5 signs your organization needs a better knowledge sharing tool

A good knowledge sharing tool is like a good friend—always ready to help and support you when you need it. But what if your knowledge base software feels more like a hurdle than a helpful resource? 

If your team can't access the right information at the right time, or worse, they make costly mistakes because they don't know how to use your existing software, then it's time for a change. 

Here are five signs that your organization needs a better knowledge sharing tool.

You can't find information when you need it

When you're frantically trying to find a manual for a meeting or an SOP to complete your project, but you're just unable to find it, it's an important sign that your knowledge base software isn't working right. It's not just important to have a single source of truth, but also necessary that all of the knowledge in your organization is easily searchable and accessible.

If you can't find the right information at the right time, then it's a clear indicator that your current platform isn't working for you. Choose a knowledge sharing software that has user-friendly navigation, easy-to-find search functionalities, and is quick to retrieve the guides when you need them.

Your team doesn't actually use the existing software

What's the point of having a knowledge management system if no one actually uses it? A knowledge base software is meant to be updated, referred to, and often used, to the extent that it's incorporated into your daily life. If your team has barely any idea about the current tool and the way knowledge is organized there, it's highly likely that they
don't actually use it. 

Is it because of technological or network difficulties? Is the platform not intuitive and easy to access? Is the search slow or the editor janky? Find out why and switch to a better knowledge sharing tool that is actually useful for your team. 

Outdated information is a serious issue

Your employees have no clue if the articles are right because the information in the knowledge base is outdated or it's always incorrect. Does this sound familiar? It's time to switch your knowledge sharing tool.

Choose a knowledge base software that has features like version history, article verification process, and notifications about the changes so that everyone in your organization stays on the same page. Implement a knowledge base software that makes scalability and accuracy a priority with its robust functionalities. Your team can now trust you to give accurate information always.

Your employees keep asking the same questions

If your employees are asking the same questions repeatedly, it's a clear red flag that your knowledge sharing tool isn't doing its job correctly. If you keep hearing questions like "Where is the SOP for closing deals?" or "What are the processes for healthcare companies?" and so on, it's time to look into other knowledge management systems for
your organization. 

Look for a centralized knowledge management platform that not only stores all of the information but organizes it in such a way that your employees can find it on their own. An user-friendly interface and easy-to-access platform is key to the success of a knowledge management platform within your organization. 

You lose knowledge when someone leaves the company 

If you lose crucial pieces of information every time someone leaves the organization, then you're bound to lose what makes your company run the way it is. Losing knowledge is a clear sign that your knowledge management system isn't working for you.

Choose a knowledge sharing tool that provides ease of use and collaborative authoring so that your team is motivated to record all of their tacit knowledge. Look for a platform that can act as a single source of truth for your organization. 

Wrapping up 

Most companies have a knowledge management system in place, but it's important to have one that makes your organization's functioning efficient. If you've experienced any or all of these five signs, it's time for you to move on from a system that's not serving you and choose a better knowledge sharing tool. 

Look for a knowledge sharing tool that not only stores information, but also helps your organizational knowledge stay current and updated. It's a must that the tool is user friendly so that it's actually a valuable source for your business. 

Looking for an intuitive and collaborative knowledge sharing tool? Check out Zoho Learn, a software that is as agile as your organization and transforms the way your organization works.