Bot Training

Updated On: Apr 1, 2024

All You Need To Know About Knowledge Management For Chatbot Functioning

Reading-Time 8 Min

In today’s workplaces, you can see the growing importance of knowledge management, information management, and content management. Knowledge management is developing, exchanging, using, and sustaining an organization’s resources and insights. It is an integrated method that enables knowledge usage to meet corporate goals. And, now is the correct time to include chatbots in your business’s long-term strategy.


Read further and know the importance of knowledge management for chatbot functioning in today’s times.

The Evolution of Chatbots

  1. At the end of 2018, Facebook had over 300,000 chatbots – a report by Venture Beat.
  2. According to Chatbots Life, real estate, travel, education, healthcare, and finance are the top businesses benefiting from chatbots. 
  3. Over half of clients want a firm to be open 24 hours a day, seven days a week. 
  4. Chatbots can cut customer service costs by up to 30%.
  5. In 2016, the market for chatbots was valued at $703 million – According to Global Market Insights, this market will be worth $1.3 billion by 2024.
  6. Messages are the most convenient approach through which 68 percent of consumers stay connected with businesses.

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Why should an organization invest in chatbots?

1. Ease in communication

Businesses invest in chatbots to easily communicate with their customers and offer them a unique customer experience. Knowledge management helps chatbots provide new and unique customer engagement through picture guides, decision trees, omnichannel customer experience, and more.

Even while speaking with a machine, individuals want to have dialogues with other people. Chatbots allow you to create responses that sound human, and they enable you to have meaningful interactions with every visitor on your website.

2. Better information organization

By giving another route to reach out to your customers, the content must be formatted, which impacts how it is accessed and used by individuals or bots. Bots can boost consumer engagement by providing timely suggestions and offers.

Chatbots that communicate with customers in real-time assist them in finding what they are looking for and evaluating various options while keeping their needs in sync with current trends.

3. Minimal user training

To get help from bots, you don’t need any training. You can program the bots to make users’ lives easier. They have models to answer frequent questions, learn new facts, and transmit queries if they don’t have answers to determine user intent.

It’s simple – you ask a bot a question, and if it knows the answer, it responds immediately. If the answer is incorrect, you can submit feedback to the bot, which it will account for.

Businesses want a consistent knowledge base foundation to curate valuable material for their chatbots and make them productive in customer support.

4. Elimination of inconvenience in extensive information sets

The chatbot will take care of the back-end processes while you get a direct response, delivered in a conversational manner. You’ll have to do less work to organize and get the data you desire. The data-source link ensures that the user is confident in the accuracy of the data.

Despite this, you can see the implementation of communication systems with AI-chatbots in 4% of businesses. Research by Chatbots Magazine estimates that adopting AI chatbots can save businesses up to 30% in customer care costs.

Case study: 73% transactions of a leading Telco handled by Knowmax AI chatbots

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Did you know that chatbot knowledge management is crucial for its effective functioning?

According to a study by Gartner, by 2023, 40% of I&O teams in large companies will adopt AI-augmented technology, resulting in increased IT efficiency, responsiveness, and flexibility. Chatbots are one of the most popular AI endeavors among businesses, and the knowledge base in chatbots is one necessity that could avert this impending failure.

What is the relationship between knowledge management & chatbots?

Consider a customer-initiated conversation or inquiry. The customer support chatbot seeks to narrow down the customer’s goal by asking them the fewest necessary questions. The bot employs Natural Language Processing (NLP) and some information from its chatbot knowledge base to identify the proper solution, content, answer, or question to revert to their query.

As a result, if the knowledge base lacks the content or information, the chatbot cannot do any of these tasks. As a result, knowledge management (KM) is the bedrock of any AI endeavor, and it determines how effective your AI chatbot is at handling customer service & how knowledge management for chatbot functioning is important.

Why is knowledge management essential for effective customer engagement through chatbots?

  1. Single source of truth: Knowledge base created acts as the brain of the chatbot, ensuring effective C-SAT and reduced AHTs.
  2. No-code decision trees for SOP adherence: You can make decision trees yourself without any tech expertise. They help with auto-traversing information and fast responses. 
  3. Omni-channel seamless customer experience: It helps improve customer journey across touchpoints thereby enhancing the overall CX and boosting NPS scores.  
  4. Visual guides: They help in troubleshooting complex customer interactions and offer visual self-service guidance.

What tips can you follow when including a chatbot knowledge base and using it? 

  1. Keep a list of the x-most simple search terms in your search analytics and go over it once a month.
  2. Gather a list of typical questions, knowledge bases, or cheat cards they utilize to obtain relevant information.
  3. Configure your bots to address these issues using a platform like Question and Answer Generator. In your responses, include a link to the sources.
  4. Obtain information from users who have not received a satisfactory response. Consider consumer demands by using a review framework.
  5. Regularly review your responses to ensure they are precise.
  6. Remove any redundant replies & follow best practices. 


Not just chatbots, but KM is a critical component of any AI application, whether managing customer service, retrieving data-rich responses from CRM, or leading a customer to the correct product on an online store. Unfortunately, most businesses miss the critical need for knowledge management to improve their chatbots in their haste to integrate AI into their current processes.

The management of knowledge bases and the operation of chatbots are inextricably linked. Both are required to extract relevant insights for your company. Enhance your customer experience with Knowmax’s knowledge management solution today and ensure proper customer engagement across several touchpoints.

Jayanti Sabdani

Content Marketer

Writer. Storyteller. Literature Enthusiast. Jayanti leads content marketing initiatives at Knowmax and amalgamates in-depth research, interviewing, and product messaging to craft marketing content. When not working, she can still be found writing ( because that’s what she loves), reading, and trying out different cuisines.

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