Knowledge base management systems are systems that are very important in that they assist organizations in making decisions. These systems tell the action that should be taken supporting the decision with reasons. Therefore this system is referred to as an intelligent system since it makes decisions similar to those made by human beings (Gadomski, 2007). The system is very important and has been used by many organizations since it is able to come up with accurate and reliable decisions. However, the systems are faced with various problems that limit their use. This research paper will evaluate the challenges faced in the use of knowledge base management systems and the solution to the problems.
One of the challenges facing the use of knowledge base management systems is lack of accurate data. Usually, the systems depend on data that is collected fast hand. The systems then analyze the data to come up with information that is used to make various decisions. The information that is obtained after processing data is important source of knowledge. However, if the data collected is wrong, the information obtained is wrong and therefore wrong decisions are made (Gupta, 2007). Generally, knowledge based management systems cannot guarantee the right decisions since if the data collected is inaccurate. The decisions made by the systems in this case can adversely affect the organizations negatively.
Sometimes, relevant data may not be available in the organization. It should be noted that decisions can only be made if there is relevant information relating to the decision to be made. In many cases, organizations lack relevant data to be used in making decisions. In this case, the knowledge based management systems may be of no use if there is lack of relevant information. In case the systems are used to make decisions using information that is irrelevant, then the decisions are inaccurate and may not be helpful to the organization. Generally, knowledge based management systems are only useful I there is relevant data to generate the knowledge to be used in making decisions.
Another challenge in the use of the systems is that they are very expensive to use. This is mainly because there is usually a large amount of data that is available in an organization to be processed. When all this information is processed, most of the information obtained is irrelevant and therefore cannot be used to gain knowledge in the organization. Most of the information obtained is never used. Therefore it can be seen that the organization incurs costs that it does not benefit from. Therefore many organizations prefer not using the system due to this limitation.
Organizational culture also hinders the use of knowledge based management systems. Usually, changing the culture of organizations is very difficult. In this regard, even though organizations adopt the systems, they find it very difficult to change from the previous culture to the new culture. Usually, managers are not willing to incur costs in having the employee’s trained on the use of the systems. In this case, lack of the necessary knowledge and skills in the use of the systems makes it difficult for an organization to use the systems (Wickramasinghe, 2007).
The other factor that hinders the use of knowledge based management systems is lack of appropriate means of information transfer. In this case, after the information is processed, it is not important unless it is presented to people who can use it. However, there is lack of appropriate methods of ensuring that information reach the appropriate individuals. The management does not like risking leakage of confidential information and therefore do not like using the systems.
There are various steps that organizations should take to deal with the limitations in the use of the knowledge based management systems. In the first place, organizations should put in place measures to ensure that all the data collected is accurate. This helps to ensure that accurate information is obtained by processing the data and hence informed decisions are made.
The other solution to the problems is that the systems should be made in such a way that they can process only the necessary data. The employees should also be trained on this. This will ensure that only data that is relevant to a certain problem is availed and hence the costs of processing unnecessary data are eliminated (Bellinger, 2010). The managers should be willing to spend money to train their employees in the use of the new systems. This will help move away from the traditional culture of the organization.
The management should put a procedure in the organization of ensuring that only relevant people get the relevant people. This ensures that confidential information do not leak to unintended people leading to adverse effects to the organization (Bellinger, 2010). However, the organization should ensure that information is available to the relevant people when needed so that it can be of importance to the organization.
Generally, knowledge based management systems are very important in the global world. They help an organization to be at a competitive edge. The management should be however willing to accept and implement the programs so that they can be of advantage to the organization. The management should be willing to deal with the problems that are related to the use of knowledge based management systems so that the organization cab benefit to the maximum from the systems.
Wickramasinghe, N., & Von, L. D. K. J. E. (2007). Knowledge-based enterprise: Theories and fundamentals. Hershey, Pa: Idea Group Pub.
Wickramasinghe, N., Gupta, J. N. D., & Sharma, S. K. (2005). Creating knowledge-based healthcare organizations. Hershey Penns: Idea Group Pub.
Gupta, J. N. D., & Sharma, S. K. (2004). Creating knowledge based organizations. Hershey [u.a.: Idea Group Publ.
Bellinger, G., Castro, D., & Mill, A. (2010). Data information knowledge and wisdom. Retrieved from http://www.systems-thinking.org/dikw/dikw.htm
Gadomski, A. M. (2007). Information, preferences and knowledge. Retrieved from http://erg4146.casaccia.enea.it/wwwerg26701/gad-dict.htm