Technical Writing Transforms Knowledge Management Systems

A group of people taking notes at a table representing the value of technical writing in knowledge management systems

The advancement of technology and changing business regulations have made technical and business writing practices evolve, particularly in the area of knowledge management. As technical writing standards in knowledge management systems lose their distinguishing attributes, a new business schema for knowledge management is becoming necessary. This can be done by having a technical writer consider the style and content creation. EDC’s technical writers can generate this new style of knowledge management system for companies.

What are Knowledge Management Systems

Knowledge management systems work by categorizing, capturing, using, and analyzing relevant business information to streamline decision-making. At its core, this is known as knowledge transfer and its benefits allow for a business to easily share its information, such as training and business data between departments. Making your business knowledge easy to access, share, and update allows for new employees to be trained more easily, as well as enabling more productive and cost-efficient work overall. However, even with current knowledge transfer plans in place, evolving business strategies and technology means that a new generation of knowledge management systems is needed.

Why Technical Writers Are Needed 

As machine learning AI advances, as well as the adoption of new privacy regulations such as GDPR, knowledge management systems will also be impacted. The primary drawback of these changes is that the technical and business writing involved loses its distinguishing attributes, leaving the simple categorization common in technical writing no longer suitable for knowledge transfer. While machine learning AI allows for software to process and understand data faster, it also has drawbacks as it relies entirely on the AI to make sure the knowledge transfer is working properly. 

An example of this can be found when trying to search in a software application and ending up with no results. This is because of the limitation of knowledge management in enterprise software applications and because their functional manuals are immediately out of date the moment systems are implemented. The use of current knowledge management systems in these situations shows how categorization of a prescribed structured order limits a flexible search for information by the user. Given the addition of machine learning AI into knowledge management, technical writers can help with maintaining efficient knowledge transfer for a company through offering distinguishable writing and categorization that is clear and concise for any potential user. 

What Technical Writers Can Do

Along with the previous experience of knowledge transfer, EDC’s technical writers can accommodate any changes to knowledge management systems impacted by machine learning or regulations. The solution is to implement a business schema to help with optimizing search results. This can be done through business writing based on ideas such as the Pyramid Principle being used as a schema for knowledge transfer and management. The Pyramid Principle allows for structured communication and emphasizes the importance of logic and thinking to do so. To go further in-depth, three orders exist within the Pyramid Principle:

  1. Time Order which determines the cause and effect (common in process writing)
  2. Structured Order which divides a whole into its parts (common in technical writing) 
  3.  Ranking Order which classifies similar things (common in machine learning)

These three orders offer a way for technical writers to create knowledge transfer documentation that logically groups ideas in a way that communicates their use for a situation. By implementing these three orders, EDC’s technical writers can customize search results by categorizing them in more specific ways, based on the Pyramid Principle. These search results are done by embedding Google Search into knowledge management systems. Once all this is done, the contextual help of machine learning to offer recommendations to assist with knowledge transfer can be used. To accomplish this, however, technical writers with multiple disciplines will be necessary to supercharge the next generation of knowledge management systems.


The use of knowledge management systems in a company is incredibly beneficial in streamlining work. Proper knowledge sharing through optimal technical documentation by a technical writer is the best way to go about this. The different areas of expertise for a technical writer are what makes them best suited to account for any business’s need when it comes to establishing or updating a knowledge management system. 

How Can EDC Help?

Whether you need a team of consultants to produce a complete line of documentation or a single technical writer for a brief project, Essential Data’s Engagement Manager will lead the project from start to finish. At Essential Data Corporation, the quality of our work is guaranteed. Contact us today to get started. (800) 221-0093 or

Written by Stanley Chu


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