Major Types of Knowledge Management Systems Explained

Knowledge Management Systems (KMS) is a process and an invaluable tool for big and small businesses and external customers, and internal employees use it more often. Typically, there exist multiple types of Knowledge Management Systems that you can easily include in your organization to enhance the business knowledge to a great extent. 

How to identify the best knowledge management systems for your organization? Don’t worry; this blog will clear all your doubts as we have mentioned the list of knowledge management system software solutions to opt for your organization.



What are the Three Main Types of Knowledge Management Systems?

Knowledge Management Types

With an initiative of a term knowledge management system, you can help customers to access the knowledge system to find answers. A knowledge management system: 

  • Supports the functionality of the IT systems,
  • Organized the documents
  • Is a Combination of the FAQ, tutorials, academies, how-to articles, or forums 
  • The fact related to information context
  • Creating a culture of flexibility and collaboration

Such knowledge management programs are an internal resource that scores over a traditional filing system. It arranges a vast amount of document management that aids easy retrieval, quick updating a piece of knowledge to hold specific roles, and efficient weeding of redundant data.

Knowledge Management (KM) plays a vital role in efficiently organizing the content, and for such cases, content management systems come into action. They are responsible for creating, managing, and distributing the article, specifically in terms of intranet, extranet, or website.

“Hecht et al., in 2011, came up with a successful “knowledge management system” implementation: Adoption, Acceptance, and Assimilation.”

In this advanced technological world, there exist three main three major types of knowledge management systems:

  1. Enterprise-wide systems

    An enterprise-wide system is a general-purpose system that collects, stores, distributes and uses the digitized information and its related knowledge of the organization using this management system.

    The Enterprise-wide knowledge management systems are solely responsible for handling or searching the relevant information, performing data storage for the structured and unstructured format, and placing the knowledge individual within your enterprise.

    Portals, Search Engines, Collaboration tools, and Learning Management System (LMS) are the leading examples of technologies that maintain management systems. Such systems offer online directories, tools, and other implementation details to locate firms and knowledge workers with specialized professionals essential sources of tacit knowledge (Botha et al.).

  2. Knowledge Work Systems

    Knowledge Work System is a part of a specialized management system designed for engineers, scientists, and other knowledgeable individuals. Such effective knowledge management systems contain an online directory to search for the company’s knowledge of management professionals that help the people and corporate workers with their required information.

    With the help of the standardized expert systems, this knowledge management system benefits employees in finding accurate information from the available knowledge database using best practices methods for future purposes. 

    Typically, the system involves 

    • Unique Tools to perform group collaboration
    • Useful portal to reduce information access
    • Knowledge in management implementation
    • Search Engine
    • Interactive tool to categorize information related to the taxonomy
  3. Intelligent Techniques

    Intelligent Techniques, one of the best knowledge management systems types, involves collecting, storing, and managing knowledge with smart strategic things. Such knowledge network systems contain intelligent agents responsible for dealing with particular and predictable tasks for people. users, business processes, or everything related to knowledge-base software applications.

    People use Artificial Intelligence to synthesize raw data into useful knowledge management systems to perform knowledge capture, knowledge transfer, knowledge storing, and knowledge acquisition.

    These knowledge management systems use search tools like deep learning, machine learning, and big data techniques to focus on patterns and connections. Such information systems help the firm sieve through massive amounts of data sources to quickly retrieve the required information.

    It allows the firm to manage knowledgeability, optimize your knowledge management efforts and places a strong emphasis on its supplementary resources such as communities, groups, and webinars.

So, these were the three major types of knowledge management systems that enhance your business strength and productivity. Moving ahead, let’s have a quick look at the top knowledge management software solutions that people can consider for their enterprise, startup, or company initiatives.

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Top Knowledge Management Software to Consider

  1. CloudTutorial

    Ideal for Small/Medium-Sized Organizations that need FAQ Software

    CloudTutorial is a knowledge base platform that saves the company personnel hours from answering the same questions multiple times and allows your customers to find answers quickly.

    With this knowledge management system’s help, you can easily segregate your data by category and even sub-category to smoothly manage knowledge and general information. This knowledge-sharing platform has easy-to-use content management as it helps in managing knowledge and manages all the a to z data models with just a few simple clicks.

    Top Features

    • Supports full customization options
    • Best to maintain team members internally and externally
    • Supports SSL integration
    • Impressive analytics and reporting functionality
    • Efficient content management system
  2. Tettra

    Ideal for Any Team Size that needs internal Wiki Software

    Tettra is the perfect knowledge management system solution to provide smart workflows that work internally within your company. It helps the people to offer inspiring answers to repetitive questions using this Wikipedia software. 

    It allows you to easily document the relevant processes, essential policies, and something related to procedures in one centralized platform, often known by the name knowledge repository.

    Top Features

    • Slack integration and notification
    • Simple editor
    • Internal page linking
    • Page requests
    • Single sign-on
    • Automated table of content creation
  3. Zendesk

    Ideal for All Business Sizes That Need Range of Customer Service Tools

    ZenDesk, one of the best Knowledge Management Systems, was designed explicitly for sales, support, and customer engagement. You can easily track, prioritize, and effectively solve the customer’s interaction. Such management systems work explicitly to focus on all users.

    It is an ideal choice for every business, no matter the size of the company you own or related to SMB retailers, HR professionals, educators, and IT expert systems.

    Top Features

    • Faster to implement
    • Chat communication
    • Responsive guide for better understanding
    • ZenDesk Connect – support tickets’ transactions
    • Supports the feedback mechanism
  4. Zoho Desk

    Ideal for Small to Midsize Companies That Need Complete IT Support and Helpdesk Solutions

    Zoho Desk is the best knowledge management system for smaller businesses that provide excellent customer support experience. The people can easily manage, prioritize, and deal with multiple requests that help your organization grab any kind of channels and dimensions using lessons learned and effective communities of practice.

    It can conduct on-site or in-app surveys on the fields like IT systems to see what employees or businesses face an issue for such codification cases.

    Top Features

    • Create and publish a support knowledge base article
    • Analyze and enhance customer support team performance
    • Achieve the business goals quickly
    • Flexible, Cloud-based help desk support software
    • Contextual AI to support the experience your customers deserve
  5. Document360

    Ideal for Growing Companies That Need Knowledge-Base Platform

    Document360 is a KMS that enables your business to create a unique base platform using an interactive end-user interface, minimizing support requests and various third-party integrations.

    It helps you contribute to the companies the vast amount of documents that the office activities initiate with less resistance to change. Its basic notion includes appropriate planning, proper measurements of business value and business benefits, and rollout minimization that can easily enhance your knowledge management projects’ chances of success.

    Top Features

    • Ease to create, collaborate, and publish a self-service KMS
    • Supports SaaS platform for the management of multiple documents
    • Maintain multiple versions
    • Markdown editor
    • Advanced analytics and reporting

These are examples of the top knowledge management tools (KM tools) or systems that help your business answer your employees & customers. These tools facilitate all the major types of knowledge management systems and manage data sharing internally or externally to enhance the business relationship to a great extent.

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WS initiates the designing of new effects of the knowledge management systems to integrate them into your organization. It also provides easy access to people in managing knowledge to external knowledge bases, such as powerful computer hardware that supports intensive graphics software options, analysis, multiple forms of document management, communications capabilities, and a user-friendly interface.

There are three main categories and knowledge management systems types, as defined by Botha et al. in 2008. Ikujiro Nonaka initiated the SECI model to describe how these knowledge types come into action:
  • Implicit (Tacit) Knowledge
  • Explicit Knowledge
  • Embedded Knowledge

KM systems’ primary role discipline is to promote a knowledge culture and programs for knowledge management, including creating a chief knowledge officer. The systems help deal with the usage of documents and integrate easily with Google Analytics to perform various factors.


So, which type of Knowledge Management System will you opt for for your business?

The best one is that suits your business needs, follows the best practices and norms, is a strategic asset in today’s information economy, possesses lower response time, lower costs, and competitive advantage. Selecting the appropriate option from various types of knowledge management systems may vary depending on the business value and goals.

Still, it must reflect your customers’ expectations and following communities of practice to have an excellent customer experience in sharing and managing knowledge.

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