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Benefits of Knowledge Management Tool

Knowledge management tool is a software used for planning knowledge management projects which promote sharing and use of knowledge such as ideas, expertise, and best practices. Almost eighty percent of an organization’s business content is unstructured. The unstructured business content include information in files, messages, memos, reports, and proposals created in different formats and stored in many locations. The vast amounts of information need to be put in context to be filtered through and be made available to those who need it in a format that they want. This enables you to realize the full value of organizational knowledge assets.

In addition, the structured data from business systems, Customer Relationship Management and Enterprise Resource Planning packages, legacy data stores, and custom databases also has to be managed. The need to manage ever-increasing amounts of information is critical. In today’s difficult world of economics, information and intellectual capital are the keys to generating new and lucrative opportunities. The Knowledge management tools help enable organizations to tackle all the problems related to knowledge management more effectively at reduced costs.

The sophisticated information retrieval and cutting-edge content analysis features of the Knowledge management tools provide individuals and teams with the unique ability to fuse information repositories. In addition, the Knowledge management tools allow them to leverage the collective knowledge and experience of an organization to accelerate innovation and sharpen competitive advantage. The Knowledge management tools dramatically improve the way organizations manage their knowledge assets. The Knowledge management tools allow user to conduct single, unified searches across multiple unstructured information sources which include websites, file repositories, document management systems, multimedia libraries, etc. Administrators can deploy the Knowledge management tools to build, supervise, and manage organizational taxonomies. The intuitive interface of the Knowledge management tools enables users to easily conduct searches and analyze results. As a result, the Knowledge management tools allow easy customization to meet the specific needs of the organization and better personalization to suit the needs of an individual user.

The simple but powerful editing and site management features of the Knowledge management tools help the team communicate with each other easily, share information, collaborate on documents and brainstorm ideas, all in a single web-based location. In addition, the powerful editing features of the Knowledge management tools, such as intelligent page renaming and page hierarchies simplify the process of maintaining and organizing the content. The Knowledge management tool enables information to be looked up rapidly, as it allows full text searching across all content and attachments which includes Microsoft Word and PDF files. As the site grows, users can track any changes made to the pages of the website either through the site, with an RSS newsreader, or can be notified by email of each change. Every update that is made is stored. This makes it easy to compare a page with previous versions to see just what has changed and ensure nothing important is ever lost. The Knowledge management tool is available either as a stand-alone server that can run on a wide variety of operating systems including Windows and Unix, or as an application archive that can be deployed in any J2EE compliant application server.

Some of the important features of the Knowledge management tool include organizing your knowledge in discrete areas, the ability to describe your ideas using simple notation, quicker collaboration with your team, efficient search across all pages, comments, and attachments, rapid creation of flexible page structures, and the ability to discuss ideas within your group. Additional features of the Knowledge management tool include efficient retrieval of information you need, the ability to export pages or entries spaces as HTML, PDF, or XML, refactoring, security, email notifications, and better customization which allows you to change colors, styles, and the complete website layout.

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