Knowledge management is how companies gather, organize and share information. It’s all about making sure employees can access the information they need when they need it. It’s a way of sharing materials and insights, from product videos to sales processes to the wisdom that comes from years of working in the promo industry.

It pays to have a structured approach to knowledge management. Imagine if you had to start from scratch anytime you needed to find a sales sheet or solve a problem. Instead, when you create a knowledge management system, everyone on your team can access all the resources they need in one spot.

Jesse Short, a contributor to the Help Scout blog, says there isn’t a one-size-fits-all approach to knowledge management. However, there are some best practices any company can follow to create an effective system. We share his insight in this issue of PromoPro Daily.

Know your needs. It’s hard to create a successful strategy if you don’t know what your needs are, Short says. He recommends conducting an internal audit of your company’s current state of knowledge management. Then, talk to your team members about what’s working and what’s not. When you know employees’ preferences and how they’re currently handling information, you can develop a more robust plan.

Get buy-in. Make sure other leaders within your organization are involved in the process. This can help create a smoother build and rollout, Short says. If someone isn’t fully invested in the project, he suggests giving them some ownership to help motivate them.

Clarify your goals. What does success look like for you? When you define measurable goals, Short says it can help focus energy and give direction. Be clear when setting your goals and make sure you have some measure or indicator of success. Otherwise, you can’t tell if you’re making progress, which could hamper motivation.

Build your system. The last step is building your knowledge management system. Some companies use an intranet. Others may use a content management system or a shared document. Short says this process takes some time, and that’s OK. Just stay true to your goals and adjust as needed.

Your employees’ collective expertise and knowledge are valuable assets. Make sure you effectively manage that knowledge by building a system. Whether it includes sales scripts, reports or data, a knowledge management system can boost productivity and make employees happier and more effective.

Compiled by Audrey Sellers
Source: Jesse Short contributes to the Help Scout blog. Help Scout is a customer service platform.