to centralize your knowledge base for users or consumers.

While the term “knowledge management system” has a broad definition, it may be boiled down to the following goal: to assist individuals in better-utilizing information to complete tasks. When seen in this light, it becomes possible to redefine it as a more proactive kind of customer success. Instead of repeatedly addressing the same questions in your help ticketing system, you may answer clients’ inquiries in real-time as they struggle with their problems.

Knowledge management systems come in a variety of shapes and sizes, but they all have basic qualities. These are some of them:

  • Frequently Asked Questions (FAQs) Forum or community feature
  • Tutorials and how-to articles
  • Education, academies, and training programs are all available.
  • Certificates
  • Case studies are used to illustrate a point.
  • Webinars


The different types of knowledge management systems

Knowledge management systems are classified according to their intended use. You can utilize pre-built commercial system applications or hire a web application development company to create custom knowledge management web software utilizing SQL, Access, or other database development tools.

Once you’ve established a clear purpose, you’ll be able to create an effective knowledge management system based on several sorts of knowledge bases. The three primary types of knowledge management systems are listed below:

Enterprise-wide Knowledge Management System: Maintaining organizational efficiency and simplifying labour are critical benefits of an enterprise-wide knowledge management system. One of the major benefits of such a system is that it allows the company to focus on business operations rather than data. This, in turn, aids in the improvement of administrative efficiency.

It also assists firms in lowering production costs. The enterprise knowledge management system is a program that makes it easier to obtain information from a variety of sources and databanks. Because it works by leveraging the data acquired, it may be referred to as knowledge community management software by some communities.

An enterprise-wide knowledge management system, when implemented appropriately, aids firms in developing better partnerships among diverse departments in order to increase organizational productivity and efficiency.

Knowledge Work System: These three types of Knowledge systems will produce the finest results when it comes to putting together work-related data. Each knowledge management system is best suited for a certain industry. As a result, it is best to choose an ideal system that fits the organization’s current model. It also contains a variety of techniques that are tailored to certain company requirements.

However, you may adopt KM systems to make them more adaptable. It enables you to combine several factors necessary for the business’s development. You should choose a system that has enough features to meet your company’s needs. Also, keep in mind that a knowledge work system must work properly in the context of company-wide KM.

As a result, it must also be adaptable to change. Otherwise, if the knowledge work system is not scalable, the organization may become stagnant and incapable of surviving the competition.

Intelligent Techniques: Artificial intelligence can be used by businesses to capture and preserve tacit knowledge. It can also aid with knowledge discovery, providing answers to specific situations that are too complex and large for humans to examine on their own, and assisting businesses with data search and filtering.

Expert systems extract tacit knowledge from a narrow range of human abilities and express it in the form of instructions. The ‘inference engine’ strategy for searching the knowledge base can use either backward or forward chaining. Expert systems are especially useful for diagnosing and classifying problems.

Case-oriented reasoning signifies structural knowledge as the database of cases that can be incessantly refined and expanded.  When the users encounter a novel case, the knowledge management system examines for related cases, discovers the closest fit, and implements the answers of the old case to novel cases.  This novel case is deposited with efficacious solutions in the database.


Pros and Cons of Using the different kinds of KM systems


  • You’ll be more agile since you’ll have the information you need to make quicker decisions.
  • You can tackle problems more rapidly if the best practices and lessons gained are organized in the system.
  • Your knowledge management system’s resources can help your staff grow and develop.
  • With a single entry on KMS, specialists may share their knowledge with several employees.
  • Improved communication.
  • Relevant information is easy to discover, utilize, and reuse.
  • Better understanding might assist you in recognizing industry trends and identifying issues.
  • You make the most of your team’s current talents and knowledge.
  • You can make better selections if you have more information and experience.


  • Workers may find knowledge management technologies too hard to grasp, demanding costly training.
  • One of the main security and data protection issues with centralized data is the loss of the user’s privacy.
  • The necessary initial time and the associated productivity cost can’t be overlooked.
  • Not all businesses and organizations may require or find CRM a suitable marketing solution.


To Summarize:

Let’s go over some of the topics we’ve discussed in this article and recap a few key items to remember.

The method(s) through which an organization or group captures, distributes, and successfully uses information is referred to as a knowledge management system. The term most frequently refers to a type of digital technology, such as an IT system, solution, or software, in today’s corporate environment.

There are several knowledge management systems, each with its own set of advantages and disadvantages.

Knowledge management systems may help your company use its knowledge and insights, resulting in a number of business benefits such as enhanced growth, productivity, innovation, and return on investment.

Also, facilitates the creation of a financial, stakeholder, and timing strategy. Moreover, technology alone will never be the answer, but the correct tool may assist your team and help you advance your task.


A few takeaways:

Knowledge Management System in Customer Service

If you’re seeking ways to improve the client experience in your call center, artificial intelligence (AI) is the next generation of knowledge management. An AI-driven customer knowledge management system enhances the customer experience while also making staff happy.

  • Self-service with authority.
  • Personalization has been improved.
  • 24/7 Availability.
  • Fix problems before they occur.
  • Streamlines conversions.


Is it beneficial to use knowledge management in CRM?

The combination of CRM and KM has a lot of potential benefits for enterprises for agents as well as customers. With a successful Web self-service channel that allows low-value interactions, they may reduce the number of calls that come into the contact center. This channel will, of course, be effective since customers will discover the right answers a large proportion of the time. Building a consolidated knowledge platform, which offers clients consistent answers, is at the heart of knowledge-infused systems.

Recognizing that not all problems can be answered on the web, contact centers can use CRM and KM to minimize call resolution times, which is a continuous aim. Every management wishes they could clone their finest agents. While cloning isn’t conceivable, giving all agents access to the information they need to provide rapid, correct responses is. Firms may construct comprehensive libraries of tested methods for resolving recurrent customer problems by combining KM and CRM systems, and agents can access them as required. Improved service consistency is a side effect. The spectrum of agent skills has been leveled, allowing more customer support agents to offer the correct answers promptly and intuitively.


Seamless Customer Experience with Kapture’s KMS

Your customer experience process may be streamlined with an easy knowledge management system.

It is based on a straightforward model. All of your company knowledge may be stored on a centralized cloud platform, such as a knowledge base that customers may utilize to solve problems without having to rely only on your support team. In terms of problem-solving, it makes people self-reliant, confident, and, most importantly, autonomous. You’ll be able to provide a 360-degree support experience to consumers, allowing them to pick between self-service, live chat, or ticketing.

CTA: Your employee or customer will need the correct information foundation to take that confident and certain step forward. Kapture is a great place to start. Schedule a free trial now to learn more.


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