In fact, the way we manage knowledge is more than just an operational concern – it is a cornerstone of success. The ability to efficiently access and share information can make the difference between jumping on an opportunity or letting it pass by.

The expanding wealth of data available to businesses, internal and external, can only be an advantage. Yet many struggle to unlock its value.

In a Harvard Business Review (HBR) study, 73% of organisations reported difficulties with siloed or fragmented information sources, often resulting in delays and hampered productivity. To tackle this challenge, businesses must rethink their approach to knowledge management.

The power of centralised knowledge management

A key challenge is that workplace knowledge is increasingly spread across various platforms. On average, organisations use 93 apps. Without a unified system, critical insights stay buried in emails, chat messages, documents, or the expertise of individual employees. This fragmentation is a roadblock for productivity. So often, employees waste time searching for information or recreating existing work.

Maybe it’s overlooked because it is too simple. But institutional knowledge is one of a company’s most valuable assets. A centralised knowledge hub empowers teams to solve problems faster by giving them access to accurate information and fostering collaboration and innovation. Above all else, this reduces duplicated work and ensures that insights from past projects are not lost. With the average employee churn in business at 34%, it is also important to preserve knowledge beyond individual ownership as employees transition in and out of roles.

This isn’t just a relief for existing employees who don’t always need to start a new task from scratch. Centralising knowledge also supports faster onboarding by giving new employees access to critical information.

AI as a catalyst for change

With the power to aggregate and analyse information from diverse sources, whether structured or unstructured, AI is revolutionising how businesses manage knowledge.

For example, AI assistants can analyse vast amounts of data stored across apps, enabling employees to find information without extensive manual searching. Advanced algorithms also help uncover patterns and insights within data, supporting better decision-making and strategic planning. For example, imagine a project manager asking an AI assistant to pull status updates on specific tasks, prompting analysis of internal knowledge to not only understand next steps but the knock-on effects to the wider business mission.

Beyond operational gains, AI-driven knowledge management fosters innovation. By automating repetitive tasks, employees are empowered to focus on high-value, creative initiatives that deliver growth. The potential for personalised customer experiences, streamlined operations, and smarter decision-making becomes a reality when businesses integrate AI into everyday workflows.

Unlocking potential

However, AI adoption in knowledge management remains limited. The same HBR survey found that although 97% of workers acknowledge the importance of knowledge management, only 44% believe their organisations are effective at it – and just 3% are using AI for this purpose.

Fragmented systems and unprepared data are the primary obstacles. AI requires well-structured, reliable, and consolidated information – a process that is both time and resource-intensive. The absence of a documentation culture can also limit the effectiveness of AI tools, as these systems are only as effective as the information readily available to them.

To realise the benefits of AI, businesses must create standards for how knowledge is captured across the organisation and incorporate these into day-to-day work. Additionally, they must equip employees with the training to confidently use AI tools.

Embracing a new era of knowledge

The opportunity cost of taking existing knowledge for granted is undeniable. Inefficient handling of internal information leads to missed opportunities and stifled innovation.

By centralising data and harnessing AI to automate discovery and generate actionable insights, businesses can operate with improved agility and productivity. With the right culture, tools, and strategies in place, companies can elevate knowledge from a fragmented resource to a powerful engine of success.

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