BlogNews

Increase Productivity, Improve Search Results, Reduce Rework and Continually Improve Products and Processes with TEEXMA’s Powerful Search Tools!

By 22 July 2020 July 28th, 2020 No Comments

Your company’s experience, lessons learned, know-how, and best practices, collectively known as its knowledge or technical expertise, are essential assets that can ensure the successful execution of strategic initiatives, create competitive advantages, and increase profitability and market share. Therefore, it is necessary to capture and structure this knowledge so that it can be easily accessed and re-used by all, especially within technical, competitive, or regulated industries.

Knowledge Management (KM), the process of creating, sharing, and benefiting from the internal knowledge and information of an organization to better achieve its goals has been a distinct discipline since the early 1990’s and was a driving force behind the founding of Bassetti as a company. Although this knowledge can concern and greatly benefit all company departments (Product Development, Manufacturing, Purchasing, Human Resources, Materials, IT, Quality, Service, etc.), today there are still very few companies that have taken the steps to implement a genuine KM solution to better their knowledge management. Instead, companies often opt to implement departmental point solutions that generate massive quantities of data but do very little to facilitate the manipulation and sharing of the information.

The Challenges

When funding and IT/IS resources are allocated to other priorities, companies will typically rely on the creation of a simple database to archive their knowledge. However, this approach can lead to a number of problems without an easy solution, including:

  • The creation of multiple disconnected databases (even within the same department),
  • No way to effectively search and find information,
  • Limited sharing of information (Generally restricted to a single department or location),
  • No tools for effective collaboration,
  • Knowledge not always being accessible when needed, and
  • No possibility to secure the information.

A true Knowledge Management System must be easy to use, information must be easy to find, and expertise must be available to anybody at any time (that which is in accordance with applicable security and permissions).

The Cost

Although seemingly simple, searching for and finding information easily and quickly tends to be a major challenge for a company as it leads to wasted time, needlessly repeating certain costly activities, and ultimately increased costs. A study by International Data Corporation showed that employees generally spend an average of 44% of their time searching for needed information which they never end up finding. The estimated average annual cost of this lost time is $5,700 per employee and this does not include the extra cost to recreate the information that was never found (ex. re-testing). Let us put that into perspective, if a company has 100 employees, they are losing approximately $570,000 per year because their employees are looking for information that they will ultimately never find!

The Solution

Since its creation, TEEXMA (TEchnical EXpertise MAnagement) has focused on getting the right information, in the right format, to the right people at any time. To enable this, TEEXMA offers four different search functions based on different needs:

  • Full-text Search
  • Search Engine Indexing
  • Interactive Choice Guides
  • Multi-criteria Selection

Full-textual and Indexed

Along with the fully integrated “Google-like” text based search engine, TEEXMA offers a document indexing search functionality that allows users to easily find any documents, files, or related objects that are stored within the system database which contain the searched keywords. This even relates to text stored within the document. This capability can extend to any document formats as long as they contain written text (Word, Excel, PDF, Text, etc.)

Interactive Choice Guides

To simplify and target searches based on common keywords, attributes, or needs, it is possible to configure choice guides. These choice guides appear as a sort of intelligent questionnaire that utilizes drop boxes and adapts to the answers provided by the user. The more detailed the questions, the more precise the search results. These choice guides are easily set up by an administrator and are ideal for more casual users of the TEEXMA solutions as they will be guided by the system throughout the search process to find the information they are looking for.

Multi-criteria Selection

 

The multi-criteria selection functionality is TEEXMA’s most advanced search capability. It allows for the user to create a complete set of search specifications for any type of data (dates, text, numerical, links, booleans, etc.) through an easy to use interface that doesn’t require any level of programming knowledge to use. The results are then displayed in an easily readable table and classified by knowledge type (ex. project, material, lesson learned, etc.) and the percentage of accuracy thanks to its powerful fuzzy logic algorithm. These results can then be easily compared and, if needed, exported to Excel.

These complex searches can be easily saved, re-used, and shared with any of the users of the system. Finally, if desired, any rejected results can also be displayed to allow for a better understanding of the detailed criteria in the search.

The Bassetti company believes that by providing one technology, multiple solutions with all of these common search capabilities, finding knowledge and technical expertise will be quick and easy. This helps companies increase productivity, improve the accuracy of search results, reduce rework, and continually improve its products and processes.

Find out more by requesting a demonstration of our KM solution, TEEXMA for Knowledge Management by contacting us at