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How Can Knowledge Management Systems Help In Faster Onboarding Of Employees?

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How Can Knowledge Management Systems Help In Faster Onboarding Of Employees?

Dec 18, 2022   |  By
KMI Blogger Megha Agarwal

Companies put new hires through a rigorous training process. However, the time and resource costs are substantial. Companies invest an average of $1,308 annually in the training of one employee. Therefore, it is crucial to concentrate on programmes that ease tension and make the onboarding process economical. 

Onboarding, however, usually takes more time than necessary. According to statistics, 58% of businesses acknowledge that the onboarding process they use is largely paper-based and convoluted. Here, choosing a knowledge management system would enable better distribution, storage, and preservation of all intellectual capital within an organization.

In the end, it ensures improved communication and knowledge transfer within the organization and better training procedures. You can gain access to a knowledge base that is secure and provides self-service with tools like knowledge management system.

Employee Onboarding: Why Should You Pay Attention to It?

It is essential for every business across all industries to hire staff and equip them with an accurate knowledge management system. According to statistics, businesses that concentrate on improving their onboarding procedure observe an increase in employee productivity of 70% and employee retention of 82%.

With the right initiatives, employees are more devoted to their employer in the workplace. When companies make early onboarding process improvements, they see higher employee satisfaction levels and better work quality.

You should realize that proper onboarding calls for more than just hiring new employees and providing them with job-specific training. Instead, brand-new workers need to learn more about the company. They ought to use the information they learn to perform better.

How are knowledge management (KM) and employee onboarding related?

A proper KM system coordinates the onboarding of new employees to offer advantages like:

  • Standardized orientation for employees
  • Worker role understanding is good
  • Higher rates of employee retention
  • Increased employee productivity
  • Heightened interest from customers

Practices in a KM system make the employee onboarding process more functionally seamless. The impact on employee onboarding is as follows:

  • Fast-paced training for new hires using a comprehensive knowledge base
  • New hires can meet deadlines on time with the right information at hand.
  • Assurance of superior work
  • Proper task assignment and collaboration for faster task completion

The main ways that KM would affect employee onboarding are listed below:

1. For new hires, easy access to current company knowledge base 

The sources of information about their companies are unknown to new employees. It makes sense that they are having trouble finding the information quickly. Employees had to search through several sections in traditional onboarding processes to find a single piece of information. That takes a lot of time, though, which leaves new hires with less time to concentrate on other crucial elements.

As a result, it's crucial to introduce new hires to your KM platform at an early stage of the onboarding procedure and to ensure that they are aware of the information that is stored there and how to find it. Implementing a KM system will empower the employees to locate the information they need quickly whenever it is needed (without having to look for a subject matter expert or spend time searching through different files and folders).

Building a knowledge base can serve as a single location for all information so that new hires can quickly conduct data searches as needed. It provides a safe platform for sharing files and documents where you can keep all downloads and files and give your staff easy access to them.

2. Benefits from Self-Service

When brands include a knowledge management system in their onboarding programme, new hires can experience an independent working environment. They can look up information about the business, including tacit, implicit, and explicit knowledge, with ease. 

Clean code customization

The information and codes on this platform are all clearly laid out and readable. For better categorization, filters are available. It makes systematic searching simpler for both new and seasoned employees.

Strong search engine 

This platform's centralized knowledge base comes with a top-notch search engine. The fast deep indexed details allow employees to quickly search for any information in the system and obtain it in a matter of seconds. Users can also easily find files without knowing their names thanks to the software.

3. Quick Onboarding

Companies must quickly induct new hires into the duties of the organization. They can begin the actual work more quickly in this way. As a result, in traditional onboarding programmes, existing employees spent a considerable amount of time educating new hires on company policies, customer information, arrangements, employee training tools, and partner names.

It has two negative effects on businesses. Older employees spend a large portion of their workdays training rather than performing their duties, whereas new hires take a long time to learn. Employees can easily access company processes, policies, cycles, and frameworks with the help of a well-structured knowledge base.

As a result, new hires can progress through their training programme more quickly, and senior employees can concentrate on increasing productivity. Implementing a knowledge management platform ensures better time management by lowering the overall stress of existing employees supporting new hires. Find out more about how a central knowledge base reduces the time needed for employee training.

Higher Productivity

Employees who are familiar with their roles are more likely to carry out their tasks successfully, and the onboarding process teaches new hires the best practices for doing so. If they have the necessary knowledge base. 

According to statistics, an effective onboarding procedure increases new hires' chances of staying with a company by 82%.

More effective teamwork

Early on, it's impossible for new hires to seamlessly integrate into teams and existing organizations. They typically have a way to communicate with coworkers and other professionals who are training them thanks to the onboarding programme.

Users can benefit from services like Knowledge Collaborations thanks to knowledge management system programmes. Here, everyone on the team and the creators of the content can communicate, exchange ideas, and pass messages cooperatively for complete social team participation.












If customers receive timely resolutions, the customer experience (CX) can be improved. Customers' questions are likely to be handled more effectively by trained staff. Better and more knowledgeable agents encourage brand loyalty. Additionally, the customer forms an impression of the business in their mind and develops a sense of trust for it. 

Employee onboarding benefits both customers and agents with the help of a knowledge management system.

Author Bio

Megha Agarwal is a marketing specialist at Knowmax, an AI-powered KM solution. She looks after the content creation for Knowmax and also outreach websites for building online connection with other websites.


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