Supercharge your knowledge management with AI: Strategies to enhance collaboration, accessibility, and decision-making
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Supercharge your knowledge management with AI: Strategies to enhance collaboration, accessibility, and decision-making
Moritz Schrohe
16 April 2025
9 min read
Moritz Schrohe
16 April 2025
9 min read
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The role of AI in knowledge management
Three strategies for implementing AI in knowledge management
Atlassian's AI solutions
Integrating AI in knowledge management helps boost collaboration and decision-making. Explore strategies to set yourself up for success.
Every thriving organisation today runs on knowledge, yet, ironically, businesses are drowning in it, and workers struggle to find the correct data to do their jobs effectively. According to a survey by Coveo, employees spend an average of 3.6 hours searching for information. Critical insights are scattered across emails, chat threads, and outdated documents, leading to wasted time, duplicate work, and valuable opportunities missed to retrieve the information. Unsurprisingly, 74% of organisations believe that investment in knowledge management can boost their business productivity by 10–40%. The question is, how?
AI steps in right here, potentially introducing unmatched efficiency in the knowledge management space. By automating information organisation, improving accessibility, and surfacing insights in real-time, embracing AI-powered knowledge management can enable businesses to transform their operations and reach new heights with the power of knowledge.
Does your organisation rely on outdated knowledge-sharing methods? If that's a yes, take our word that it's already falling behind. Now is the time to rethink how your teams find, share, and use information, and that's what this blog will help with. We explain how AI can revolutionise knowledge management and how to use it alongside your other work management tools to drive smarter, faster decision-making across the organisation.
The role of AI in knowledge management
Knowledge is an organisation's most valuable asset. Many professionals believe that internal information sharing helps them gain a competitive advantage and add real client value. However, knowledge can become fragmented and inaccessible if not managed well.
Applying AI in knowledge management helps introduce structure to unstructured data, make information more discoverable, and transform team collaboration. Let's understand how.
Automating information organisation
Traditional knowledge management systems often require manually tagging and categorising information, leading to inconsistencies and inefficiencies. AI steps in and makes information retrieval effortless. Here's how:
- AI-driven categorisation and tagging: AI can automatically analyse, tag, and classify documents, emails, and other assets, which helps employees locate the correct information instantly.
- Intelligent search capabilities: Instead of relying on exact keywords, AI-powered search engines can leverage natural language processing (NLP) to help users understand context and deliver faster, more relevant results without endless scrolling through outdated folders.
Enhancing collaboration and sharing
Information silos impact productivity. AI helps break this down and ensure that knowledge flows seamlessly across teams with:
- AI-powered recommendations: Besides helping with finding information like reports, AI can suggest related insights and documents. It can even connect you with a colleague who may have authored it.
- Cross-team knowledge transfer: AI can identify patterns in shared knowledge and highlight gaps. It can also provide proactive recommendations for improving collaboration, which is especially powerful in large organisations where critical knowledge often gets trapped within specific departments.
Improving decision-making
Every decision is only as good as the information behind it. AI ensures that employees in your organisation can make data-driven choices confidently in the following ways:
- AI insights for strategic decisions: AI can analyse historical data and uncover patterns. Understanding this can help leadership to anticipate challenges and opportunities and stay ahead of the curve.
- Predictive analytics for knowledge trends: AI can monitor how information is accessed and used. It can forecast emerging knowledge needs and ensure teams stay ahead of industry changes.
The question remains: How do you make AI in knowledge management work for you?
Three strategies for implementing AI in knowledge management
Integrating AI into your knowledge management workflow requires more than just implementing the right technology. It demands designing the right strategy. Ensuring a thoughtful approach, from data quality to company culture, is the way to get real value from AI in knowledge management. Here are some proven strategies to that end:
1. Build a robust knowledge infrastructure
AI is only as effective as the foundation it operates on. So, ensure your organisation's knowledge systems are well-prepared before deploying AI. Here are some aspects to look into:
- Data quality and accessibility: AI works best with high-quality data to process. So, regularly review and clean up your repositories. For instance, if you're using Confluence, eliminate outdated or redundant information and periodically review access rights.
- Seamless AI integration with existing tools: AI must complement, and not replace, your existing systems. Look out for the proper integration opportunities with your existing stack. For example, you can enhance knowledge retrieval with Atlassian Intelligence, powering the AI features within Jira and Confluence. This can enable your teams to find and use information effortlessly without replacing your existing infrastructure.
2. Encourage a culture of knowledge sharing
AI can only amplify knowledge that's actively shared. So, creating a culture that values knowledge-sharing is critical. To that end,
- Motivate employees to document and share insights: While AI can help surface and organise information, it is the employees who can share, and encouraging them is essential. One way is to promote documentation; without it, knowledge will remain locked in individual minds.
- Leadership support for AI-driven initiatives: Leaders who champion AI-powered knowledge management can drive its adoption and ensure that AI solutions align with business objectives. So, make sure you get their buy-in.
3. Leverage best-in-class knowledge management tools from Atlassian
AI-powered tools like Jira, Confluence, Loom, and Rovo can help enhance and redefine knowledge management outcomes. Embracing these proven solutions can help you streamline content discovery, automate updates, and empower your teams with intelligent knowledge recommendations. Here's how:
- Confluence can double as the best centralised platform for collaborative knowledge sharing. AI enhances its search functionality, surfaces relevant content, and even suggests updates to keep information current.
- Using Jira with Atlassian Intelligence can enable AI-driven issue tracking and knowledge discovery. It can also help users instantly access relevant documentation and historical data.
- The video messaging tool Loom makes it easier to share knowledge by creating and sharing recordings of training materials, feedback, processes, and demos and automatically generating video titles, chapters, and summaries to organise them.
- Rovo harnesses generative AI to help teams find information across tools and platforms directly within Atlassian products. It eliminates the need to switch between multiple interfaces. Moreover, it also allows access to actionable insights through AI-driven chat interactions, enabling teams to make informed decisions based on relevant data.
Ready to ace your knowledge management game with AI?
How organisations manage their knowledge directly impacts their productivity, collaboration, and decision-making. AI tackles knowledge-management inefficiencies by automating information organisation, breaking down silos, and providing intelligent insights that drive business success. Companies that adopt AI for knowledge management stand to gain a competitive advantage, ensuring their teams work smarter, not harder.
The question remains: Are you using AI's potential in knowledge management to reap its benefits and ensure information is more accessible and actionable for employees at all levels?
Atlassian's AI-powered knowledge management tools can help you transform your organisation's knowledge management strategy and stay ahead. Learn how Adaptavist can help you get set up for success.
Written by
Atlassian Consultant