Knowledge Management in Confluence: Organizing knowledge transparently and agilely

The knowledge of each individual employee is a company's most important resource. And managing it is the art of ensuring long-term business success. Because knowledge is more effective when it is openly exchanged in an organized manner. Confluence as a Knowledge Management tool offers numerous important functions for Knowledge Management out-of-the-box – and we support you in the goal-oriented implementation.

What is Knowledge Management?

Knowledge Management primarily means organizing knowledge and converting it into measurable results for companies and for improving teamwork. To this end, Knowledge Management deals with the following key issues:

  • Acquisition: How do employees find the knowledge they are looking for?
  • Transfer: How is knowledge communicated or passed on?
  • Storage: How can knowledge be stored and processed?
  • Development: How is new knowledge created from existing knowledge?
  • Utilization: The knowledge is applied.

Knowledge Management is about making the knowledge of employees transparent and usable throughout the company. This includes Document Management as well as Service Management, Content Management and Workflow Management. The most important aspect of successful Knowledge Management in a company is as fundamental as it is complex: You have to understand what knowledge is.

What is knowledge?

Basically, people put perceived data into a certain context and obtain information in this way. Data elements thus become data and then information. Knowledge is the combination of all this contextualized information, personal experiences, assumptions, values, feelings and abilities. Knowledge is therefore completely individual and absolutely different for everyone.

Different types of knowledge:

When it comes to knowledge as a resource, a general distinction is made between two different types: explicit knowledge and implicit knowledge.

Explicit knowledge

is coded, formally documented knowledge that is easily accessible. It can therefore be easily stored and retrieved in a Knowledge Management system. What is important here is constant review and updating.

Implicit knowledge

is a type of experiential knowledge. It therefore has a personal quality that often remains hidden because it is stored in people's heads. Since this knowledge, such as how to deal with certain situations, is based on experience and intuition, it represents an enormous competitive advantage. The trick for companies is then to share it with all employees in their Knowledge Management systems.

The goal of Knowledge Management is therefore to make implicit knowledge transparent and understandable in the form of explicit knowledge. And this requires an appropriate Knowledge Management system.

Learning with a system: What is a Knowledge Management system?

A Knowledge Management system is an information and communication system that functions like an application system or platform. The system combines and integrates various functions for the structured and contextualized handling of implicit as well as explicit knowledge. This applies both to internal knowledge within the company and to external knowledge, for example from customers. In this way, a Knowledge Management system aims to do exactly what Albert Einstein already meant in his conception of knowledge:

Knowledge is knowing where it is written.

Our approach to Knowledge Management – organization and processes

Knowledge Management is an ongoing responsibility. Even after a system has been implemented, new content is added, outdated content is removed, and hidden knowledge is discovered in a constant cycle. Our method allows us to not only establish Knowledge Management in organizations, but to continuously improve it with Confluence as the Knowledge Management system. The following steps comprise our method:

  • Determine the actual business situation and develop targets as well as goals
  • Prepare the company and the teams for the implementation of the Knowledge Management system
  • A knowledge audit to find hidden knowledge and determine missing knowledge
  • Identify required Knowledge Management software and enhancements as well as coordinate licenses
  • Create a central knowledge database with all requirements for optimal Knowledge Management

This is followed by regular measurements to continuously improve Knowledge Management in the company.

Jodocus knowledge management

Knowledge Management with Confluence as a Knowledge Management tool

Provide the right information to the right employees at the right time while keeping communication high: Effective Knowledge Management bundles and leverages the knowledge of all employees in the company and then makes it accessible in a simple way. Confluence offers most of the functions for this out-of-the-box, making it the optimal solution for effective Knowledge Management. For example, spaces, pages and all content can be easily created, managed and restructured in Confluence. Employees can work together on the pages at any time and transfer their individual knowledge to the collective knowledge. To make this as easy as possible, numerous templates are available for building a wide variety of Confluence knowledge pages. Atlassian's enterprise wiki also provides blog, share and comment functions for better communication. There are options for structuring topics such as labels and blueprints as well as numerous applications on the Atlassian Marketplace. And the fact that companies implement their Document Management flawlessly with Confluence is now also widespread – not least because companies can save resources efficiently as a result. One thing is certain: For optimal customer support, the promotion of innovations and the achievement of corporate goals, an enterprise-wide Knowledge Management is of great advantage – Confluence Cloud forms the perfect basis for this.

Enterprise-wide Service Management: Organizing Workflow and Project Management with JSM

While Confluence as a Knowledge Management system provides for the provision, transfer and exchange of knowledge, Jira Service Management offers the perfect solution for organizing processes across the entire company.

The key benefits of Knowledge Management with Confluence at a glance:

  • Promote collaboration and communication
  • Label, share and organize content
  • Customizable structure and extensible features
  • Ensure scalability as the company grows
  • High data security – even in the Confluence Cloud
  • Simple, intuitive navigation
  • Effective search engine with advanced search function
  • Organize information into different projects, topics, etc.
  • Flexible organization of permissions
  • Automatic versioning for knowledge and data maintenance

Knowledge Management is about making the knowledge of employees transparent and usable throughout the company. This includes Document Management as well as Service Management, Content Management and Workflow Management. The most important aspect of successful Knowledge Management in a company is as fundamental as it is complex: You have to understand what knowledge is.

Establish and develop professional Knowledge Management

As experts for process optimization, process digitization and digital transformation, we support you with the help of Atlassian tools in building and developing your individual Knowledge Management. In doing so, we pay particular attention to cost efficiency, functionality and long-term benefits for your company and your employees or colleagues.