In general, a system is a group of elements or sub-systems that work together as a group to achieve a common objective or goal. A body of knowledge on the other hand, is a bit of information that allows you to understand and comprehend an existing phenomenon. Management as a concept and as a discipline is the process of planning, organizing, and systematically arranging all received information to become meaningful and functional. A knowledge Management System then is a perceived concept on how one can manage the knowledge (comprises of data and information) in an organization to be able to support the process of transforming pieces of data into a meaningful information, how to properly perform the dissemination of the same, perform capabilities such as storing the data and be able to retrieve them when needed.
The whole concept of a knowledge management system is to empower its user in the manipulation and access of any information that they need. In essence, the use of the knowledge management system works on both the user and the organization. It allows primarily for the user to have an easy access and use of information. This in return becomes beneficial to the company as highly credible information is being yielded at such a short given time frame. In addition to that, the presence of a knowledge management system can actually provide a map about how each entity in the organization communicates the information within the entirety of the company. This brings about an extra of security to every information that goes in and out within the four corners of a room.
Learning what a knowledge management system is may thrill your brain cells a lot. However, knowing in detail the components and features that make the whole knowledge management system plus the benefits that they bring may spell a far more exciting and thrilling idea to digest. Below are some of the well-noted benefits and advantages in having a knowledge management system in an organization:
a. The ability to share pertinent information thru out the whole organization. As we all know the acquisition of a quality information can spell a great difference in any organization. When these types of information are easily shared all thru out the organization, the more for any individual to become more productive and efficiently deliver the organizational goal.
b. The presence of a knowledge management system can lessen if not totally eliminate the redundancy of work. Any individual worker who is well-provided with information would have a lesser chance of committing redundant work. The power of a knowledge management system lies on providing up-to-date and accurate information thus, will ensure that no work is being duplicated. c. The whole concept of a knowledge management system is geared towards self-learning. The use of any information can bridge the gap in knowledge. When this concept is achieved in any knowledge system, the need to extensively train and teach people can be lessened if not totally eliminate it.
Although in reality, there is no such thing as a perfect system; the creation of a knowledge management system is adhered towards perfectly achieving its objectives. Thus, rest an assurance that in its entirety, the company can expect an assured attainment of what it expects to achieve.
Knowledge management technology is an important adjunct to the KM systems. In fact, technology provides a pivotal role in delivering knowledge to its intended beneficiaries and serves as a venue to share vital information for increased business intelligence. The use of different technologies as tools for knowledge management is not a new phenomenon. It has been used by companies since knowledge management was first formulated as a management system. Software, business intelligence capturing programs, databases, intranet and Internet, and information delivery systems have been used as knowledge management tools. These technologies made it possible for companies to easily capture knowledge sources and integrate them to their own knowledge base.
However, it is important to note that the success of knowledge management as a distinct management system does not rely primarily on the use of technology. Companies should avoid making their knowledge processes techno-centric. That’s because the success of knowledge management primarily rests on internal corporate culture. This management system will work or not if companies are prepared to implement major changes in its information approaches. It should be emphasized also that knowledge management, information sharing, and business intelligence innovations will be effective only if top corporate executives, managers, and personnel will accept change. This means that the corporate culture must be open to new ideas, methodologies and concepts in order for knowledge management to work.
No amount of technology enhancements and deployment will make knowledge management work effectively. It still needs conformance of key corporate personnel and corresponding changes to corporate culture.