Knowledge sharing is the lifeblood of any successful team, with research showing that 75% of organizations believe preserving knowledge is important for their success over the next 12-18 months. But as a company grows, it can no longer rely on knowledge being shared by osmosis. And when this happens, it might be time to hire a knowledge manager. This is a role dedicated to creating a knowledge-driven culture and ensuring all employees are set up for success in their roles.

What is a knowledge manager?

A knowledge manager is a professional who ensures company-wide access to accurate, organized information. They govern knowledge bases and wikis, making strategic decisions about information architecture, content structure, and technology integration.

Who makes a good knowledge manager?

Anyone whose job it is to champion the use of a knowledge base can be a knowledge manager, but those who formally take on the role and responsibilities tend to include:

• Enablement managers (including revenue, sales, and CX enablement)

• IT managers

• Operations managers

• Program managers

• Learning and development managers

Why knowledge managers are a valuable investment for your team

Knowledge managers deliver measurable value beyond basic organization. Key benefits include:

• Improved information access: Teams find answers faster

• Streamlined decisions: One expert makes informed choices

• Enhanced innovation: Better collaboration drives new ideas

• Increased efficiency: Less time searching, more time working. Studies show employees spend nearly 20 percent looking for internal information, a significant drain on productivity.

Improve access to information and knowledge

Knowledge managers transform existing systems from functional to exceptional. They optimize organization, improve searchability, and turn scattered information into accessible, shareable resources.

It's also important to know that knowledge management isn't just limited to producing content to share. A true knowledge manager can help facilitate other kinds of knowledge sharing and mentor others on the right way to spread information.

Not sure what we mean? We'll let Aprill Allen of Knowledge Bird explain:

I think of knowledge management as an overarching capability with the knowledge manager as coach and facilitator, nudging teams and individuals towards improving their knowledge-sharing practices.

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They do that by enabling more streamlined information flow between tools, but also by creating the conditions for knowledge to flow between people. Those conditions could be informal opportunities to gather as well as formal structures like peer learning and mentoring.

Streamline the decision-making process

Common knowledge management decisions include formatting standards, tagging systems, and content organization. Without clear ownership, these discussions can drag on endlessly.

A knowledge manager provides:

• Clear authority: One person makes informed decisions

• Subject expertise: Decisions based on knowledge management best practices

• Faster resolution: No more endless planning meetings

Promote organization innovation and change

Is there a company that doesn't want to be more innovative? Everyone wants to say their company made the next "big" thing in their industry. Knowledge management is a crucial stepping stone to innovation, and the right person can help you reach your goals. In fact, in companies that prioritize knowledge transfer, 53% of workers perceive their organisation as more innovative.

Remember, knowledge management is more than just collecting and organizing important information. It also helps encourage the sharing of ideas and collaboration between employees and teams. When you hire a knowledge manager, you're hiring someone that can help foster innovation. Your knowledge manager can help facilitate discussions, organize important knowledge, and help foster collaboration between teams.

Improve efficiency across departments

You'd be surprised how much more efficient things can be when everyone has the information they need to work. According to McKinsey, using the right social technologies can raise the productivity of knowledge workers by 20 to 25 percent. Then, all of a sudden, it takes much less time to do essential tasks because everything you need is readily available. According to Gartner, 47% of employees struggle to find the information they need to do their jobs.

Consider what your teams could really do if they had enough time and bandwidth to work on different things. New projects can get underway, brainstorming sessions become the norm, and everyone is working in lockstep because the office is so much more organized and efficient!

Skills and qualifications for knowledge managers

A successful knowledge manager blends technical expertise with strong interpersonal skills. While the exact requirements vary, most roles look for a combination of strategic thinking and hands-on execution.

Essential skills include:

• Communication and leadership: Evangelizing knowledge sharing and driving cultural change across teams

• Information architecture: Structuring and tagging content for easy discovery

• Project management: Defining strategy and leading cross-departmental implementation

• Data analysis: Measuring knowledge impact and identifying content gaps

• Technical proficiency: Managing knowledge systems and tech stack integrations

Knowledge manager salary and career outlook

The role of a knowledge manager is becoming increasingly critical, and compensation reflects this growing demand. While salaries can vary based on location, company size, and industry, they are competitive.

In the United States, knowledge manager salaries typically range from $66,000 to over $120,000 annually. For context, the U.S. Bureau of Labor Statistics reports that the 2024 median pay for related roles like Computer and Information Systems Managers was $171,200 per year. Senior or lead positions in large enterprises can command even higher compensation. This role offers a clear career path, often progressing into senior leadership positions in operations, IT, or enablement as organizations recognize the strategic value of a well-managed company brain.

Example Knowledge Manager job description

Whether hiring internally or externally, success starts with a clear job description. Use this template as your starting point:

Summary:

The knowledge manager's primary responsibility is to encourage correct and widespread usage of the company's knowledge base. They should create guidelines for what information is captured, and by whom how it integrates with the rest of the tech stack, and how to keep it from growing stale.

An ideal candidate thrives in a dynamic fast-paced environment and has a background in leading content and information architecture strategy across an organization. As a Knowledge Manager, you will define the content/knowledge management strategy and lead the content architecture and strategy. The role will focus on developing, auditing, and maintaining high quality content for employees.

You'll work closely with key stakeholders across the company to maintain consistency at a global scale and align the content strategy with their vision. You will play a significant role in the development of a successful and effective knowledge base and will have a direct impact on employees day to day.

Primary Responsibilities include:

• Define the knowledge management strategy for our knowledge base and maintain high quality, up-to-date, and searchable content for audiences of varying skill level

• Work effectively across the organization with stakeholders, change management, service teams, trainers, curriculum developers and subject matter experts to develop and support new and existing products, features, and services.

• Leverage Guru's analytics to evaluate business impact, track the usage and define efficiency of the knowledge base content.

• Lead, coach and develop a team of authors from each department

• Establish writing guidelines based on knowledge base best practices and develop the team to ensure they are achieving or surpassing them.

How to set your knowledge manager up for success

When your search for a knowledge manager is finally over, it's the perfect time to talk about how you can set them up for true success.

Setting up your knowledge manager for success requires intentional preparation:

Consider documentation

A big part of knowledge management is having the right documentation. Before you bring on your new hire, help give them the tools they'll need to start organizing and maintaining internal knowledge through repeatable processes and templates.

Templates streamline knowledge creation and ensure consistency. Consider developing standard formats for procedures, onboarding materials, and department-specific content.

Determine your ultimate goals

Giving everyone actionable goals is essential for workplace success, and your soon-to-be knowledge manager is no different. Stepping into this role at organizations that are new to understanding the value of knowledge management can feel a bit like boiling the ocean. So before you bring them on, think about what you want your knowledge manager to accomplish.

Many of the stellar results you see from your knowledge manager can be challenging to quantify in terms of hard business results. So instead of thinking about things in terms of revenue and sales goals, think about how they can improve structuring and sharing knowledge.

Make it a goal to have subject matter experts identified and fully integrated into your knowledge management system within six months of bringing your knowledge manager on. Task your knowledge manager with proposing a new content structure for cards by their 90-day review. Regardless of what you come up with, make sure you're giving them attainable and actionable goals to meet.

Understand what they can and can't do

Your knowledge worker can do a lot to help collect, organize, and distribute vital information among your staff. They can be seen as expert communicators, information architects, and masters of organization and distribution.

Knowledge managers can be a lot of things, but unfortunately, they aren't miracle workers.

Remember, knowledge management is everyone's responsibility at work, but it's the knowledge manager's role to make sure everyone can fulfill that responsibility. They can help with the basic tenants of keeping knowledge organized and distributed. However, for that to work, managers and other employees need to be willing to contribute the building blocks of that information.

It's entirely possible that, in order for that to happen, you may need to make some changes to your organization. But don't worry, we'll get into that in a bit.

Talk to team members about their knowledge management needs

What do your teams want to see from the knowledge manager? For example, HR may want to revamp the collections' content hierarchy, and sales may want a better way to organize their prospects. Regardless of what they want, the only way to know is to ask.

Like we said earlier, we want to avoid having your new knowledge manager feel like they're boiling the ocean, so prioritization is key. Think about the most effective changes a knowledge manager can make by asking the team the right questions.

What would make the day easier for your support agents? Is there anything you can do internally to improve the customer experience? What would help the engineering team ship code faster? When you focus on things that can make the most impact, it's easier to get your knowledge manager started off on the right foot.

Create a welcoming environment

It's going to be hard to contribute to your company's knowledge base when you're overbooked for the week and get side-eye from your manager when they see you're not on project work. A lot of the time, switching to a more knowledge-driven workplace involves more cultural changes than anything else. Research confirms that major barriers are on the human side of the knowledge management equation, including organizational silos and a lack of incentives. If you really want to set your knowledge manager up for success, make it easier for everyone to work together.

Set the expectation with managers and team members that knowledge management isn't an optional activity. For it to work effectively, everyone needs to take the time and effort to contribute.

Give everyone the time they need to create and organize knowledge. You don't need to set aside hours each day to encourage people to add to and improve your knowledge base. Just giving everyone 15-30 minutes to make changes and add new information can be more than enough.

Want to truly make your knowledge manager's day easier? Help them identify your knowledge champions on different subjects and teams. They'll play an integral role in helping your knowledge manager and building out your knowledge base.

Set them up with the right technology

Having the right tech stack is essential for any worker, and that's especially true for your knowledge manager. Take some time to learn how having the right tools can set employees up for success before you start your tool search.

Your knowledge manager is going to have a lot of legacy knowledge to sort through. Make things easier for them by letting them know about all of the different areas in which knowledge currently exists at your company. Get managers from different teams involved to make sure that you leave no stone unturned.

Knowing where your knowledge exists can make finding the right tools and integrations easier. Once you know that, you could start using a genuinely great knowledge base.

Building your organization's trusted layer of truth

Hiring a knowledge manager is a foundational step toward transforming how your organization uses information. They are the architects and champions of your company's single source of truth, ensuring that every employee—and every AI assistant—has access to verified, permission-aware answers where they work.

By connecting company knowledge, enabling teams to interact with it through a trusted Knowledge Agent, and creating a process for experts to correct and improve it, a knowledge manager turns a chaotic web of information into a continuously improving layer of truth. This is knowledge management without the management, and it's the fastest path to enterprise-wide trust and efficiency. To see how Guru empowers knowledge managers to build an AI Source of Truth, watch a demo.