Knowledge management and SharePoint compliment one another when used together. SharePoint is ideally suited to serve as an internal, collaborative, version-controlled solution for your knowledge management method.
Simply put, this means maintaining all of your company’s information in one location, making it available to a large, distributed staff, and fostering improved collaboration.
Advantages of SharePoint Knowledge Management
All your needs in one system
The fact that Microsoft provides a variety of apps to fulfill your business demands is another benefit of adopting a Microsoft Office 365 application. The potential of Microsoft Outlook for managing your schedule and email inbox is very high. Any document can be written perfectly with Word, and Excel can assist you in keeping track of your finances.
All of your tasks can be condensed into a single suite experience with the aid of PowerPoint, Access, OneNote, and Skype.
SharePoint knowledge management also has several functions. It serves as the file system, knowledge repository, knowledge sharing, knowledge management tool, document management system, knowledge assets, document collaboration platform, and much more for your company.
SharePoint can be used to create business systems, content classification, web parts, and knowledge base platforms.
Easy Onboarding for Users of Microsoft
It’s probable that almost all of your personnel have utilized Microsoft Office 365 Suite software. Use software for knowledge management from the same suite that your employees use for their regular fieldwork due to the enormous popularity of Microsoft Applications.
Due to the administration department not having to keep track of as many passwords, onboarding efforts are reduced.
SharePoint is the Wikipedia for your company.
You’ll notice that all of your data is saved in one location once you begin utilizing the SharePoint knowledge management system. With this knowledge enterprise, searching for material is as easy as using the wiki search function.
All relevant material for a web component of documents can be quickly located by typing a few keywords into the search field.
Simply type a few terms in the search bar, and all relevant content, including web parts of documents, can be found in a couple of seconds. Everyone has access to the knowledge base system’s data and may add new content types.
» MORE: Which Companies Make Use of KMS?
Limitations of the SharePoint Knowledge Management
Search Capabilities Are Limited
Despite having a search option, the SharePoint Knowledge Management system puts restrictions on the search capabilities. Your content is not indexed with SharePoint.
Search is restricted to the site collection that your user or individual is searching on, and you are only able to filter the search results by the content’s age.
When searching for a few files with a broad set of characteristics, the search tool is helpful. The search results are ineffective for data taxonomies with higher sizes and more complex characteristics.
The number of users is restricted
This feature might be a major problem for businesses wanting to make their Sharepoint knowledge base platform public. Users shouldn’t need to log in to most self-serving knowledge-based systems in order to search for information.
Your costumers and their security find this to be a major inconvenience because they do not want to spend more than a minute looking for the information. Therefore, it won’t be easy to get someone to look at the information in your knowledge base if they aren’t an employee of your organization.
Unstructured Information
Similar to Wikipedia’s information architecture, SharePoint’s information structure lacks user-friendly organization and indexing.
For teams and end users, a lot of unstructured content processes might be frustrating. Your material should ideally be well organized into relevant subjects to make it simple to conduct a search. SharePoint’s content architecture and syndication require a lot of effort.