What is a Knowledge Manager? Updated


Early in 1994, Tom Davenport provided the classic one-line definition of Knowledge Management. He said, “Knowledge Management is the process of capturing, distributing, and effectively using knowledge.” Since then, there has most likely been no better or more succinct single-line definition.

Many knowledge managers have risen from many companies, yet there is no precise description.

We know you don’t mean to brag, but your company is well on its way to becoming a true knowledge-driven culture. You have the tools, the enthusiasm, and even some employees who enjoy adding to your knowledge base.

There’s only one thing you don’t have: a verified knowledge manager. Want to know what this is about? Keep reading.

See also: Business management degree cost

What is a knowledge manager?

A knowledge manager ensures that team members (in a company or organization) have access to and use the information they require to perform their best.

They are more than just the office librarian; they design the processes and structures that allow knowledge to be recorded and shared.

A knowledge manager ensures that everyone in your organization has access to the information they require.

They accomplish this by being in charge of the ongoing governance of a knowledge base or company wiki and its overall health and best practices.

They make critical decisions about information architecture, technology, and the overall structure and use of an organization’s knowledge base.

Why do you need a Knowledge Manager?

Your teams have done an excellent job of finding ways to share knowledge within your established system. Still, a knowledge manager can assist in making things even more accessible and shareable.

They are experts at organizing and disseminating critical information, and they understand how to transform a “pretty good” system into a “truly awesome” one.

It’s also important to understand that knowledge management isn’t just about creating content to share.

A true knowledge manager can assist in the facilitation of other types of knowledge sharing and mentor others on the proper way to disseminate information.

The benefit of having a knowledge manager in this space is twofold. You get someone who can be the official “decider,” and you get someone who has the necessary expertise to make those decisions.

Instead of holding endless planning meetings and soliciting dozens of opinions, you now have one person to rely on to make sound decisions.

Knowledge manager- Roles and Responsibilities

This job requires critical and structural analysis skills. That is why it is classified as “engineering” or “engineering activity,” even though it is not required to be an engineer.

A knowledge manager must be able to.

  • Have the capability to instigate organizational change.
  • Experience supporting a large team of individuals with varying levels of responsibility and skills.
  • The ability to work flexibly in response to shifting priorities.
  • Critical and analytical thinking skills, as well as a keen attention to detail
  • They have excellent communication and interpersonal skills and the initiative and confidence to back up their own judgment.
  • Problem-solving abilities and the ability to put solutions into action
  • Competence in research skills and the ability to identify best practices.
  • Capable of leading teams, creating presentations, and facilitating brainstorming and workshops.
  • Information and knowledge management certification.
  • Excellent communication and interpersonal skills.

Their roles and responsibilities include-

  • Updates and maintains the organization’s knowledge bases participate in simulations and serves as a facilitator in group activities geared toward creativity and innovation: the synthesis of group thinking. Works closely with the Human Resources department.
  • Participates in the development of knowledge-sharing policies.
  • Determine how existing knowledge management mechanisms and elements are used to capture tacit and explicit knowledge.
  • Determine the organizational knowledge requirements and gaps and evaluate and prioritize the risks.
  • Using the agreed-upon change management approaches contributes to developing a shared mindset and understanding of knowledge management.
  • Create an evidence-based knowledge analysis and prioritize key issues.
  • Implement the action plan, which includes skill and knowledge transfer, measures and controls, agreed-upon benchmarks/standards, a management process, and capture explicit and tacit knowledge and information.
  • Align and identify integration points within the Knowledge Management framework for capability, workforce planning, succession planning, and competence.
  • Implement the action plan, which includes skill and knowledge transfer, measures and controls, agreed-upon benchmarks/standards, a management process, and capture explicit and tacit knowledge and information.
  • Impacts are measured, tracked, and reported against predefined benchmarks.
  • Examine and modify the knowledge management process and framework to ensure its long-term viability.
  • Create a knowledge analysis based on evidence and determine the top priorities (gaps, critical information, ways to communicate, and transfer approaches).
  • Within the knowledge management framework, align and identify integration points.
  • Align and identify integration points within the Knowledge Management framework for capability, workforce planning, succession planning, and competence.
  • Create and agree on a knowledge management action plan that incorporates best practices and is backed up by IT, internal systems, and processes.
  • Previous experience managing a team and complex projects is required.

Who makes a good knowledge manager?

A knowledge manager can be anyone whose job it is to promote the use of a knowledge base, but those who formally take on the role and responsibilities typically include:

  • Managers of enablement (including revenue, sales, and CX enablement)
  • Managers of operations
  • IT executives
  • Managers of programs
  • Managers of learning and development

Knowledge Manager job description

You might be able to find someone internally to take on knowledge management work, or you might have to start recruiting for the position.

Regardless of how you hire your knowledge manager, success begins with a detailed job description.

Your future knowledge manager (or wisdom warrior, knowledge ninja, or whatever quirky spin HR and branding want to put on the role) must arrive with a clear understanding of their role and responsibilities.

If you need assistance creating a job description, feel free to use this as a starting point.

The primary responsibility of the knowledge manager is to promote the correct and widespread use of the company’s knowledge base.

They should establish guidelines for what information is captured, who captures it, how it integrates with the rest of the tech stack, and how to keep it from becoming stale.

An ideal candidate thrives in a fast-paced dynamic environment and has experience leading content and information architecture strategy across an organization.

You will define the content/knowledge management strategy and lead the content architecture and strategy as a Knowledge Manager.

The position will be responsible for creating, auditing, and maintaining high-quality content for employees.

You’ll collaborate closely with key stakeholders across the organization to ensure global consistency and align the content strategy with their vision.

You will play a significant role in developing a successful and effective knowledge base, and your actions will have a direct impact on employees on a daily basis.

How to set your knowledge manager up for success?

When your search for a knowledge manager is complete, it’s time to discuss how you can best prepare them for long-term success.

Teams that want their knowledge manager to succeed will need to put in some effort to provide them with the best environment possible. Here’s what you need to do if you’re serious about hiring a knowledge manager.

Take documentation into account.

Having the right documentation is an important part of knowledge management. Before bringing on a new employee, help them get the tools they’ll need to begin organizing and maintaining internal knowledge through repeatable processes and templates.

Not sure what we’re talking about? Allow the experts to demonstrate how they use templates to manage their most important tasks.

Determine your ultimate objectives.

Setting actionable goals for everyone in the workplace is critical for success, and your soon-to-be knowledge manager is no exception.

Taking on this role in organizations still learning about the value of knowledge management can feel a little like boiling the ocean. So, before hiring them, consider what you want your knowledge manager to accomplish.

Many of the outstanding outcomes you see from your knowledge manager can be difficult to quantify in terms of hard business results.

Instead of focusing on revenue and sales targets, consider how they can improve knowledge structuring and sharing.

Set a goal

Set a goal of identifying and fully integrating subject matter experts into your knowledge management system within six months of hiring a knowledge manager.

Assign your knowledge manager the task of proposing a new content structure for cards by the end of their 90-day review.

Whatever you come up with, make sure you give them attainable and actionable goals to meet.

Recognize what they can and cannot do.

Your knowledge worker can do a lot to assist in collecting, organizing, and distributing critical information among your staff.

They are masters of organization and distribution and expert communicators and information architects. Knowledge managers can be a variety of things, but they are not miracle workers.

Remember that while knowledge management is everyone’s responsibility at work, it is the knowledge manager’s responsibility to ensure that everyone can fulfill that responsibility.

They can assist with the fundamental principles of organizing and disseminating knowledge. On the other hand, managers and other employees must be willing to contribute the building blocks of that information for it to work.

Consult with team members about their knowledge management requirements.

What does your team expect from the knowledge manager? HR, for example, may want to restructure the content hierarchy of the collections, and sales may want a better way to organize their prospects. The only way to find out what they want is to ask.

As previously stated, we don’t want your new knowledge manager to feel like they’re boiling the ocean, so prioritization is critical. Consider the most effective changes a knowledge manager can make by asking the right questions of the team.

What would make your support agents’ lives easier? Is there anything you can do on your own to enhance the customer experience? What would assist the engineering team in shipping code more quickly?

When you concentrate on the things that will have the greatest impact, it will be easier to get your knowledge manager off to a good start.

Make your environment welcoming.

It won’t be easy to contribute to your company’s knowledge base if you are overbooked for the week and receive side-eye from your manager when you are not on project work.

Often, transitioning to a more knowledge-driven workplace necessitates more cultural changes. Make it easier for your knowledge manager to succeed if you truly want to set them up for success.

Set the expectation with managers and team members that knowledge management is not a luxury. Everyone must contribute time and effort for it to work effectively.

Allow everyone the time they require to generate and organize knowledge. You don’t have to devote hours each day to encourage others to contribute to and improve your knowledge base. Allowing everyone 15-30 minutes to make changes and add new information can be sufficient.

Do you want to make your knowledge manager’s life easier? Assist them in identifying your subject and team knowledge champions. They’ll be crucial in assisting your knowledge manager and expanding your knowledge base.

Provide them with the necessary technology.

Having the right tech stack is critical for any worker, but it is especially important for your knowledge manager. Before you begin your tool search, take some time to learn how having the right tools can help employees succeed.

Your knowledge manager will have a large amount of legacy knowledge to sort through. Make things easier for them by informing them about all of the different areas of knowledge that exist at your company. Involve managers from various teams to ensure that no stone is left unturned.

Knowing where your knowledge is stored can help you find the right tools and integrations. Once you understand that, you may be able to begin using a truly fantastic


What is the role of a knowledge manager?

A knowledge manager makes sure that everyone in your organization has access to the information they require. They accomplish this by being in charge of the ongoing governance of a knowledge base or company wiki and its overall health and best practices.

What is an illustration of knowledge management?

Tableau’s knowledge base is an example of a knowledge management system. It has a search feature that allows users to find answers to specific problems and top articles and product-specific navigation.

In layman’s terms, what is knowledge management?

The process of organizing, creating, using, and sharing collective knowledge within an organization is known as knowledge management (KM). Successful knowledge management entails storing information in a convenient location.

What exactly are knowledge management abilities?

Knowledge management is the ability to collect, organize, store, and then share an enterprise’s information assets so that they can be used effectively for the benefit of the organization.

How can I improve my skills as a knowledge manager?

A good knowledge manager understands that encouraging the team to embrace their vision is half the battle. They will expect them to use the knowledge base and technologies correctly and enthusiastically, eager to share their expertise with others.

How do you become a good knowledge manager?

Participate actively in your community. Be visible as a leader and member of multiple internal and external communities to model desired behaviors. Connect with other KM Leaders.


Knowledge management is a discipline that promotes an integrated approach to identifying, capturing, evaluating, retrieving, and sharing all information assets within an organization. Databases, documents, policies, procedures, and previously untapped expertise and experience in individual workers are examples of these assets. Knowledge managers are needed in all spheres of work.



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