Redesigning the KM Ecosystems: Insight, Connection, and Collaboration Supported by AI

September 8, 2025
Ekta Sachania

"I keep hearing AI is going to take over everything — even Knowledge Management. Should we be worried?”

The fact of the matter is not at all. AI isn’t here to replace us; it’s here to make us more effective. Think of it as an extra hand that helps us do KM smarter, faster, and with greater impact.”

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Why This Matters

“But we already have repositories and portals. Isn’t that enough?”

“That’s exactly the point. Repositories are useful, but they’re not enough. Storing knowledge and creating Communities doesn’t guarantee their usage, as most KM teams struggle with KM adoption.

What really drives KM success is collaboration, networks, and processes that keep people at the center. When people can easily connect with knowledge and each other, that’s when an ecosystem comes alive. And AI is the catalyst that makes this possible.”

The KM Shift

“So how does AI change the KM landscape?”

“Here’s how AI supports it in practice:

  • Repositories → Ecosystems
    Instead of static storage, AI links documents, discussions, and experts.
    Use Case: AI recommends SMEs when you search for a topic, not just files.
  • Curation → Insight Delivery
    KM isn’t about uploading PDFs anymore; it’s about surfacing what matters.
    Use Case: AI highlights the 3 most relevant insights from a 40-page report — helping teams act, not just read.
  • Search → Conversational Discovery
    People don’t want to “search”; they want answers.
    Use Case: A sales team asks in natural language, “Show me winning proposals in the healthcare sector,” — and AI pulls the snippets instantly.
  • Adoption Driver → Experience Enabler
    Adoption campaigns often fail because portals feel disconnected. AI brings knowledge into the workflow.
    Use Case: An AI agent in Teams automatically shares relevant playbooks during client call preparation, eliminating the need for extra searching.

With AI, knowledge doesn’t just sit in a portal; it comes alive through people, networks, and workflows.”

5 Ways AI Lends a Hand in KM

Here are five big ones:

1 –  Content Intelligence – Auto-tagging, duplicate detection, and gap analysis.
2 – Knowledge Discovery – Conversational search that feels like asking a colleague.
3 – Personalization – Role-based feeds and recommendations.
4 – Tacit Knowledge Capture – Summaries and insights from meetings and calls.
5 – Proactive Delivery – Knowledge appearing in Teams, Slack, or CRM when you need it.

Steps for KM Leaders: to Start Leveraging AI

Keep it simple and build momentum:

  1. Start small — pilot one AI use case (like auto-tagging).
  2. Co-create with SMEs and users to build trust.
  3. Embed AI into daily workflows — not another portal.
  4. Measure & showcase quick wins (time saved, reuse rates).
  5. Scale gradually across teams, functions, and regions.

AI won’t replace Knowledge Managers. It makes us more strategic. We move from managing repositories to curating experiences. From being content custodians to becoming AI-enabled change leaders.

AI doesn’t replace KM discipline. It helps us finally deliver on the promise of KM: knowledge that is living, connected, and impactful.

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Ekta Sachania has over 15 years of experience in learning and talent development disciplines, including knowledge management, content management, and learning & collaboration with expertise in content harvesting, practice enablement, metrics analysis, site management, collaboration activities, communications strategy and market trends analysis. Demonstrated success in managing multiple stakeholder expectations across time zones and exhibiting good project management skills, by successfully developing and deploying projects for large audiences.  Ability to adapt and work in emerging areas with fast-shifting priorities.  Connect with Ekta at LinkedIn...

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