With the best will in the world, information flow across an organization can often be fragmented. Even the most meticulously organized person can leave knowledge and content on their PC or mobile, ‘filed’ in their inbox or a pile of paper next to their desk or even in a dusty, un-used part of their brain.

Effective knowledge management can’t help when people keep information in their head – one day maybe – but it can certainly help address the other issues outlined above. But before I explain how, what exactly is knowledge management?

There isn’t really a commonly-acknowledged and accepted definition – it varies between businesses and industries – but I believe CIO Magazine defines it best, describing knowledge management as ‘the process through which organizations generate value from their intellectual and knowledge-based assets’. To generate that value CIO Magazine refers to, knowledge is distilled and shared amongst others in the business, which is where technology can play an enormous role.

Most important is a central repository for the knowledge. Organizations have traditionally used their own servers for this, but their limitations are only too apparent – unwieldy, costly and inflexible. Huddle provides its users with unlimited capacity to securely store any and all knowledge, in whichever format they choose. This is stored centrally and is accessible to anyone who needs toview, amend or approve a document. This means no more waiting for someone to return from holiday or waiting for a meeting to be set up and knowledge is able to flow far more freely through the business. If your team works across time zones, it also means that users in Hong Kong can access files as easily as the team in NYC or in Europe – people can access knowledge at whichever time is convenient to them.

Within that central repository, users are able to file and store knowledge in the way that works best for them. Huddle allows files to be organized by name, size, date modified or even approval status, ensuring that people aren’t wasting time searching for something on a server that might be incorrectly named or filed somewhere it shouldn’t.

Finally, as the knowledge is flowing throughout an organization it is important to keep track of which version of a document is most current. Huddle has an audit trail feature that automatically updates when an action is taken on each file. If a user modifies or amends a document, Huddle overwrites the previous version and saves the new one. People will also see that a time, date and user stamp has been recorded each time an action is taken, providing visibility into exactly who has accessed and used data.

Technology is arguably the most important tool for achieving effective knowledge management – how did organizations manage before services like Huddle?

Read more about Huddle that allows information to be stored centrally and is accessible to anyone who needs it using built inknowledge management software. Consequently, knowledge flows more freely and efficiently across the organization.

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