One of the paradoxes of the modern age is that we are exposed to an ever-increasing deluge of information but have less and less time to process it. This is why companies who want to hold their own in today’s business landscape need to invest in a professional knowledge management system. In the following three steps, we will use a real-life example to show you how a digital and modular knowledge management system works.
From logistics providers and energy companies to emergency services and airlines, many sectors are struggling under the sheer weight of complex processes and critical data. This is where a modern knowledge management system comes in – as well as reducing complexity, it provides people with the information they need in a way that is simple, efficient, and reliable. There are three different subtasks here:
1. Providing information
2. Accessing information
3. Distributing information
So how does a state-of-the-art knowledge management system actually work in practice? Let’s look at it step by step, taking an airline as a case in point.
- Providing information
Real-life example: airline
Let’s say that an airline manager has three departments that they need to supply with information – Flight Planning, Flight Crew and Compliance. Let’s also say that the airline flies to three destinations – for example Frankfurt, Vienna and Zurich.
The first step for the manager is to record all the necessary information in a knowledge management system. In the old days, they would have had to produce six different documents – thankfully, the modular knowledge management stores and manages all the information on a single platform, making this time-consuming chore a thing of the past.
Providing information – point by point:
- The information is entered into the knowledge management system via an editor (similar to a Word file)
- As well as text, it’s possible to insert tables, images, GIFs and other media
- Another important plus is that existing documents can be imported into the new knowledge management system quickly and easily – a step-by-step guide for this can be found here
2. Accessing information
Real-life example: airline
Now that the information is in the system, our airline is faced with the next challenge: how to grant different employees and departments access to the information they need and are authorized to view.
This is where a modern knowledge management system can really flex its muscles. While pilots require information about regulations for approaching an airport, flight planners need to know about certain service procedures there. And it’s this very information that is tailored to users based on their role and filtered according to their functions.
Accessing information – point by point:
- Once the information has been published, it is made available to the relevant users
- Here, the information is provided on a role-specific basis so that each employee always has the right information at their disposal at the right time
- All information can be called up using different devices – through any browser or natively on any Android, iOS or Windows device
3. Distributing information
Real-life example: airline
The following example illustrates what is meant by “role-specific”: pilots don’t need to know the prices of drinks in the on-board bar. But flight attendants do. Similarly, compliance officers don’t need to know how long the runway in Vienna is, but the pilot does. These examples highlight two key advantages that make digital knowledge management systems such a game-changer:
- Information is divided up into individual modules – e.g. “Arriving in Vienna” and “Departing from Vienna”.
- Here, the information is distributed according to specific roles. For instance, departure information is also important for flight planners – not just relating to the runway at the airport in question but also to the services that are provided there
Distributing information – point by point:
- The system shares information based on the various user roles
- Any modifications can be triggered by end users or authors and then confirmed by the managers with the appropriate rights
- In a smart knowledge management system, the information flow is regulated through adaptable workflows. Another advantage is that users are automatically notified of any changes and only see the ones that are relevant for them
- The information architecture also permits automated linking to third-party providers or other sources such as aviation authorities or aircraft manufacturers
- The system allows managers to receive read confirmations from end users – an extremely important benefit from a quality assurance and compliance perspective
To sum up
The airline example illustrates how a knowledge management system can make complex information accessible in a clear and simple way. But above all, it shows why integrated solutions are vital for managing today’s information flows.
It also shows why digital and modular approaches are the obvious choice. After all, if we use digital devices to manage our personal music collection and archive our photos online, why should we be content to plod along with ring binders, manuals, and PDFs in the workplace? As well as being far from user-friendly, this outmoded approach can also be dangerous – especially in dynamic, data-driven sectors like aviation. And, of course, the same can be said of logistics providers, energy companies and emergency services too.
If you are interested in finding out more, book a demo today! We look forward to hearing from you.