FAQ

Productivity loss often occurs when employees have to repeat tasks due to lack of shared knowledge. Or decisions take longer than necessary due to a lack of accessible information. With effective knowledge management, you can therefore drastically increase productivity within your organization.
Crucial information is easily accessible and consistent with all stakeholders. This prevents the loss of valuable knowledge and minimizes duplication of work. Well-established knowledge management systems also ensure better decision-making and more efficient use of resources, which improves productivity.

You would ideally set up knowledge management by first identifying the critical knowledge within the organization. Subsequently, you implement an Electronic Document Management System (EMDS) where this information is easily accessible. Establishing clear workflows and standards for recording and sharing knowledge is essential herein. It is also important that knowledge sharing is actively encouraged by management, including a supportive corporate culture and the provision of practical tools.

You would ideally set up knowledge management by first identifying the critical knowledge within the organization. Subsequently, you implement an Electronic Document Management System (EMDS) where this information is easily accessible. Establishing clear workflows and standards for recording and sharing knowledge is essential herein. It is also important that knowledge sharing is actively encouraged by management, including a supportive corporate culture and the provision of practical tools.

You ensure security and compliance through a combination of access control, encryption and version control. Access control ensures that only authorized employees have access to (sensitive) information. Encryption protects data from unauthorized access. Version control helps ensure that only the most up-to-date (and approved!) information is used.

Using concurrent engineering prevents, for example, drawings or documents from being edited simultaneously on different interfaces. Users are informed when it is edited by someone else and when the document is checked out in the EDMS.

Using claim management, we manage all documentation and correspondence in such a way that all information is connected. This gives you quick and effective insight into the history surrounding the design and agreements. In addition to an EDMS, you also need optimized work processes including the implementation of Group Records Management.

Regular audits ensure that all processes comply with relevant laws and regulations. In addition, clear policies and training for employees are crucial. Integrating these measures ensures data security and minimizes legal and operational risks.

Knowledge management helps you stimulate innovation by systematically capturing, sharing and leveraging knowledge within your organization. It promotes collaboration between teams, bringing together diverse perspectives and expertise to find creative solutions.

Productivity also increases as employees spend less time searching for information and performing tasks. In addition, the speed and effectiveness of decisions within your organization increases. However, it is crucial here that user adoption is high.

There are many systems on the market and therefore there is no such thing as the best document management system that can be used by all companies. The best system depends heavily on how your company operates. After a personal meeting and the accompanying inventory, we will look at your needs together and start a selection process to implement the best-suited EDMS.

SharePoint is a powerful Content Management System from Microsoft that we definitely recommend as one of the best collaboration tools in the market. However, you should have a professional team that deals with all updates and bugs (errors) in SharePoint on a daily basis. After all, Microsoft introduces new updates daily to improve the product.

In addition, SharePoint also needs various other tools (think APIs and individual computer programs) to use it as an EDMS. If you do not have SharePoint specialists and your budget is limited, we strongly advise against using SharePoint as an EDMS. However, you can build an effective interface between SharePoint and your EDMS.

The biggest concern with knowledge management is the risk of knowledge loss, especially with staff turnover or inadequate documentation. As a result, valuable expertise can be lost leading to reduced productivity and inefficient processes. Other hazards include poor access to information and security risks.

This can lead to compliance issues and a breach of trust within your organization. This, in turn, can create an inefficient organization with rising costs. Without proper management, knowledge management can also lead to information overload, which actually reduces effectiveness. It is therefore important to appoint a knowledge manager to manage this.

As Eqibim Group, we operate throughout Europe including Turkey. However, our support is not only limited to these countries. We offer global support, on location or remotely, to help with the development around knowledge management and software developments, innovations and optimizations. Our field engineering checks and 3D scans of your installation are currently only available in the Benelux.

First, we make an inventory of the types of information present in your archive. Furthermore, we examine what formats there are, what precautions are required, what metadata is necessary and desirable, how this metadata should be delivered and whether automated tools are available within the organization.

Next, it is necessary to indicate the priority of the information. Depending on the amount of information and the activities required, we can assess the required budget and the optimal turnaround time.

Together with your team, our experts will review the current situation including available procedures and instructions. We then assess whether the necessary elements have already been implemented using the ISO 55000 (and ISO 55001 & ISO 55002) standards. Subsequently, we verify whether they match your own guidelines in order to successfully implementation of the optimization.

The question here is whether the current Asset Management System offers the possibility to implement the optimization. Another tool may need to be used. This will become clear during our inventory and will be included in our plan of approach to get this right.