The Smart Way to Manage Knowledge with KPSOL Universal

In every organisation, people waste hours each week looking for answers that should be instantly accessible. RQTech is proud to be the exclusive South African distributor of KPSOL Universal Knowledge: a purpose-built knowledge platform designed to eliminate this problem completely.

Below is a high-level overview of the challenges organisations face and how Universal Knowledge solves them. For the full in-depth article and user guide, follow the link at the end of this post.

knowledge

Why Traditional Knowledge Storage Fails Teams

  • Time wasted searching for the right document
  • Duplicate versions creating confusion
  • Important answers lost in chat threads
  • Employees giving up and asking colleagues instead
  • Information buried in people’s heads instead of being captured

McKinsey reports that workers lose almost 19% of their week looking for information they lost, nearly a full day. Across 100 employees, that’s the equivalent of paying 20 people simply to “look for stuff.”

How Organisations Store Information Today (and Why It’s Not Enough)

1. File Repositories

(SharePoint, Google Drive, etc.)

  • Great for storing documents
  • Not great for finding specific answers
  • Users must scroll, guess versions, and hope they click the right file

2. Collaboration Tools

(Teams, Slack)

  • Perfect for quick discussions

  • Not advantageous for long-term information retention

  • Insights disappear as soon as the thread ends

3. Knowledge in People’s Heads

 

  • And old and risky system

  • Productivity stalls when key people are unavailable

  • Best practice is lost every time someone resigns

Symptoms Every Organisation Will Recognise

When information is scattered or hard to find, the consequences are real:

  • Outdated or incorrect policy information reaching customers
  • Longer handling times and missed KPIs
  • Employees creating “shadow systems” to survive
  • Poor adoption of existing systems because they’re difficult to use

Counting the Real Cost

Even 10 minutes wasted per day doesn’t feel like much — until you scale it.

100 employees × 10 minutes wasted daily

= 83 hours lost every week
= 4,000+ hours lost a year
= The cost equivalent of two full-time staff members doing nothing but searching

And that excludes compliance risks, duplication, and slow onboarding.

What Smarter Knowledge Sharing Looks Like

A modern organisation needs instant answers — not file hunting. That’s exactly what a purpose-built information system like KPSOL Universal Knowledge delivers.

Key capabilities include:

Answer-Level Search

  • Takes users directly to the exact paragraph they need
  • Removes the need to scroll through huge documents

Automatic Version Control

  • Always surfaces the latest and approved version
  • Outdated files are archived automatically

Single Knowledge Hub

  • One central source of truth for everyone
  • Accessible across different departments and channels

Compliance Protection

  • Only approved, up-to-date content is visible
  • Reduces risk of staff using the wrong information

Intuitive User Interface

  • Feels like a web search: effective, fast adoption
  • Knowledge becomes part of the daily workflow

Fast Cloud Deployment

  • Shared Information is live in days, not months
  • Minimal IT involvement is required

Why Purpose-Built Knowledge Platforms Matter Now

Leaner teams. Tighter budgets. Higher expectations.

Organisations are being asked to do more with less, and productivity gains are no longer optional — they’re essential. Purpose-built knowledge systems free up time, reduce errors, and accelerate onboarding without increasing headcount.

The stats speak for themselves:

  • 19% of time lost searching for information
  • 20–25% productivity gains after implementation
  • Faster onboarding with centralised answers
  • Lower error rates from improved version control

These are not small improvements, they are transformative.

Introducing KPSOL Universal Knowledge — Now Available Through RQTech

Everything described above — instant answers, one source of truth, fast rollout — is exactly what KPSOL Universal

What makes Universal Knowledge stand out?

  • Built specifically for knowledge management
  • Already used by call centres, HR teams, compliance units and large enterprises
  • Deployable in days
  • Costs as little as £10 per user per month
  • Designed to deliver measurable productivity gains

Universal Knowledge closes the gap between storing information and managing information, saving organisations thousands of hours each year.

To read the full detailed breakdown directly from KPSOL, including the complete feature list and user guide, follow the link below:

Smarter Ways to Share Knowledge

If you’d like RQTech to demonstrate how Universal Knowledge can transform your organisation’s productivity and knowledge management, please contact us at RQTech.

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Get a quick overview so you can spend your time improving your processes.

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Analyses, statistics and reports give you an unbeatable overview with real-time status and division of responsibility. Nothing has to fall through the cracks anymore and you always have an accurate and up-to-date base for decision-making.

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Seeing is understanding

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Living processes

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Create a complete picture

Linking together documents, information and tools with clickable process maps create an intuitive and comprehensive management system.

CANEA Workflow is an IT solution that automates, quality-assures and speeds up administrative workflow processes.

You can easily define and set up processes according to your own needs using a convenient layout tool. In addition, since all types of workflow processes can be managed, you get all case management in one single system. 

Analyses, statistics and reports give you an unbeatable overview with real-time status and division of responsibility. Nothing has to fall through the cracks anymore and you always have an accurate and up-to-date base for decision-making.

By creating executable processes in CANEA Workflow, you get both better control of the situation and smoother processing.

Streamlining the work

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Correct decision support

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High security
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Let your project manager focus on management rather than administration and distribution of the information.

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