Using AI For Knowledge Management: 6 Use Cases, Benefits & Tools

I’m seeing more and more organizations use AI for knowledge management to improve their content marketing, data analysis, and save time.

But how is AI being used in knowledge management exactly and what are its best use cases?

In this article, I’ll cover everything that you need to know about how AI can help you make better use of your organizational knowledge and resources.

TL;DR

• The biggest benefits of using AI for knowledge management include easier knowledge sharing, a personalized user experience, and being able to save time.
• Some of the best use cases of AI for knowledge management include setting up an internal search and retrieval system, content creation with a Custom LLM model, and issue monitoring.
• Some of the best AI tools for knowledge management on the market include Team-GPT, Shelf and Document360 due to their trainability.

How Is AI Being Used In Knowledge Management?

The way AI is being used in knowledge management is by enhancing the efficiency of information retrieval and personalization of responses by analyzing large amounts of unstructured data.

The technology is being integrated into your existing knowledge management systems to help you retrieve specific information whenever you need it and generate on-brand text.

From enhanced internal search capabilities to automated content tagging, brands have been training custom AI models and knowledge bases with their internal data.

That enables you to manage your organization’s knowledge and to automate the retrieval process within the knowledge base.

➡️ The technology uses natural language processing and machine learning algorithms to help you access relevant information from your organizational data records.

What Are The Benefits Of Using AI For Knowledge Management

The core benefits of using artificial intelligence for knowledge management include easier knowledge sharing with your team, providing a personalized information retrieval experience, and the ability to save time.

Let’s go over each one of them👇in a bit more detail. 

#1: Easier Knowledge Sharing

Artificial intelligence facilitates knowledge sharing amongst your team for easier information access.

This enables you to build a centralized knowledge repository for all of your organizational departments so no one in your company has to work in silos.

💡 For example, if you build a custom LLM model and bring it in over at Team-GPT (our tool), your company’s employees will be able to use your company’s AI model, be it for content creation or a research assistant.

#2: Personalized User Experience

As you build out your AI-powered knowledge base, the technology will be able to provide each one of your workers with personalized answers.

As the technology has access to your internal network, it can quickly find the relevant information and show it to your team members.

From having a static internal database, your internal knowledge systems will become quick-to-respond and interactive by unifying different sources of information, improving productivity.

#3: Saving Time

Last but not least, by tapping into AI-powered knowledge sharing, your team will be able to save time.

Instead of having to manually find the data that your team is looking for, they can retrieve the insights they are looking for with an AI-powered internal search.

💡 Alternatively, your team can save time from having to prompt your generative AI model information about your target audience and competitors since the custom AI model will already have access to that information.

6 Use Cases of AI For Knowledge Management

Here are the 6 best use cases of AI for knowledge management from some of the companies I’ve seen do:

#1: Internal Search & Retrieval

The best use case of AI for knowledge management is being able to build an internal search and retrieval system for your organization.

➡️ Instead of your team members having to dig deep into your information systems to find the information they are looking for, they can simply prompt AI to find it for them.

The technology uses natural language processing (NLP) to understand user queries to deliver relevant results.

For example, in sales, there are tools like Einstein AI that help sales development representatives with their questions about deals or your organization and provide them with instant answers.

#2: Content Creation (Custom-GPT)

You can feed your company’s information, branding, and writing style to a custom LLM model to create on-brand content at scale.

With AI collaboration tools like Team-GPT (that’s us), your team can bring a custom AI model and then host it on your premises so you can collaborate with your team on content creation.

Be it for sales collateral or marketing materials, such as articles and advertising copy, your company can fully build and own an AI model that can produce on-brand content.

It is possible to store all of your prompts and enable your newer team members to access them whenever they need them.

#3: Data Analysis

Just like it’s possible to train an AI model to search and retrieve information for you and generate content, an AI model can also be trained to analyze data to identify areas needing improvement.

The way it works is that AI is capable of analyzing large data sets of usage patterns within your knowledge management systems to find gaps in the content.

I’ve found this useful for organizations to fill the gaps with supportive content sooner before it becomes a problem.

➡️ For example, you might find out that your sales team is specifically searching for information regarding a specific feature on your SaaS product since prospective clients are requesting it, but they are struggling to find relevant information.

#4: Knowledge Base Maintenance

Artificial intelligence can further optimize your internal knowledge base by flagging outdated content or underperforming internal information for review.

As 94% of company files have at least one inaccuracy, enterprises can no longer afford to leave their knowledge base with errors.

Your team will then be able to review if the information needs to be outdated and ensure that all data is up-to-date and to standard for your end-users.

➡️ Such automation will also help your team focus on more strategic knowledge management activities, instead of sifting through hundreds of technical content to find if they are all relevant and up-to-date.

#5: Content Summarization

We already mentioned that AI is capable of pointing your members to the correct page where they can answer their questions, but the technology is also able to summarize that information.

As workers are busy, many of them do not have the time to read through heavy technical articles.

This is why one of the best use cases of AI in knowledge management has been their ability to summarize the contents of your documents and information.

#6: Content Tagging & Classification

Lastly, AI algorithms are capable of automatically tagging and classifying your organization’s information and content based on their context, relevance to your organization, and importance.

This not only helps you simplify your organization of information but also helps you improve searchability for your team members (especially newer employees).

For example, Document360 has an automated tag generation that lets you generate tags with AI for every technical article or resource you produce without having to manually add them.

This functionality can be used for internal information management purposes, as you can help different organizational departments quickly find what they are looking for via tags.

What Are The Best AI Tools For Knowledge Management?

When evaluating which platforms to add to this list, I looked at their internal search capabilities, customization options, and cost structure.

Here are the best tools to manage your organization’s internal data:

#1: Team-GPT

Team-GPT is a collaborative AI platform that lets you create a prompt library with advanced prompts and custom instructions, and bring a custom AI model to the platform.

Our AI platform allows you to collaborate with your team using platforms like Claude, ChatGPT, and Perplexity.

You can boost your team’s collaboration with our real-time generative AI collaboration and organizational features.

Team-GPT gives your team an interactive workspace in which you can collaborate in chats, prompts, and threads in real-time.

Master AI alongside your team with our shared learning path feature, allowing you to share insights and support each other.

💡 You can organize your information in folders and sub-folders within the team chats to find the information you need at any time.

It is also possible to see the interactions that their teams are having with the AI and join them.

Customize a Better Version of ChatGPT

You can use ChatGPT with your team on Team-GPT’s platform and customize it to your needs.

After that, you can use your version of ChatGPT for tasks, such as:

• Creating SEO-optimized article content.
• Writing social media posts, advertising copy and email campaigns.
• Editing and finalizing technical materials with Pages and Edit with AI.
• Producing sales collateral and case studies.

Here’s why enterprises love our platform:

• A shared workspace: Collaborate in chats and documents in real-time from a single platform with your team.
• Smart AI-powered editing for improved writing, fixed grammar, and refined text.
• Organized and shared content, ensuring quick access to chats and pages for all your team members.
• Managing your content by turning any chat into a document or starting a new conversation from a Page.

Enterprise-Grade Security

Team-GPT is built with enterprise-grade security, privacy, and compliance.

You can create your custom version of Team-GPT but deploy it on your hosting infrastructure. 

You will hold all your data, whether on-premise or in a private cloud while using all your preferred AI models. 

The software is deployed on your servers and lets you effortlessly onboard marketing employees into the platform.

With Team-GPT Enterprise, you can: 

• Retain complete control and flexibility over your data.
• Apply security filters and retain complete control of the platform with admin rights and report access.
• Prioritize privacy and protection, as Team-GPT is committed to all GDPR compliance standards and holds SOC II and ISO 27001 certifications.

Team-GPT Enterprise

#2: Shelf

Shelf lets you implement an all-in-one solution that was built to streamline knowledge management by integrating AI features, such as:

• Intelligent search that helps your team members quickly find the information they are looking for.
• Automatic identification of obsolete knowledge, as the platform is constantly monitoring your content to identify gaps and opportunities.
• A content generator (GenAI Content Copilot) that lets you improve your knowledge quality.

Instead of building complex AI systems from scratch, the platform lets you quickly organize and optimise your existing knowledge base.

💡 What stood out to me about the platform is how scalable it is, unlike some of its competitors on the market, which is why it has been used by companies such as Hello Fresh and Glovo.

#3: Guru

Guru lets you set up an AI-powered knowledge base for your sales team. 

The platform offers an enterprise AI search, an intranet, and a copilot to give your team quick access to sales collateral.

Here are some of Guru’s top features:

• Quick answers about your company’s products, or insights about deals.
• Knowledge base maintenance: The platform lets you identify outdated sales collateral that needs to be updated.
• Personalized content recommendations for each deal that can be inserted into a conversation with a customer.
• AI-powered content assistant that is capable of creating, translating, and summarizing content for your sales team.

#4: Tettra

Tettra lets you create an AI-powered knowledge base that helps your team members get instant answers from your company docs.

Your team can also get summaries from your Slack threads that they can later save to the platform.

The knowledge-sharing software has been built to make new employee onboarding quicker by showing new members relevant information.

With Tettra, you can create a knowledge base quickly with either new or existing content using their built-in editor or Google Docs and Notion files.

The platform has an integration with Slack where your employees can ask questions and get instant answers from the Tettra bot on Slack.

Interestingly, if the chatbot is not capable of finding the correct answer, the tool will request information from the right person in the company.

#5: Document360

Document360 is a multi-functional AI-powered knowledge base software.

The platform lets you create, share, and manage your knowledge base, internal documentation, APIs, SOPs, and user manuals.

The platform offers separate-built features for the four different categories:

• Knowledge base: Reduce your organizational support tickets by giving easy access to your employees to relevant self-help content.
• Software documentation: Create and manage technical documents across your organization (technical articles) or outside of your organization (release notes).
• User manuals: Replace your old static PDF manuals with dynamic, searchable and multi-lingual user manuals that help you keep your content up-to-date and easy to find.
• Standard operating procedures (SOPs): Centralize and standardize your SOPs for organizational processes, such as quality assurance, quality control, employee training, and compliance.

The platform uses AI-powered search to help your team find the right policy, procedure, case study, feature, or guide that you’ve got in your database.

Next Steps: Adopt AI Alongside Your Team on Team-GPT

Team-GPT lets you create a prompt library with advanced prompts and custom instructions, as well as the ability to bring a custom AI model to the platform.

Our enterprise AI software lets your team utilize various AI models, such as ChatGPT, DALL-E 3, Claude, and Perplexity.

Apart from that, you can access:

• A comprehensive pre-made prompt library to create efficient workflows.
• Detailed usage analytics to track employee engagement.
• Enterprise-grade security ensures data privacy and the ability to host the platform on your servers.

Sign up for a demo of the platform today!