10 Reasons you need a Knowledge Management System

By Blessing Adesiji

January 18, 2023   ·   5 min read

It is essential for success in today’s fast-paced business environment to access accurate and current information. A knowledge management system (KMS) can help with it. A KMS is a tool that facilitates the effective storing, management, and access of knowledge and information within businesses. Businesses can increase staff collaboration, communication, and productivity by using a KMS.

But that’s only the very beginning. Here are ten reasons why you need a kms (knowledge management system)

1. Organization wiki

A KMS can act as a central repository for all knowledge and data inside your company. This can include important documents like company policies, guidelines, and best practices. All employees can quickly access this data by keeping it in a KMS, enhancing internal communication and collaboration. Although, a KMS frequently has a search feature that enables users to discover the data they require quickly. Employees won’t have to waste time searching through several sources or asking others for information, which can speed up productivity. Sometimes the search functionality doesn’t work as expected, and finding relevant information becomes a pain. You can read our article here, where we explained issues with search in KMS.

2. Product management

A KMS can store and organize information about the product, including specifications, design documentation, and test results, during the product development process. This enables teams to monitor a product’s development and guarantee that all necessary information is readily available. Product development teams may maintain focus and organization while ensuring that nothing slips between the cracks by using a KMS.

3. Bug tracking

A KMS can be used in software development to track and fix issues. Teams can more readily find and fix problems, enhancing the quality of the product by keeping information about bugs in one spot. A KMS makes it simple for teams to access and refer to all pertinent data, which can be especially helpful for tracking and resolving complicated or difficult-to-find faults. Teams working on software development can also ensure their product is of the highest quality.

4. Meetings

One of the reasons why you need a KMS is to improve meeting efficiency. Teams can quickly access and use agendas, notes, and action items during meetings by storing them in a KMS. This can guarantee productive meetings with a clear agenda and timely execution of any necessary follow-up actions. By using a KMS, teams can make the most of their meetings and get more done in less time.

5. Project management

A KMS can be used for project management to store and arrange data regarding the project, such as project plans, timelines, and deliverables. This can assist teams in monitoring a project’s progress and ensuring that all necessary information is readily available. Project managers can keep their teams on task and guarantee that projects are finished on schedule and under budget by utilizing a KMS.

6. Personal notes taking

Individuals can use a KMS as a personal note-taking and organization tool. It allows workers to save ideas, notes, and other crucial information and access it from any device. People working remotely or while travelling may find this especially helpful. Described here is one of the personal reasons why you need a KMS.

7. Managing employees

An HR team can use a knowledge management system (KMS) in various ways to enhance efficiency and effectiveness. Keeping track of employment records is one instance. The HR team can safely store and gain access to employee records, including resumes, performance reviews, and benefit details, by using a KMS. This enables them to quickly access records as needed and change them while guaranteeing compliance with applicable laws and regulations respecting employee data protection. The KMS can also be used to collect and manage employee training histories, certifications, and other data related to professional development. The HR team can use this to monitor employees’ advancement and performance over time and ensure they have the skills and certifications required for their positions.

8. Idea capturing

A KMS can be a valuable tool for documenting and compiling thoughts. Many KMSs have functions like idea boards and brainstorming tools that can aid teams in generating and honing their ideas. This could enhance creative thinking and problem-solving within the company. Teams may quickly collaborate on ideas and ensure good ideas are noticed.

9. Lecture notes

A KMS can be helpful for both teachers and students in organizing and taking notes during lectures. Students can view their notes on any device with a KMS, which they can use to share notes with classmates. As a result, study groups may communicate and collaborate better, and students may retain information better. In the education space, taking lecture notes is one of the reasons why you need a KMS.

10. Journaling

A knowledge management system can also be used for journaling. Many KMSs include tools that make journaling more straightforward and more fun, like configurable templates and formatting settings. People can track their thoughts and experiences over time and refer to them whenever necessary by utilizing a KMS for journaling. Writing in a journal can help people process their feelings and experiences, enhance their mental health, and become more self-aware. People can benefit from the habit of journaling by using a KMS, which makes it easier for them to record and reflect on their thoughts and experiences.

What are we doing at Mantium

We at Mantium recognized that, although there are a lot of benefits in using knowledge management systems, some drawbacks still exist. These are challenges that we’ve faced internally. We struggled with finding relevant information within our knowledge management systems, so we are building integration tools to help users find the knowledge and answers they desperately need.

Mantium simplifies how businesses access and share knowledge, promoting productivity, teamwork, and informed decision-making through cutting-edge technologies and methods. Our platform is streamlining the information-finding process, helping organizations to achieve success and stay competitive by reducing search time and increasing knowledge availability.

To learn how Mantium can help, visit our website

Follow us on Twitter @MantiumAI | Follow us on LinkedIn Mantium


Blessing Adesiji
With a Bachelor's of Science in Petroleum Engineering, Blessing is a self taught Data Scientist and Software Engineer. He enjoys educating Mantium users on how to build AI applications as a Developer Relations Engineer. When he is not writing code and tutorials, he enjoys doing exercise in the gym, and playing and watching football.

Enjoy what you're reading?

Subscribe to our blog to keep up on the latest news, releases, thought leadership, and more.