[Confluence], [Atlassian Intelligence], [Collaboration], [Knowledge & Information], [Loom], [Rovo]
Have you ever considered knowledge management as another strategic asset whose impact can be on par with service management, agile, and DevOps? By improving just this, you can reduce your employees' time spent by 20-30%, minimize their workload, and make onboarding easier. Want to know how you can achieve this? Let's look at 8 common problems and 4 products that can solve them in one fell swoop.
Knowledge Management in Organization - Key Aspects
Knowledge management is the process of capturing, organizing, sharing, and leveraging information to improve decision-making and work efficiency. This involves several core tasks aimed at managing information effectively:
Knowledge Creation & Capture
Creating new knowledge through innovation, problem-solving, and collaboration, and documenting it properly (e.g., via Confluence, Jira, or AI summaries).
Knowledge Organization & Storage
Organizing information with hierarchies, tags, and categories for easy search and retrieval.
Confluence spaces and templates greatly help with this.
Knowledge Sharing & Collaboration
Delivering timely knowledge to the right people.
Atlassian facilitates sharing with smart links, notifications, and access controls.
Knowledge Application & Utilization
Encouraging teams to use documented knowledge in decisions, service management, and projects.
AI-driven recommendations in Atlassian tools provide insights when needed.
Knowledge Maintenance & Evolution
Maintaining current, relevant, and accurate knowledge via reviews, updates, and editing, e.g. in Confluence and Jira.
But Why Do Employees Struggle to Find Information?
In reality, things are not so simple when it comes to knowledge management across an organization that includes many different teams. The most common challenges here are:
⚠️Information silos: Teams store knowledge in separate spaces, leading to a lack of visibility and access.
⚠️Poor knowledge accessibility: Information is scattered, outdated, or hard to find.
⚠️Lack of engagement & adoption: Teams don’t actively contribute to or use the knowledge base.
⚠️Difficulty in maintaining & updating knowledge: Outdated or irrelevant knowledge clutters systems.
📊Some Scary Stats About Poor Knowledge Management
Before writing this article, we at catworkx did some research, including studying reports and statistics from Forbes, Business Wire, and Springer Nature Link on knowledge management. We were shocked by the numbers and key statistics we saw.
Employees spend 20-30% of their time searching for information
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40% of an employee’s knowledge is lost when they leave
70% of employees experience information overload or duplicated knowledge
Employees spend 20-30% of their week searching for information instead of working productively. This issue isn't limited to the information management department; 70% of workers regularly face confusion and inefficiency due to excessive, conflicting information.
If decision-making suffers without easy access to centralized knowledge, imagine what happens when key employees leave. Up to 40% of workers' knowledge is lost. Without a structured retention process and proper documentation, critical expertise is lost with them.
| 💡If your organization falls into these statistics, it's time to rethink your knowledge management strategy! 🚀 Tools like Confluence, Jira Service Management, and AI-powered search can streamline KM, reduce inefficiencies, and improve collaboration. |
🚨 8 Key Signs of Knowledge Management Problems
If your organization struggles with knowledge or information management, you may notice several warning signs that indicate inefficiencies, knowledge silos, or poor information flow. Here are the key symptoms and red flags that suggest you have KM issues:
How to Identify Knowledge Management Problems in Your Organization?🔍
Not all problems may be evident and easy to spot. In catworkx, we use some tricks to identify knowledge and information management problems. They work great for both small businesses and enterprises.
✅Run an internal survey
Ask your employees or teammates how easily they can find, share, and use company knowledge.
✅Conduct audit search queries
Track and explore the most frequently searched topics to identify gaps in documentation.
✅Estimate the number of support requests
High ticket rates for common questions signal poor knowledge accessibility.
✅Measure employee onboarding time
If new hires struggle to ramp up, your knowledge management may need improvement.
✅Assess decision-making speed
If teams struggle to make informed decisions quickly, they likely lack access to critical insights.
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💡For executive-level KM insights, Atlassian Analytics tracks knowledge engagement, article usage, and collaboration trends across Jira and Confluence. Jira Service Management (JSM) provides detailed reports on ticket deflection, self-service adoption, and knowledge base effectiveness. Combining both gives a full picture of knowledge management efficiency. 🚀 |
Transforming Knowledge into a Strategic Asset with catworkx and Atlassian
By leveraging Atlassian’s tools, catworkx helps organizations turn knowledge into a powerful competitive advantage rather than just a collection of documents or information silos. Effective knowledge management (KM) ensures that insights, best practices, and expertise are not lost but are instead structured, shared, and continuously improved.
Explore the tools we actively use in KM or jump directly to catworkx knowledge management solutions.
Confluence gives teams a single place to create, collaborate, and organize all work
JSM streamlines service delivery by connecting teams, automating workflows & improving request resolution.
Loom videos help teams connect and scale knowledge asynchronously
Rovo helps teams find, understand, and act on organizational knowledge through the power of GenAI
