Building a knowledge management strategy: 8 proven tips

February 01, 2022

Steps for building a knowledge management strategy

Proper data management is a vital part of any successful business or organization. That said, organizing an entity’s information in a straightforward, easy-to-access way can be challenging. That’s why it’s crucial to develop a seamless knowledge management strategy.

Creating and implementing a knowledge management strategy is an excellent way to keep team members informed about current and future tasks, KPIs, and projects. This type of strategy also ensures that departments communicate efficiently and effectively with one another, boosting overall work productivity.

Building an effective knowledge management strategy

Building a knowledge management strategy requires planning, analysis, transparency, and consistency. In addition, managers need to ensure that their strategy’s objectives and initiatives are communicated to every team member.

But while transparency concerning knowledge management strategy procedures and goals is essential, it’s not the only key to keeping an action plan air-tight. The following steps outline the actions needed to construct a knowledge management strategy to keep departments and team members on the same page at all times.

Choose a strategy type

The first step toward crafting a knowledge management strategy is defining the purpose of the knowledge management strategy. For example, some knowledge management strategies are designed to increase interdepartmental communication.

Others focus on making data more easily accessible. Additional reasons for creating a knowledge management strategy include data analysis optimization and transparent data expression. Before drafting an action plan, people need to define the primary objective and purpose of said plan.

Consider existing information usage

What information management strategies does the organization currently utilize? Taking the time to consider an organization’s existing information usage and knowledge management systems is one of the best knowledge strategy practices someone can implement.

A comprehensive knowledge audit informs successful practices while also highlighting unsuccessful ones.

This diagnostic analysis of current data management tactics provides the groundwork for change, allowing people to identify which areas of the organization’s knowledge management systems require improvement.

Set goals and prioritize related tasks

Setting specific goals related to knowledge management areas that need improvement can clarify a strategy, making it easier to communicate to others. Objectives also allow for achievable solutions.

For example, let’s say that one of the primary goals of an organization’s knowledge management strategy is improving interdepartmental communication. In this case, team members could prioritize the related task of having department heads conduct brief daily meetings.

Utilize knowledge management systems

After clarifying the strategy’s goals and determining which tasks can achieve those objectives, people will want to consider investing in a knowledge management system.

A knowledge management system is a type of shared software or platform that team members and departments can use to communicate quickly and effectively. Some also feature comprehensive data audit and analysis tools.

Create a budget

Knowledge management platforms and systems are relatively inexpensive, but they can contribute to net costs. In addition, team initiatives and private information management consultants can also inflate the cost of implementing a strategy.

Before investing in data management systems or consultants, people should create a budget that outlines these costs. Doing so can help guide them toward a management system suitable for their organization’s distinct needs while keeping them aligned with budgetary restrictions.

Communicate with the team

Once the objectives and chosen tools receive approval, it’s time to communicate the knowledge management strategy. Be sure to share the action plan with department heads, teams, and individual employees.

This step keeps all parties on the same page and significantly reduces confusion concerning new knowledge management practices and expectations. People can also use this opportunity to discuss information strategy initiatives.

Measure strategy progress

Measuring the knowledge management strategy’s progress is ideal for determining its effectiveness. Keeping track of achieved and unmet objectives can reveal which portions of the action plan are working and which aren’t.

Naturally, areas that are ineffective need to be altered. That said, building a new knowledge management strategy isn’t necessary. Instead, it’s often far better to continually update the existing plan.

Update as needed

Updating an organization’s knowledge management strategy is crucial. After all, the amount of data that the average company, business, or organization collects is monumental. Additionally, information management systems are continually changing and improving.

Failing to stay up-to-date on current knowledge management needs and systems may lead things back to square one, forcing someone to build a new action plan. Quarterly knowledge audits are an excellent way to ensure that the current strategy remains practical and effective.


Collected data and information can be challenging to parse through without an effective knowledge management strategy in place. Likewise, maintaining an exceptional level of interdepartmental communication can also be challenging in the absence of a well-planned knowledge-sharing strategy.

Fortunately, implementing an air-tight knowledge management strategy is as simple as following the steps outlined in this article. From defining the purpose of an action plan to updating its objectives and tools, anyone can use these steps to build a management strategy that suits their organization’s unique needs.

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