Companies and enterprises of all sizes worldwide provide information to disparate, global teams via Knowledge Management Systems(KMS). These tools are a great way to provide a source of truth to employees and support teams in collaboration. KMSs can be viewed as the holy grail for Human Resources (HR) and People Operations (PO) departments, with several day-to-day tasks relying on these systems. But these systems’ search capabilities can be a downfall. This post, part one of a two-post series, will discuss a few use cases and the downfalls HR and PO face regarding search in KMS. 

What do HR and PO Use KMS for? 

The knowledge revolution, similar to the industrial revolution, is transforming the way work is done and significantly impacts the management of human resources in businesses. It is a widely accepted belief that a company’s competitiveness is determined by its ability to effectively utilize the knowledge within its organization. This is especially important in the management of knowledge workers.

A knowledge management system is any IT system that stores and retrieves knowledge to improve understanding, collaboration, and process alignment. Knowledge management systems typically exist within organizations or teams. 

HR and PO departments use KMS  to offer a central location for all HR documents, policies, information, and knowledge and make that vital information easy for anyone in the company to access and update from anywhere.

KMS Use Cases for HR and PO.

Employee Onboarding

Employee onboarding can make or break a new employee’s experience. Onboarding packets are helpful, but they’re easily misplaced and cumbersome for HR to update. In the end, onboarding inefficiencies can cost more than $250,000 annually for an organization of 1,000, according to the Workplace Knowledge and Productivity Report. And as organizations grow, so does that cost. 

Moving employee onboarding to a KMS makes it easy for HR to add new information and update existing information as needed. It also gives employees a simple way to access the information they need at any time—even months after their start date when a traditional onboarding packet may have been lost. Having new employees access onboarding information in the same place they’ll go to later for overall organizational and HR knowledge serves the dual purpose of getting them familiar with this vital business tool.

Applicant Tracking

A KMS can help companies organize candidates for hiring and recruitment purposes and allow businesses to collect information, organize prospects based on experience and skill set, and filter applicants. A KMS  can track all communications with candidates, decreasing time-to-fill and ensuring that companies get the best candidates for the position.

Using a KMS can eliminate paper in the hiring processes and provide a powerful tracking mechanism for enterprise HR and PO departments. 

How can Mantium Help Organizations gain more benefits from its KMS?

As we discussed a few use cases for HR and PO in KMSs, it’s essential to have a KMS system in place. However, many enterprises have come to realize that isn’t enough. The search capabilities within most KMS simply are not robust enough to return the best results. 

Inconsistent KMS search engines can leave employees dredging through hundreds of irrelevant search results. Certainly, time is worth so much more than this. Costs emerge in different ways when employees spend too much time searching within KMS. 

With Mantium, you can simplify the search process within your KMS.  

Streamline the onboarding process for HR staff managing it and new employees experiencing it. 

• With Mantium search capabilities, HR administrators can easily search the system to see where a specific employee is within the onboarding process and determine where they might need support. 
• Keep your KMS up to date: With our sync schedules and human-in-the-loop features, you can be sure that the information in your platform is always accurate and up to date.
• Employees can easily find where they left off in the onboarding process, using search capabilities to find exactly what they need to do daily. 
• Create a welcoming environment that is easy to navigate with best-in-class AI search capabilities. 
• Save new employees and HR team members valuable time managing the process. 

Improve the applications and talent search process with Mantium. 

• HR and People Operations professionals can streamline the application process with search capabilities and access to the most recently updated data on each applicant. 
• Materials, notes, and data about candidates, from phone screens to onsite interviews to sample work and resumes, are all within the KMS. With Mantium AI search, you have an easy way to search this information, ensuring you won’t miss vital information you need to make a critical team hiring decision. 
• With disparate departments needing access to applicant information, such as the hiring department, human resources, or another department involved, easy search capabilities can save time for everyone involved. Rather than needing a ticket with HR, anyone with permission can find the data they need quickly. 

In the next series of this blog, we will discuss a few more use cases focused on HR and PO, and how Mantium can help improve search.

Mantium can help.

Mantium is changing how you approach search engines within KMS. With our AI platform, we want to bring organizations a search experience they don’t dread, one that actually finds the knowledge and answers users so desperately need. 

To learn how Mantium can help, visit our website. 

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