Revolutionise Knowledge Management in Your Company with AI

‍In the era of rapid digitisation and technological changes, AI solutions implemented into company processes become invaluable assets. One possibility of using AI is to improve the management of company resources, particularly knowledge. Solutions offering AI-supported expertise are gaining importance, significantly increasing the efficiency of workflows and business processes.

Data and knowledge management

Dynamic progress in the field of AI forces organisations to adapt business processes to ongoing changes. With cutting-edge technologies such as data analysis, AI and GenAI, a new era of access to information and knowledge sharing is taking place. Proper management of knowledge bases is crucial for organisations that focus on innovation and development.

AI-based tools have long tracked, monitored and automated processes, significantly increasing efficiency and productivity. However, an integration gap may emerge between existing and new knowledge as we grow and evolve. In this situation, the required nature of the knowledge needed to optimise the processes must be determined.

Challenges of companies with large databases:

• company data is scattered across cloud and on-premises storage systems, creating isolated silos, making it difficult to view and analyse data comprehensively;
• data is constantly evolving, new sources appear, formats change, etc.;
• there is a growing problem with access control and data security protocols.

Data scientists spend a significant portion of their time cleaning, integrating, and preparing data before they even begin analysis, significantly reducing time spent on core tasks like building models and generating insights.

In project-based companies, AI improves decision-making through in-depth analyses of project data. For example, it can predict delays based on analysis of historical data, allowing you to adjust and enhance operations proactively.

Artificial intelligence vs knowledge sharing

AI and knowledge sharing are two sides of the same coin. AI relies on algorithms, NLP, and machine learning to support human actions and decision-making. It enables machines to acquire, process, expand and use knowledge. Sharing knowledge makes it easier to understand these processes, with AI playing a huge role by creating knowledge bases.

The role of AI in knowledge sharing:

• dramatically improves interactions between everyone in the organisation;
• improves the quality of knowledge and skills that contribute to further performance;
• integrates existing knowledge – acquired from previous projects, business processes and lessons learned from specific historical events;
• generates new knowledge based on business processes and employee interactions.

AI's influence on employees' efficiency:

• increase progress in knowledge-sharing methods and practices;
• encourage innovative concepts;
• strengthen the partnership of employees with the organisation through a common goal;
• influence the improvement of results with joint ownership of knowledge resources;
• increase employees' trust in the process of exchanging tacit knowledge.

AI knowledge management within an organisation sets new standards in how we use knowledge across the company

AI in improving knowledge management

Effective data collection and storage are the basis of any knowledge-sharing project. Often, vast sets of both structured and unstructured data remain hidden due to ineffective sharing methods.

Possibilities of AI algorithms:

• automatically collect data from various sources such as emails, social media interactions, customer reviews, etc.;
• improve intuitive knowledge management by customising content, understanding user intent, and intelligently organising information;
• tag and archive documents, making their search faster and more efficient;
• summarise long documents and extract critical information from them, making it easier for employees to understand complex topics;
• generate reports on knowledge base usage, user queries and trends;
• select and organise knowledge bases by identifying relevant information and categorising it appropriately;
• personalise the content selection process – they analyse professional profiles, past interactions and preferences of employees, recommending only the content they need, without the need to review irrelevant ones, which eliminates the problem of information overload;
• analyse performance metrics, skill levels and even unique learning styles of individuals, playing a pivotal role in employee development;
• improve security with advanced techniques such as anomaly detection, automatic threat detection and adaptive access control;
• translate knowledge base content into different languages, making information available to a broader audience and supporting better communication within the global workforce;
• identify knowledge gaps, assess their usefulness and improve the overall quality and effectiveness of the knowledge management system.

When organisation encounters a specific problem that is not adequately addressed in existing knowledge resources, AI can:

• synthesise information from related content, expert opinions and other resources to create a comprehensive guide to solving a given problem;
• regularly scan content to identify outdated information and then update it or mark it for manual review;
• ensure the evolution of the knowledge base in real-time, tailoring it closely to the constantly changing needs of the organisation and its employees.

AI can facilitate access to information by quickly searching company documents and providing accurate answers

Knowledge Chat – a new era in workplace knowledge sharing

AI can revolutionise knowledge management in the workplace – from processing and improving the retrieval of information from the knowledge base to providing useful insights and creating high-quality knowledge. Knowledge Cha – the new solution we developed in WEBSENSA meets this challenge.

Knowledge Chat is an advanced AI system offering an extensive knowledge base from company documents in a user-friendly chat interface.

It is addressed to managers and employees and can serve in 2 ways:

• internal – possibility for employees to ask questions about company's internal processes and rules;
• external – using the chat to ask about company's products ans services in order to provide the information to clients or users.

Knowledge Chat facilitates the access to knowledge, enabling employees to do their core work

Knowledge Chat features:

• transforms company documents into an easily searchable, interactive knowledge base;
• allows you to search technical documentation necessary in the daily work of technicians;
• processes company documents quickly and efficiently;
• instantly locates specific data and analyses within extensive documentation collections;
• improves access to crucial information, significantly supporting the organisation's decision-making processes.

Users can ask questions directly via chat and receive precise answers based on the content of uploaded documents. In addition to providing answers, the system always indicates the specific document from which the information comes, ensuring transparency of sources and facilitating further analysis.

Knowledge Chat is a tool based on modern technologies, such as text document embeddings, the GPT-4 system, Google Palm2, the Qdrant vector database, Vertex AI Search and, Vertex AI Vector Search and Elastic. The tool engine is available in a licensing model.

Knowledge chat license components:

• mechanism for indexing and searching documents;
• documentation management (CRUD);
• document versioning;
• monitoring changes in used LLMs and data characteristics;
• monitoring user feedback about responses quality;
• quality support.

The implementation of Knowledge Chat brings undeniable benefits to organisations and their teams, such as increased productivity, data-supported decisions, and a better employee-user experience. It is deployed within 30 days of signing the contract in the customer's GCP cloud.

Knowledge Chat represents the future of workplace management, highlighting the role of AI in knowledge sharing

The future of AI in knowledge sharing

Looking ahead, it is clear that AI is not just a trend in knowledge management. It is a groundbreaking idea and a step towards more creative and solid organisations. And the real revolution happens when AI and knowledge sharing are not only aligned but integrated. This integration creates an environment where AI supports and drives innovation, identifying the future of new products, services and market expansion.

‍AI-based knowledge management:

• provides personalised solutions for managing vast amounts of data;
• increase decision-making capabilities, high effectiveness and efficiency;
• make companies evolve, and the potential to transform organisational knowledge will become unlimited;
• can pave the way for a future where adaptability and continuous improvement become deeply embedded in organisational culture.

Summary

Integrating AI with databases enables companies to collect and share knowledge effectively. Information flows more freely, supporting collaboration. Easier access to data, insights, and analytics enables faster and better data-driven decision-making at all levels of the organisation. It also empowers employees and enables excellent customer service.

By using a strategy based on knowledge sharing, AI technology's high value is achieved in measuring effectiveness and managing internal knowledge resources. Solutions like Knowledge Chat are the companies' future of in the developing AI landsacape.