KMWorld - June 2015 - Why KM in the Cloud May Be Right for You
1. Why KM in the Cloud May Be Right for You
Jun 25, 2015
Alan Brooks
This article is part of the Best Practices White Paper Cloud Computing [July/August 2015]
Deploying knowledge management (KM) in the cloud might be the right strategy if your organization is looking to further expand
into digital services for customer engagement. It might also be the best strategy if your current system is three versions behind and
you are concerned about the high upgrade costs. But, how do you know for sure? Letâs take a look at some of the business
benefits of cloud KM. A few distinct advantages are unique to deploying cloud KM.
Removing organizational silos. Knowledge sharing between departments is often hindered by outdated management practices
where knowledge ownership was tied to KM system ownership. As a result, multiple KM systems may operate within your
organization at multiple locations. Leading KM systems provide author workflows and security that easily allow knowledge articles
to be restricted where necessary, but shared and available to other departments. With cloud KM, location and type of device
âlaptop, tablet and smartphoneâare no longer barriers to having knowledge access anytime, anywhere.
Simplified integration to other cloud systems. While very common to find a Web-accessible KM system operating on employee
devices and company websites, your organization may have other cloud systems where people benefit by having access to your
KM articles. Many cloud CRM systems have interfaces so you can easily integrate your centralized cloud KM system, thereby
eliminating the need to manage duplicate information or browser tab switching. Social KM is a young but promising related practice
area. Cloud KM works extremely well delivering social KM, which is a mixture of traditional social media, virtual workgroups and
gamification to promote community created knowledge.
Knowledge networks. Interoperating with partners and suppliers usually involves at least three KM systemsâyour internal KM
system, a subset of KM information that is managed separately in a partner portal and the partnerâs KM system. While each KM
system is independent, cloud integration eases interconnection and knowledge sharing. The resulting knowledge network
encourages the collective intelligences formed within each organization, subject to appropriate rules and safeguards. Additionally,
cloud KM provides several financial benefits.
Faster time to value. While an on-premises KM system may be the right decision for your organization, implementation times can
be longer than using cloud KM. While the on-premises technology is being implemented in parallel with the business and process
aspects of design and planning, your team may make inaccurate assumptions because you do not have hands-on access to a
system. Despite lowering the risk by hiring consultants, your team will still need to test assumptions. With cloud KM, your team
typically has access to the system at the start of your implementation project.
Reduced infrastructure costs. Cloud KM can help eliminate or reduce several infrastructure costs, such as management, IT
personnel, data storage, real estate and power. Additional cost savings can occur through cloud providers absorbing the expenses
associated with software patch installation, and software and hardware upgrades. If your organization has mandated the move to
cloud services, one of the reasons may be to reduce capital IT expenditures. While this may not always equate to saving money
over a three-or-five-year depreciation period, cloud KM as an operating expense typically provides financial flexibility.
Responsive to customer demand. Many organizations have seasonal volume increases. If you work for an online retailer,
interaction and transaction volumes spike in November and December. If you work at a government revenue agency, February
through April may be your busiest season. As a result, the system capacity of an on-premises KM system is typically built for the
seasonal spike, resulting in excess server, networking equipment and other IT capacity remaining dormant for most of the year.
With a cloud KM deployment, the cost and headache of managing capacity and scalability is the responsibility of your service
provider.
Access to experts. Many cloud KM providers have consultants you can hire who have business experience and expertise in their
KM system. Often called âbusiness managed servicesâ and purchased as an ongoing service, these experts can ensure your
organization maximizes the capabilities and value derived from the cloud KM system. Cloud KM, combined with business
managed services, allows you to focus on your core competencies.
Many additional benefits can be achieved through cloud KM, including process efficiency, reduced time and cost of training, and
system reliability and availability. From a broader perspective, the rapid and massive accumulation of information requires the
application of big data practices to KM. Combined with the ability to crowdsource and refine knowledge across departments,
customers and partners, cloud KM is likely your best approach to manage knowledge in a highly distributed and dynamic
environment.
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2 of 3 12/10/2016 12:23 PM
![Why KM in the Cloud May Be Right for You
Jun 25, 2015
Alan Brooks
This article is part of the Best Practices White Paper Cloud Computing [July/August 2015]
Deploying knowledge management (KM) in the cloud might be the right strategy if your organization is looking to further expand
into digital services for customer engagement. It might also be the best strategy if your current system is three versions behind and
you are concerned about the high upgrade costs. But, how do you know for sure? Letâs take a look at some of the business
benefits of cloud KM. A few distinct advantages are unique to deploying cloud KM.
Removing organizational silos. Knowledge sharing between departments is often hindered by outdated management practices
where knowledge ownership was tied to KM system ownership. As a result, multiple KM systems may operate within your
organization at multiple locations. Leading KM systems provide author workflows and security that easily allow knowledge articles
to be restricted where necessary, but shared and available to other departments. With cloud KM, location and type of device
âlaptop, tablet and smartphoneâare no longer barriers to having knowledge access anytime, anywhere.
Simplified integration to other cloud systems. While very common to find a Web-accessible KM system operating on employee
devices and company websites, your organization may have other cloud systems where people benefit by having access to your
KM articles. Many cloud CRM systems have interfaces so you can easily integrate your centralized cloud KM system, thereby
eliminating the need to manage duplicate information or browser tab switching. Social KM is a young but promising related practice
area. Cloud KM works extremely well delivering social KM, which is a mixture of traditional social media, virtual workgroups and
gamification to promote community created knowledge.
Knowledge networks. Interoperating with partners and suppliers usually involves at least three KM systemsâyour internal KM
system, a subset of KM information that is managed separately in a partner portal and the partnerâs KM system. While each KM
system is independent, cloud integration eases interconnection and knowledge sharing. The resulting knowledge network
encourages the collective intelligences formed within each organization, subject to appropriate rules and safeguards. Additionally,
cloud KM provides several financial benefits.
Faster time to value. While an on-premises KM system may be the right decision for your organization, implementation times can
be longer than using cloud KM. While the on-premises technology is being implemented in parallel with the business and process
aspects of design and planning, your team may make inaccurate assumptions because you do not have hands-on access to a
system. Despite lowering the risk by hiring consultants, your team will still need to test assumptions. With cloud KM, your team
typically has access to the system at the start of your implementation project.
Reduced infrastructure costs. Cloud KM can help eliminate or reduce several infrastructure costs, such as management, IT
personnel, data storage, real estate and power. Additional cost savings can occur through cloud providers absorbing the expenses
associated with software patch installation, and software and hardware upgrades. If your organization has mandated the move to
cloud services, one of the reasons may be to reduce capital IT expenditures. While this may not always equate to saving money
over a three-or-five-year depreciation period, cloud KM as an operating expense typically provides financial flexibility.
Responsive to customer demand. Many organizations have seasonal volume increases. If you work for an online retailer,
interaction and transaction volumes spike in November and December. If you work at a government revenue agency, February
through April may be your busiest season. As a result, the system capacity of an on-premises KM system is typically built for the
seasonal spike, resulting in excess server, networking equipment and other IT capacity remaining dormant for most of the year.
With a cloud KM deployment, the cost and headache of managing capacity and scalability is the responsibility of your service
provider.
Access to experts. Many cloud KM providers have consultants you can hire who have business experience and expertise in their
KM system. Often called âbusiness managed servicesâ and purchased as an ongoing service, these experts can ensure your
organization maximizes the capabilities and value derived from the cloud KM system. Cloud KM, combined with business
managed services, allows you to focus on your core competencies.
Many additional benefits can be achieved through cloud KM, including process efficiency, reduced time and cost of training, and
system reliability and availability. From a broader perspective, the rapid and massive accumulation of information requires the
application of big data practices to KM. Combined with the ability to crowdsource and refine knowledge across departments,
customers and partners, cloud KM is likely your best approach to manage knowledge in a highly distributed and dynamic
environment.
Keyword
Search KMWorld
Connect
Popular Articles
2016-17 KMWorld Survey
Examines State of
Knowledge Management
in Todayâs Enterprises
November 29, 2016
Tableau Offers Analytics
Platform on Amazon Web
Services
November 29, 2016
Snowbound Announces
New Version of HTML5
Document Viewer
December 02, 2016
Xerox Expands Services
to Help Large Enterprises
Make Data-Driven
Decisions
November 22, 2016
Canadian law firm makes
the switch to a native
cloud DMS
November 28, 2016
Cabinet Document
Management Solutions
Unveils Mobile 2.0
November 22, 2016
AccessData Releases New
Versions of AD
eDiscovery, FTK, and AD
Lab
November 22, 2016
M-Files Opens Office in
Germany to Meet
0 Comments Sort by
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Oldest
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Why KM in the Cloud May Be Right for You - KMWorld Magazine http://www.kmworld.com/Articles/White-Paper/Article/Why-KM-in-the...
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