Knowledge Management System

A knowledge management system is an effective way for your company to organize and share information into easily accessible formats about its products and services with both internal resources and with consumers.

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Accumulate, Store and Share Knowledge

Knowledge management is the conscious process of defining, structuring, retaining and sharing the knowledge and experience of employees within an organization. The main goal of knowledge management system is to improve an organization's efficiency and save knowledge within the company.

In Organizations’ efforts to reduce support costs, the Knowledge Management System has proven its worth in gold. Constantly restoring agent’s awareness about new processes and guidelines, KMS Integration shows crucial Information in the form of blog-like knowledge articles. Get in-depth insights into all the smart features you can get with PHPKB Knowledge Management System.

KMS Features

  • Manage

    Knowledge management system allows editors to easily manage content, through a powerful content editor.

  • Search

    A search engine of knowledge management system should provide instant knowledge at their fingertips.

  • Sharing

    Automatic notifications to audience helps reduce training times and raise customer awareness of the latest updates.

  • Authority Access

    Access control is useful for knowledge managers to assign the right information to right person.

  • Collaboration

    A knowledge management system helps coordinate the departments by breaking the silos ensuring smooth working.

  • Feedback Analytics

    Feedback is important to provide better service as it allows to gather information which contents need improvement.


  • Knowledge Search

    Powerful search engine to search knowledge base documents swiftly.

  • Uncompromised Authoring

    WYSIWYG editor having capabilities equivalent to word processor.

  • SEO Friendly

    SEO features create search engine friendly contents for higher ranking.

  • Content Tracking

    Document Versioning to manage multiple releases of a document.

About PHPKB KMS Software

PHPKB is a knowledge management system with a relatively user-friendly platform that can be set up without any technical knowledge. It offers a wide range of features that covers everything you might need to set up your KMS, including a WYSIWYG editor with markdown support, powerful search, version history, user permissions, comments, custom branding, ready-to-use design elements, syntax highlighted code snippets and more. Its core strengh lies in its exceptional ease of use. Setting up a full-fledged knowledge management system in PHPKB takes only a few minutes, and even non-technical users can easily get started with the tool.

Knowledge Management System

Another notable strengh of PHPKB is that it offers both internal and external knowledge management i.e. it allows you to manage your internal documentation and customer-facing KMS within one platform. While many other popular KMS tools are tightly packed with complex features, menus, and settings, PHPKB focuses on the essentials and offers a clean, intuitive, and distraction-free interface. PHPKB KMS is used by different segments of users in different industries.

What is a Knowledge Management System (KMS)?

Knowledge management is the process of recording, sharing, and applying organizational knowledge. A knowledge management system (KMS), also referred to as a knowledge base, is any tool that facilitates knowledge management and improves the flow of knowledge within your organization.

  • Help organizations create and share information in real-time with employees for better customer handling.

  • Efficiently onboard new employees with the information and organizational knowledge they’ll need to do their job well.

  • More streamlined process of helping customers understand your product’s value, better customer retention, and loyalty.

  • With a knowledge management system in place, employees can reflect on recorded past experiences and apply that knowledge moving forward.

Knowledge Management System Dashboard

How to build your Knowledge Management System?

Setting up a knowledge management system may seem like a time-consuming project but it's far easier than it sounds.

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    Set up your KMS structure

    Put together a list of topics you want to cover and think about how you want to structure them in the KMS.

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    Create or import content

    The powerful editor makes it easy to get started and existing content can be imported to PHPKB KMS with minimal effort.

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    Configure access rights

    PHPKB offers access control features that allows you to restrict access to certain content only for authorized users.

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    Onboard your team

    A knowledge management system can only serve its purpose if it's actually used by your team.

It will certainly require some effort to set up an effective knowledge management system but it's a worthwhile investment. It is estimated that Fortune 500 companies lose roughly $31.5 billion a year by failing to share knowledge. A well-planned KMS can not only make it easier for your employees to do their jobs, but also cut your business costs in the long run.

How KMS Works

Benefits of using a Knowledge Management System

The primary goal of using up a KMS is to improve organizational efficiency by making relevant knowledge accessible to the employees when they need it. Facilitating knowledge sharing within your organization has numerous benefits:

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    Faster Employee Onboarding

    A well-maintained KMS gives your new hires access to all your internal company knowledge, minimizing repetitive questions and shoulder taps.

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    Time Saving

    When your team members have a single source of truth, they won't have to spend time digging through their inbox or shared drive to find what they need.

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    Knowledge Retention

    When knowledge is neatly documented in the Knowledge Management System, it is preserved even when experienced employees leave the job.

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    Fewer Repeated Mistakes

    When employees share their lessons learned with the team, they are less likely to repeat each other's mistakes.

All of this helps the organization to foster innovation, boost employee productivity, and operate more efficiently overall.

Knowledge Management System Benefits

Knowledge Management System Examples

A KMS can take many forms, from a dedicated knowledge sharing tool to a general-purpose file sharing solution. Let's check some of the most common examples of a knowledge management system.

Application Areas of Knowledge Management System

Knowledge management system is useful for any organization big or small as it helps to share knowledge with customers and employees. Knowledge base can be an extensive database of technical solutions, product advisories, and other knowledge articles designed to answer questions, provide how-to information, communicate best practices, and minimize the effort required for issue identification and resolution. Below are a few out of several industries where PHPKB knowledge management system can be deployed.

Pharma Industry

Knowledge Management in Pharma Industry

The pharmaceutical companies are increasingly turning towards knowledge management to improve productivity in the complex R&D process, allow the sharing of data and information between different parts of an organization.

Role of KM in Pharma Industry

Marketing Industry

Knowledge Management in Marketing Industry

Companies that organize their marketing and sales knowledge in a knowledge management system get better results. The synchronized and sorted data helps the marketing managers to develop efficient and executable strategies for marketing.

Role of KM in Marketing Industry

Healthcare Industry

Knowledge Management in Healthcare Industry

Healthcare professionals are constantly overwhelmed with new information, but struggle to find it at the right time. Organized healthcare information can literally save lives, if professionals can quickly access it from anywhere, anytime.

Role of KM in Healthcare Industry

Finance Industry

Knowledge Management in Finance Industry

Banks, credit unions, and others who provide financial services today have a tough challenge on their hands; figuring out how to deliver the best service while also achieving the highest possible operational efficiency.

Role of KM in Finance Industry

Hospitality & Tourism

Knowledge Management in Hospitality Industry

The travel and hospitality industry is extremely competitive and travelers demand great customer experience. Delivering personalized customer service increasingly relies upon knowledge management for travel and hospitality companies.

Role of KM in Travel Industry

Retail Industry

Knowledge Management in Retail Industry

A successful retail business requires well-trained staff and impeccable customer service. A KMS not only helps you to train your staff in the best possible way but it also serves the purpose of self-service-based customer service.

Role of KM in Retail Industry

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Whether you are looking for an in-house solution OR a cloud-hosted knowledge management tool, PHPKB knowledge base software offers enterprise-class features with pricing that can fit a small business budget.

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