Have you ever wished that you had some real-time support while working on your projects?
Has any incident occurred where you felt having the access to comprehensive knowledge related to the project you are working on could make you the next best employee at work?
Truth being said, if you did, you are not wrong.
Most of the time’s team collaboration or individual work quality suffers due to incomplete information related to the work at hand. No matter who you are, a product designer, developer, marketer, or customer representative, having comprehensive knowledge can change your productivity levels forever.
The problem is having access to comprehensive knowledge is hard. Even if you make it possible, retaining every minute detail of the product in one briefing session cannot do the trick. This is exactly where a knowledge base system comes in handy.
Alleviating the problems of insufficient and misaligned information, a knowledge base software acts like the recipe book to your project’s success.
But if you are still unsure of the potential it has to change the trajectory of your career, by the end of this blog post you will not have any.
Simply put, knowledge management software is much more than just a project detailing software. It is the tool that can improve your productivity and efficiency at work by exponents.
It bridges the gaps between the product developers and customers creating a more cohesive communication.
A knowledge base system ensures you have comprehensive knowledge about the product in the most organized structure giving you real-time access to exactly the portion of knowledge you need. This means it is flexible, agile, and dynamic.
But to put it in clearer words, here are the top 5 benefits that a knowledge base system can help you with.
1. Easy information access and retrieval
One of the most critical areas of performance at work is the ability to access relevant information on the go. Don’t you agree?
Why do you think the internet became so wildly popular? It gave the ability to people to access anything from anywhere simply by one search.
A knowledge base software acts just like the internet but is personalized and customized just for your access. Its tags and category sectioning features help you to create organized, meaningful information architecture which you can access anytime, anywhere. This brings you flexibility and creates more agility in your work process.
Unlike traditional ways of project briefing, you wouldn’t have to undergo a complete brief all at once. You can just access the portion aligned to your current stage of work. The best part? The most powerful knowledge base systems have a search button that can give you access to your information just like the internet. Yet again, you do not need to make your device memory loaded with all this information.
You can keep everything on the cloud safely and just download the active projects on your devices for faster processing.
2. Easier document management
Document management is one of the most unproductive yet critical tasks that you can do in your daily day of work.
Think of a situation where you had to dig into a 9-month-old project for some reference or ad hoc reiteration asked by your manager. Are you already intimidated by the hassle you have to go through if the documents are unmanaged?
Fail to keep your documents updated with the latest information and your quality of work will start to deteriorate. Yet again, invest a lot of time in managing and maintaining files and you lose your productive hours which can often result in overtime. You wouldn’t want to work for long hours now, do you?
This is exactly what the knowledge base software alleviates. Bringing cosmos the chaos of your documents keeps you updated on your projects and ensures your work quality never suffers due to insufficient or outdated information. In short, it saves you from every embarrassment in front of clients.
The best part?
To streamline this process, the best knowledge base software enables seamless collaboration so that the documentation process is never the task of one person. Instead, the whole team included can create it making it dynamic, fast, and lean.
It also has tags and categories to create proper sections and distribute content on the basis of relevance and topic clusters. This means if your marketing team needs help they would not land up in the design team help section and vice versa.
3. More creative room
Performance is one of the many benefits that a knowledge base system can provide you with.
A study by Mckinsey found that an average employee spends nearly 20% of their working hours communicating through emails and platforms like Slack.
Decluttering your workspace from the turbulence of mismanaged communication streams, documents, and files, the software creates a centralized management system. This means, there is no more redundancy in the information and communications. There would be no more long chains of inefficient email threads for communications that require real-time support.
Addressing your customer’s real-time questions can be easily streamlined with easy access to updated information.
Keeping everything in their order, a knowledge base system can give you more execution time than planning and collecting information to work upon. In short, you get to do work that matters. But that is not all.
An efficient knowledge base system can keep a track of your contacts, people whom and when you’ve met. This can help you track and organize your future work time distribution better and improve future performances.
Again, it creates a shorter response time. With real-time assistance, your daily task completion process can be managed and planned better. The standard protocols of your team operations in hand make sure you can keep up with the quality standards.
The best part is it saves you from burnout giving you the creative flexibility to improve the quality of work.
4. Access to authentic information
Having answers to your real-time questions is good but having the best answers for your real-time questions is where your performance shines through.
A knowledge base software ensures that you get the very best answer to your question. Dividing the knowledge base creation task amongst each and every team member creates a lean, fast and authentic information kiosk.
This means your product features questions will directly be answered by the product development team while the design questions are answered by the design team. This creates clutter-free, error-proof cohesive information flow which can alleviate your individual performance in your team.
Also, it reduces room for redundancy, a phenomenon common in every team collaboration task.
Once answered, the common question does not need to be answered again by any of your team members. They can treat it like a self-help document that can streamline the process and create the collaboration path of least resistance.
5. Secured information storage
One of the most critical areas of document storage is security.
No matter how structured and easy it is to access your documents if it is vulnerable to cyber threats, it hardly brings any benefit to your daily task.
Mitigating this core problem, a knowledge base software not only creates a system of easily accessible information but a secured environment of storage. This means it can only be accessed by authorized team members. If you are creating a documentation system for yourself only, you can keep it to yourself by all means.
Moreover, you can give restricted access too. This feature comes very handy when you are to collaborate for a short span. Using strong password authentication and encryptions keeps your documents safe and secured on the cloud. You can access whenever required without fearing any cyber attacks like ransomware or malware.
A knowledge base software is powerful no doubt. But to witness significant growth you would have to be cognizant of how you document your operations at work.
Start with prioritizing the information that is primary, secondary, and tertiary and documents them according to your unique categories for seamless access and utilization. This can create smoother work processes for you.
It is only when you blend the power of a knowledge base management software with good documentation hygiene that the difference becomes significant. What follows is naturally the best version of yourself at work.
A knowledge base software not only proves itself to be leveling up your career but can improve communications and productivity for your entire team. By now, its strengths must have been clear to you. However, here is a word of advice.
No matter how powerful your knowledge base software is, if you are not documenting the vital information for your teams, it will fail. This means the core task still remains with you.
Document information that can alleviate your tasks.
Let us know in the Comments section below when you are planning to integrate a knowledge base software in your career growth path.