For all businesses nowadays, the data that you collect as a company is crucial for driving success and growth. Data provides knowledge for the company and can be utilized in many ways. From helping strengthen the relations with your target audience, to improving the products or services you provide as a business.

With data though, there’s usually a lot of it and it’s often in a variety of places, making it difficult to collate and process. However, there are software and tools that can help optimize your data efficiently. Collating data can be a long process that some businesses might not have time for and may otherwise dismiss.

However, the software we’ll be discussing below is likely going to help save you time and effort, making your business more productive when handling data.

Optimizing data with knowledge management software

Knowledge management software can really help with optimizing the data that you collect, as well as all the information your employees hold on their own desktops. This software is one of the best when it comes to optimizing data and there are quite a few options out there that can tackle different areas when it comes to the data itself.

Most of the time, these knowledge management softwares are cloud-based and there are many benefits to using this form of technology, which will be mentioned later on in this article.

Knowledge management software is used both externally and internally depending on the purpose you require them for. So let’s dive into a few of the most popular ones out there that optimize data.

Slite – for internal team collaborations

If you’re looking to optimize data for internal use, then Slite comes out on top as one of the better choices to make. The software allows teams to collaborate and work together, regardless of where they’re located.

It can be a great tool to take advantage of, seeing as many organizations will often work remotely from time to time. There are also a lot of businesses now that were born as remote-only companies.

According to Smallbizgenius, 16% of companies globally are exclusively remote working. Even though that’s only a small percentage, the need for this type of software is only going to grow moreso. With Slite, it offers that opportunity for companies, both big and small to operate their business from wherever their employees are.

This type of software helps to bring together all that data that lives in all areas of the company and can’t simply be held in a physical binder, given to every new starter. The data collated would end up being outdated and useless, so having an active and updated software like Slite is needed in today’s world.

Zendesk – ideal for customer services

Customer services are an essential part of business and making sure that your customers remain loyal to your company. For data that revolves around the customer, Zendesk is likely one of the oldest knowledge base options but it continues to exist due to its benefits for business.

If you’re trying to optimize data to learn more about your customer’s habits and behaviors, then ZenDesk allows integrations that can help link all of your relevant platforms and tools together. It’s also very handy for when you’re trying to navigate the many customer queries and questions you may be getting through on a daily basis.

The problem with most customer service departments is that they can often be overwhelmed. Having a knowledge base software can help hone in on those common queries. From that, you can start to build an external knowledge base that customers can access on your website for example, to find answers to their questions.

From importing files from Google Docs to chat features, it can really provide all the relevant information and communications necessary. Again, the platform is free for small businesses, but it’s one that has tiered levels that can suit larger, more established businesses.

HelpJuice – providing the best of both worlds

For both internal and external solutions, HelpJuice can help provide the best in comprehensive knowledge management. With many knowledge management software, there are a lot of powerful tools available too and HelpJuice is no different. From providing detailed customization, it’s one that is adaptable to your needs as an organization.

The difficulty that many can have with technology is often down to the abilities of their employees, however this software is really easy to use, regardless of technical skills. With a great customer care service, even those who struggle will get looked after.

Something that sets this software apart is the variety of reporting it offers to help your teams improve their work. From charts, graphs and maetrics, it can be really handy data to improve productivity. Sometimes, it’s important in business to work smarter, not harder and HelpJuice’s reporting and analytical capabilities can help you do that.

As a popular platform, it is the more expensive option but when it comes to software that helps optimize data, it’s likely to provide a great return on your investment.

The benefits of moving your data to the cloud

So why use cloud-based software like this in the first place? When optimizing your company’s data, it’s important to collate it in a place where it’s going to be accessible all of the time and that it can be accessed from wherever necessary.

Rather than storing your information on your computer or hard drive, cloud computing makes it easier and more applicable to the needs of a modern-day business. Since many businesses never entirely recover from a data disaster, it’s important to implement as many preventive measures as possible. Data protection is an absolute must if you want to keep your business safe. Data protection cloud services provide data recovery, file backups, and they also protect your confidential information. There are many benefits of moving your data to a cloud-based software in order to optimize your data. Some of which are:

Constant availability

As mentioned, the data you have is best optimized by having it available all the time, 365 days a year, seven days a week. It can cut unnecessary communications out where it’s not required.

For a lot of businesses, that’s something that can be handy when operating in work environments that required around the clock access. So whether you’re working in the office or remotely across the other side of the world, this software can help make your data readily available.

It’s adaptable to various devices

Most of us will likely use our mobile phones as an office on-the-go, so with cloud computing, you can access the data across various devices like your phone, laptop or tablet. It doesn’t require you to be chained to a desk in order to use it.

Increases scaling as a business

With your data, keeping up with the demand can be difficult without this type of software in place. Cloud computing can help prioritize what data is critical and what could be released or at least shelved for the time being.

It’s more cost-effective

As far as these knowledge base softwares go, the majority will only require you to pay on a per-use basis. It means you pay for what you use and not simply buying a whole package that you might only use 40% of, for example.

A secure networking tool

Businesses are often faced with the threat of cyber attacks when operating online, which is why it’s important to mitigate this risk by conducting periodic user access reviews. To help you set up an efficient process, you can implement some of the user access review best practices, including: developing a user access review policy, creating a formalized user access review procedure, implementing role-based access control and least privileged access, granting temporary – not permanent – user access, and educating your staff. Cloud computing can give multiple users the opportunity to share data without exposing themselves to security risks. Your privacy as a company is clearly important, after all and so it’s worth using software that will help keep any and all data confidential.

The cloud is flexible and reliable to the changes that your business makes throughout its lifetime. Not only does it improve employee efficiency but it’s also providing customer satisfaction. These are two objectives that most businesses will want to hit and ultimately, both can provide great outcomes for your company.

Software can help optimize data continuously

As said at the beginning of this article, handling large amounts of data can be difficult to manage just through human processes. We rely a lot more on technology to do the job for us and why shouldn’t we? It’s faster, more reliable in regards to human error and it’s often a more affordable option.

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