When it comes to document management and knowledge management, many people might first think of enterprise cloud drives or ECM software.
However, Shimo Office can also be an excellent knowledge management tool. It not only addresses the challenge of centralized file management but also allows for collaborative document editing and sharing, along with robust security control capabilities.
How exactly does one implement this? Recently, we had the privilege of interviewing a well-known domestic listed pharmaceutical company.
Their e-commerce division built a professional and user-friendly pharmaceutical knowledge base to help every employee become a “pharmaceutical expert”.
Safe medication use is a matter of utmost importance, Professional Rigor Is Essential
“Medication usage is no trivial matter; safety comes first.”
In the pharmaceutical industry, professionals often remind themselves to maintain strict standards because their actions directly impact patients’ health.
At this company, every employee is required to become a “pharmaceutical expert”, not just those responsible for product sales but also customer service representatives.
Sales personnel must have a thorough understanding of their products, such as which conditions various cold medicines and gynecological drugs treat, what contraindications exist, and what side effects may occur.
When selling medications online, customer service staff must provide professional and safe purchasing advice based on customers’ symptom descriptions.
Achieving this goal is challenging and requires a robust professional drug knowledge management system. In this system, information should be comprehensive, accurate, and easy to use.
Increasing Drug Categories Pose Communication Challenges
Building a scientific drug knowledge management system and effectively conveying product information to frontline sales and customer service teams has been a continuous exploration for this company.
Initially, when there were fewer drug types, they could manage information through Word, Excel, or product training sessions.
However, as the business grew, the number of drug types reached hundreds, making traditional methods inefficient and increasing communication costs.
Product and business departments began to demand a system that centrally manages all drug information, allowing real-time access whenever needed.
Creating a Team Knowledge Base for Centralized Management of Drug Information
To meet these needs, the e-commerce division started looking for suitable software tools.
“We conducted thorough market research and product evaluations. The functionality and design of Shimo Office met our requirements.” Recognizing mutual benefits, the company quickly became a paying corporate client of Shimo Office.
Through Shimo Office’s team space, they created their ideal pharmaceutical knowledge management system. Compared to the disorganized data in traditional office suites, all documents, PPTs, videos, images, etc., are now stored centrally and managed structurally by department, making information retrieval more convenient.
Permissions for files and personnel are finely controlled within the knowledge base. Departments maintaining the knowledge base have editing permissions, while sales and customer service staff have viewing-only access, preventing accidental deletions or modifications.
Shimo Office’s permission system ensures efficient knowledge sharing while establishing secure boundaries.Product information updates automatically save and sync in real-time, ensuring that business personnel always access the latest version.
With accumulating documents and materials, efficiently locating necessary content becomes crucial. Shimo provides powerful search capabilities. Business personnel can find required documents by keywords, file type, or creator, swiftly retrieving essential knowledge points.
“Safe medication use is a matter of utmost importance.” this company consistently pursues professionalism and rigor, transforming employees into “pharmaceutical experts” through a powerful knowledge base, thereby enhancing its competitiveness and influence in the industry.
Currently, the company boasts a nearly thousand-strong sales team, covering a range of products including gynecological, pediatric, and cold medications, with annual sales reaching several hundred million RMB. One of their wash products has become a household name nationwide.
As mentioned earlier, Shimo Office is not just a document collaboration tool but also an outstanding knowledge management software. Through Shimo Office, the entire lifecycle of document management from creation to storage and application can be realized, significantly improving corporate document collaboration efficiency.
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