Status: Public

Last updated 7.21.25

Knowledge Management (KM) Approaches

There are different knowledge management approaches

Con: • High effort to maintain for content manager and SMEs | Best for organizations that: • Have a dedicated content manager. • Majority of the content updates are not too frequent. | | 2. Doc-First KM Approach | • Auto-ingestion of all docs and spreadsheets. • AI-picks up sources based on recency and relevance. | Pro: AI-does the heavy lifting; high coverage across variety of questions; much lower effort in maintaining sources in KH.

Con: AI RFP responses would need detailed reviews to vet the quality of sources used. Granularity of sources is less. | Best for organizations where:

• Content changes really fast.
• Do no have a dedicated content manager. Folks doing RFP are well-versed with the product/service.
• Want to primarily use their recent response documents.
• Looking for quick first-drafts than a high-quality, ready-to-submit response. | | 3. Hybrid Approach | Auto-ingestion of supporting documents (past RFPs & supporting documents) while maintaining QnA pairs for some parts of the library. | • Pro: Good middle ground that works for most organizations. Combines the best of both worlds - AI-assistance as well as human-led content management.

• Con: Final responses may need additional work and sources need to be vetted before finalizing response. | Best for most organizations that:

• Have some support for content management
• Looking to switch from legacy systems based on QnA pairs to more AI-first approach |

Questions to Discuss

• What do you care about w.r.t content management?
• How much resources do you have for content management?
• What does your workflow look like for RFP/RFI/questionnaire response?
• What’s your expectation w.r.t AI response - quick first draft or high-quality, ready to go responses?
• How many stakeholders are involved in the process?
• Are there aliases that you use to assign reviewers (eg: [email protected] vs [email protected])?