Optimizing knowledge management using tools

A lot of know-how is gathered in your company and all employees contribute specialist knowledge to the business. But to ensure that this expertise is not lost or unused, you need to find out where this knowledge lies, manage it and pass it on. To do this, you need to implement knowledge management in your company. QualityCircle helps you to organize the know-how in a profitable way.

Screenshot of the QualityCircle tool
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What can knowledge management software do?

Your employees are your most important asset. The right knowledge management tool will help you make better use of their expertise. To do this, several aspects need to be addressed:

  • Uncover: The software helps you identify and leverage existing knowledge.
  • Disseminate: Tools support the internal transfer of know-how so that the entire company can benefit from the knowledge. Employees thus support each other.
  • Develop: Ideally, employees’ knowledge should be continuously developed. The software helps here when it comes to skills management.
  • Generate: In order to strengthen the team in the long run, new know-how must also be transferred. A knowledge management tool (e.g., with the help of a service provider) can transfer new content and therefore become an e-learning platform.
  • Leverage: Accumulated and acquired knowledge must also be used profitably. A skills matrix, for example, shows you where the know-how can help.
  • Preserve: Finally, the knowledge management software also provides a large archive where information can be stored for a long time.
Screenshot of QualityCircle Skills Management tool

The features of knowledge management tools

To meet the challenges of modern knowledge management, tools such as QualityCircle have the right features implemented. They help manage know-how and stimulate knowledge sharing and training.

Database The foundation of any knowledge management software is a large database. Here, content is stored for the long term and can be accessed by employees. In this respect, knowledge management tools can be structured like wikis.

Profile management To ensure that the right information is presented to each employee, it is necessary to be able to create detailed user profiles. This also enables those in charge to assign permissions and activate courses.

Awarding certificates Tamper-proof certificates can be issued in order to track employee development. These are not only of interest as qualifications, but also indicate which training courses are suitable for which employees.

Search function In order to be able to retrieve knowledge quickly, the software needs an efficient search function. This includes options for categorizing content and using keywords.

Man looks at the QualityCircle app on his smartphone

Collection of learning materials Not only archiving knowledge, but also collecting materials for knowledge transfer is part of the functional scope of a knowledge management tool.

Courses Part of knowledge management is the further training of employees. The software offers courses for this purpose – both online and offline. Employees can then book and complete these courses independently.

Networking With the help of tools, team members can network better and thus stimulate the exchange of knowledge. In this way, know-how automatically spreads throughout the company.

How to work with knowledge management tools?

Above all, it is important (completely independent of digital tools) to establish a culture of active knowledge sharing within the company. Knowledge management tools can only be used profitably if employees are interested in actively pursuing further training.

The knowledge management tool is integrated into the workflow. Ideally, employees work with the software on a daily basis. Everyone should use the software as much as possible in a way that suits them best. The knowledge base and the scope of courses can then be expanded step by step. The collected data can be analyzed and used to improve the offerings.

Advantages of knowledge management tools

With good knowledge management software like QualityCircle, you will strengthen your company in the long run because you are investing in your most important resource – your employees. Since teams are always growing, you can ensure you have a sustainable competitive advantage.

  • Flexibility: An extensive knowledge base makes it easier for new employees to familiarize themselves with the work environment. Even if employees change departments or are given new tasks, the necessary knowledge can be quickly transferred.
  • Risk minimization: By gathering industry knowledge, those in charge make better decisions. With software, information can be quickly retrieved and used.
  • Motivation: All employees work together to further develop the knowledge management tool. This promotes motivation because the team can decide for themselves which information is important. In addition, independent further training is more likely to be successful than imposed training courses.
  • Long-term: In every company, it’s normal for employees to leave from time to time. Knowledge management software ensures that know-how is not lost and stays with the company in the long term.

Knowledge management with QualityCircle

QualityCircle supports you in your knowledge management. By combining the two modules QualityCircle Skills and QualityCircle Seminars, you get a comprehensive digital solution for your knowledge management.

QualityCircle Skills
The Skills Management tool is the perfect tool for tracking employee development. Not only can you determine which further training measures make sense for whom, but it also makes knowledge visible. Employees can network with colleagues in a targeted manner to benefit from the existing knowledge.
QualityCircle Seminars
The Seminar Management tool offers the widest variety of resources for further training. It doesn’t matter whether it’s a multi-day course, a short workshop or self-study materials. For each seminar you create and store a wide range of teaching materials that employees can use for further training.

The two modules work closely together. Data from one application is automatically transferred to the other. For example, if an employee completes a course in Seminar Management, their new qualification will be displayed directly in the Skills Management tool.

Laptop with skills management tool displayed on the screen


Which industries use knowledge management tools?

Every company can benefit from software-supported knowledge management. Small companies, in particular, find it easier to communicate knowledge with the right software. For large corporations, on the other hand, the extensive knowledge database is an advantage.

Is knowledge management software used offline or online?

You can host knowledge management software on your own on-premises server. Then you have full control (and responsibility) over the software. With a cloud solution, on the other hand, the hardware is regularly maintained for you and the functions can be accessed from anywhere. This is particularly suitable for decentralized companies.

Is knowledge management time-consuming?

No, if you use suitable software, knowledge management is very easy to implement and carry out. The advantage is that the tools can grow slowly. Start small and gradually add new data. Since all employees work together in the knowledge management tool, the burden is not only on individual colleagues.

Can’t find an answer to your question?

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We will be happy to provide you with further information.


Knowledge management tools help companies organize the expertise of their employees – one of the most important competitive advantages. If you manage, increase and store knowledge properly, you can ensure long-term success.

  • Focus on your employees and uncover existing knowledge.
  • Ensure that knowledge remains in your company for the long term.
  • Create measures to distribute and increase knowledge.