Content Management vs Knowledge Management- Which One Is Best

A difference in Content Management vs Knowledge Management

What is Content Management?

Content management is managing content throughout the lifecycle of the content. It starts with creating to storing the content right up to deleting it from the system. Content is not necessarily hardcore text it can be anything and everything from text to multimedia, to videos, audios and multimedia. Content management is a system and it varies from company to company and industry to industry. Usually the stages of content management include

  1. Creation of content using different sources, different writers, methods and technologies.
  2. Editing the content is done after the content is created. It is done by editors in order to edit the content as per the requirement.
  3. Publishing the content which is making the content available to be viewed online for audiences.
  4. Managing the oversight of the content, that is managing the content updates and version controls.
  5. Removal and deletion of content.

Managing content is not enough to access the correct version of a document and to record the same document is important. The management of content is important in order to achieve business goals. An organizations content management is a very systematic assortment and organization of information that is going to be used to attain and acquire business goals. In more simple language content management is neither a single technology nor is it a methodology and neither is it a particular process it, in fact, is an amazing combination of the tools, methods and strategies in order to use the delivered information that has been captured, managed, stored and preserved in supporting the very important organizational process through the entire lifecycle of the content.

And these documents are not easy to manage hence the entire process had to be arranged as a content management system. Information is a lot to handle because it has increased over time due to different streams of sources these sources are the web, the thumb drive, cloud, smartphones and other sources. The huge inflow has of data and documents have made structuring and managing it a necessity because only structured and managed information can be defined appropriately.

What is Knowledge Management?

Managing knowledge is all about getting the correct knowledge at the right time to the right person. Management of knowledge includes the creation of knowledge, sharing of knowledge, storage of knowledge and also refinement of knowledge. You can also describe knowledge as a process of confining, distributing and using knowledge effectively.

The above explanations are pretty precise and to the point, however, Duhon in 1998 defined knowledge management as an approach in a discipline that has an integrated approach to recognizes, incarcerate, calculate, repossess and of course share of information assets. These assets are information assets that are stuffed with knowledge for the audiences this includes different databases, important and relevant documents, policies and procedures of the company and the organizations, the older expertise that have not been captured along with the individual worker’s experience.

In today’s knowledge economy creation and diffusion of knowledge have become most important to fight competition. Compared to other valuable commodities knowledge possess other characteristics that are absurd for example:

  1. Using up the knowledge does not consume knowledge.
  2. Knowledge is not a loss if transferred to someone else.
  3. The ability to use knowledge is scared however knowledge is in abundance.
  4. The knowledge of the organization walks out of the office as and when their day at work ends.

Knowledge management can also be explained as an on purpose and a very systematic synchronization of a company’s employees, its processes, technology and the entire structure of the organization for adding value reusing and innovating knowledge. Achieving this coordination is possible only sharing, creating and of course applying knowledge and also through adding valuable lessons learned and its best practices to the memory of the organization in order to continue the best organizational learning.

Head To Head Comparison Of Content Management vs Knowledge Management

Content Management vs Knowledge Management Infographics

content management vs knowledge management infographics

Now that you understand the terms let us understand the difference between the two. Yes, you are right there is a difference between the two even though both offer tools to manage and share information yet they are still different in a number of ways. And the differences are very conceptual between the two simply because the differences are subtle and not blatant only because they have different perceptions of information.

Key Differences of Content Management vs Knowledge Management

Some key differences of Content Management vs Knowledge Management are explained below

  1. Meaning content and knowledge

Content is known as the most systematic piece of information. Depending on the type of context used content needs to fall within the certain parameter that is precisely the structure and relevance of the content that has been used. Hence content needs to be very systematic. On the other hand, knowledge can be applied to anything, in fact, it can also be documenting the thoughts in the head of an employee of an organization. Hence quantifying knowledge is more difficult as compared to content.

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  1. Creation or generation of the Content Management vs Knowledge Management

There is a huge difference in creating or generating the two. Content has limited generating people for example publishers, editors or creators of content are the only people who can create or generate content. Hence content creation is specifically for a few people only which means content cannot be created by everyone or not everyone is authorized to create content. Content creating is restricted to a few specified people. However, creating knowledge is much more liquid as compared to content creation. It can be created by anyone and everyone and still be equally useful and valuable for the others.

  1. A difference in their nature

Content will address a single issue in hand, for instance, the writer will either chose a topic or will be given a topic to write on and the writer will write what he feels is relevant about the topic. The content is shared irrespective of its demand; hence the content revolves around one single topic. Whereas knowledge is usually related to the questions asked. Here the questions are asked and bases the old knowledge new answers are generated to answer these questions. Hence it is said that knowledge is not born until you ask questions. The more questions you ask the better understanding you generate.

  1. Actionable and non-actionable

Knowledge, when compared to content, is hardcore actionable information whereas content is not actionable information is it based on what the writer feels and interprets. Knowledge is information that can be used to make decisions, solve a problem or answer questions. It is only a piece of Know-How and knowledge management is only about a single topic or question and they revolve around structuring how to specify the needs. Content management is not knowledge yes it can definitely it can be answers to questions buried inside the content. However, knowledge management is much larger than that. CM is not designed for the purpose of solving questions or taking decisions.

  1. Structure differences of Content Management vs Knowledge Management

Knowledge is structured in such a manner that it can be separate the problems and the questions that are asked from the atmosphere or the environment where originated or occurred. Knowledge underlines the cause of the situation, gives its answers or resolution and also gives exposure to other topics and events related to it. In short, knowledge tells you what is to be done in what situation or condition and how is it suppose to be done. On the other hand content management only adds a veneer to the structure. That is content only gives it the finishing touch. On the other hand knowledge management is not just the veneer it is the entire structure and the veneer is of no use without the structure.

  1. Help to workflow

Content management is a part of getting the work done however it is not doing the work. CM is removing the files out of a cabinet using them and putting them back into the cabinet. Yes, it is a very important part of information as it enables to get the work done however it is not as important as the knowledge management because KM is the work. Because as per experts it is not an additional way of solving the problem it is the solution to the problems, it is problem-solving ways. Knowledge management needs to be tied into the flow of work. Knowledge is captured in real time and not waited for to be captured for later reason is that later is a time that never comes. However, content can be modified and moulded as per the knowledge.

  1. Usage of Content Management vs Knowledge Management

Using a CM system does not need to be thought about a lot as it does not include a lot of cultural changes. Its logic is very simple and clear as CM can be worked on one group at a time. The biggest obstacle to Knowledge management is getting a number of people or motivating a number of people to use it continuously on a day to day bases. The only way of improving it is by the constant use of it by its users. People do not spend enough time to share knowledge, as they are either reluctant in spending time or even knowledge. Not sharing knowledge will either keep knowledge insufficient or outdated this will make people lose their confidence and this will make people less likely to use their knowledge. Unless people use the KM system actively the entire initiative of creating it will go down the drain.

  1. Steps or creation difference of Content Management vs Knowledge Management

Information granularity, for CM publishing pages and sites, is supported whereas for KM publishing small and large articles is supported.

Updating frequency, content management is updated either yearly or quarterly or monthly, however, knowledge management is either updated either weekly or daily and even hourly.

Contributors, the contributors to CM are restricted or are few in number as only content creators and site developers are authorized to do the same. KM can be used universally either by the employees or the partners or even by the customers of the organization.

  1. Management of Content Management vs Knowledge Management

Managing content is a dedicated process it has dedicated authorities and it can either be a primary or a secondary job function of an organization or its team. Whereas managing KM is a regular and an ongoing job function and authoring KM is the responsibility of the ecosystem.

  1. Publishing of Content Management vs Knowledge Management

A process of publishing, CM is staged for the process of approvals which is often similar to sources codes of productions, tests, and Dev. However KM publishing is authorizing, approving and publishing of KM is only done in the productive atmosphere. Hence CM includes planned publishing whereas KM is based on the resolution.

Consumption target, the consumption of CM has based 1 to 2 primary consumption points whereas KM has a number of consumption points completely based on the interest of the reader or the audience.

  1. Captures and creates

KM or knowledge that is business critical needs to need to be incarcerated as a co-product of daily interactions at work. However, this can only be successful if it is a dedicated part of the work process. KM also needs to be integrated with the existing system. However, CMS is used to help create new knowledge and also refresh the existing ones with the help of layering better words and language to make it interesting for the audiences.

  1. The philosophical difference of Content Management vs Knowledge Management

Building the most useful and the most intelligent workforce possible is all about knowledge management. Hence the main difference between CM and KM is actually philosophical and not technical. Do not judge only the software features, if you have a goal of improving and communicating intelligence to your employees you must choose a knowledge management software system for your organization, however, if your aim is to polish the content of your knowledge or available knowledge you must select a content management software.

The importance is to understand application or the usage of the upcoming demands on the process of the workflow. Instead of being more motionless and sticking on to the process of creating, managing, publishing the flow in most CMS companies the organizations need to accept more fluent capturing, routing and converting workflow along with being able to measure the entire process from a single knowledge management system.

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