Overcoming Knowledge Management Obstacles With Documentation AI

June 29, 2021
CEO of KMS Lighthouse. Leading the company's vision to disrupt the knowledge management market.

Picture this: A support team member knows the information they want exists; they just can’t find it. To get a customer the answer they need, the agent spends an inordinate amount of time looking for that one relevant nugget of wisdom.

That’s the reality for many enterprises that lack an efficient, agile document management system. If you’re one of them, you now have two options: 1) Carry on as usual, looking for needles in haystacks every time an agent needs a piece of information, or 2) implement an AI-driven knowledge management system and adopt documentation AI to help sort and access data quickly from anywhere, any time, on any device.

The most desirable choice, of course, is the second one. As part of an overall KM strategy, documentation AI streamlines every step of the workflow, making it faster and better — for everyone. It’s a terrific automated solution that can help enterprises advance their digital transformation efforts and drive cross-functional efficiencies.

Knowledge Management’s Inherent Obstacles

KM systems convert raw data into digestible information that everyone can access. Sounds simple enough, but putting KM to work can often prove difficult. For instance:

• How do you make it easy for people to find what they’re looking for? Even leaving out a simple feature like a search bar can result in far too much search time.

• How do you avoid setting up multiple knowledge-sharing communities? Data silos hinder the process of gaining quick, comprehensive information, make it difficult to eliminate redundancies and prevent scalability.

• How can you encourage people to share their knowledge? Knowledge hoarding or hiding often occurs when employees fear being criticized or penalized.

• How can you support collaboration when there’s an increasing number of remote workers? Many organizations have embraced a remote model but still haven’t put in place the tools employees need to succeed.

AI-driven KM can be a crucial force of innovation and sustained competitiveness. All it takes is creating the right conditions to overcome knowledge barriers. Document AI is one such solution.

How To Overcome Knowledge Management Obstacles

Statistics tell us artificial intelligence improves the employee self-help experience. We also know that giving employees and customers 24/7 access to fast and accurate answers is critical to business success. Document AI speeds the process and helps organizations reduce operating costs, increase scalability, and enhance employee and customer experiences.

The fusing of unstructured data processing and automation is a complex one, with several circumstances affecting the rapid delivery of accurate, useful information:

• The sheer volume of information, which increases every day.

• Documents that change over time and contain diverse data fields.

• Verification processes to validate information.

• Extracting data from documents that don’t have a specific format.

Document AI uses machine learning and natural language processing to extract information contained in digital and printed documents, helping to reduce manual tasks and eliminate guesswork so employees can focus on more important work. Nearly 50% of SMB employees waste time on inefficient, paper-based work daily. Document AI improves these inefficiencies by automating manual processes like categorizing and tagging entries, accelerating business intelligence and improving data quality.

Other solutions for overcoming KM’s inherent obstacles can include:

• Simplifying finding relevant information by including a search bar in the platform. Make the search for information easy and accessible. Enable people to self-serve with a simple search.

• Integrating digital workflows to enhance collaboration. Promote workflows and collaboration by enabling employees to transfer and share information, documents or tasks.

• Adopting gamification to increase employee motivation and offering incentives and rewards for shared knowledge. Promote communication and cross-team collaboration with gamification that emphasizes goals, individual and team recognition, and rewards by superiors and colleagues.


Worldwide spending on AI is expected to reach $110 billion by 2024. That should come as no surprise — the past year has driven home the fact that business circumstances can turn on a dime. Companies must be increasingly agile to overcome the inevitable challenges that lie ahead. The Document AI future has arrived. Is your enterprise ready?

As published in Forbes Technology Council