Choosing the Knowledge Management Tool: Five Key Selection Criteria

2024.2.16 Blog
Choosing the Knowledge Management Tool: Five Key Selection Criteria

Are you grappling with challenges in implementing effective knowledge management practices within your organization? In that case, highly recommended solution is to leverage knowledge management tools. These specialized tools are developed to streamline knowledge management processes. It offers a rich array of functionalities to enhance the efficiency of your company’s knowledge management. With a diverse range of knowledge management tools available, each tailored to specific domains and equipped with unique features, you can find the perfect fit for your needs.

Five Key Selection Criteria

How should you choose a tool from the multitude of options available? The selection criteria may vary depending on the challenges your company faces. However, here are five key selection criteria to consider when selecting a knowledge management tool that every organization should keep in mind.

Usability and Ease of Use

Knowledge management tools are not only used by IT specialists but also by employees throughout the organization. Therefore, having a user-friendly interface is crucial. It is recommended to receive demonstrations or use trial versions before implementation. You can assess not only the functionality but also the ease of use by doing so. If you would like to see a demonstration of Kiku or use an evaluation version, please feel free to contact us.


In the realm of information sharing, access control that determines who can view and edit specific information is crucial. It is recommended to choose a product that allows for flexible access control based on the requirements of your operations. With Kiku, you can control access not only at the document level but also at the section level within a document. For instance, let’s consider a document that contains procedures for handling product malfunctions. The initial section may contain steps for general users, while the following section may contain steps for internal technicians. By defining access permissions, you can make the first section accessible to all users and the latter section accessible only to technicians. With Kiku, you have the ability to apply access restrictions at the section level within the same document.


Another important metric to consider is availability, which refers to the ability of the tool to maintain stable operation. Kiku offers services in both cloud and on-premises environments. In the cloud environment, just like in the on-premises environment, Kiku ensures high availability by leveraging a robust platform.

Security Measures

Knowledge management tools can accumulate knowledge that includes sensitive company information or trade secrets. It is essential to verify whether sufficient measures are in place to prevent information leakage. The tool should allow customizable permissions as well. With Kiku, you can easily meet security requirements such as data protection, access control, and encryption, both in on-premises and cloud-based products.

Ease of Implementation and Scalability

The adoption of a knowledge management tool often follows a pattern. It is initially introduced in a few departments as a pilot, and upon achieving the desired results, it is expanded across the entire organization. Therefore, the ability for phased implementation and scalability is crucial. By utilizing cloud services, in general, you can minimize initial investments and quickly introduce the tool, while also being flexible in accommodating an increasing number of users. With Kiku’s cloud version, you can easily start with a pilot implementation and smoothly scale up as needed.


When selecting a knowledge management tool, usability, flexibility, availability, security measures, and ease of implementation are the five key selection criteria. Additionally, each knowledge management tool may specialize in different domains. Therefore, when implementing a tool, it is crucial to keep the five selection criteria mentioned above in mind, clearly define your company’s challenges and objectives, and choose a knowledge management tool that will help address your specific needs effectively.




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