If you’re a product manager, content writer, beginner, startup, entrepreneur, developer, or CEO, you know the importance of a good knowledge base. A well-organized knowledge base can make your life a lot easier by helping you find the information you need quickly and easily. One of the best ways to organize your knowledge base is by using categorization.
In this blog post, we will discuss 10 tips to help you make your knowledge base better with categorization.
What is a knowledge base?
A knowledge base is a collection of organized information, typically used to answer customer inquiries. It can be made up of articles, guidelines, how-tos, and FAQs. A good knowledge base helps customers quickly find answers to their questions so they can move on to other tasks.
To create good content for your knowledge base, you first need to decide what information you want to include. After that, you need to research the best methods for formatting this information in a way that’s both easy to read and searchable.
What makes a good knowledge base?
In order to make your knowledge base as effective as possible, you need to understand what makes a good knowledge base. This includes having well-structured, organized and searchable information, clearly labeled categories and subcategories, and easy-to-read formatting.
How to create a knowledge base with the right structure?
When creating your knowledge base, it’s important to have a structure that makes sense. This means having clear categories and subcategories and organizing your information in a way that makes sense for your customers.
Make it easy to search
Your knowledge base should be organized in a way that makes it easy for customers to find the information they’re looking for.
Make sure all of the information you include is easily locatable using keywords and phrases, and place articles in logical sub-categories if necessary.
Use visuals
Adding appropriate images can be a great way to help customers understand complex concepts, so make sure they’re included in your knowledge base often. For example, drawings or graphs may help illustrate how to use support software or process certain types of customer service requests.
Make it easy for writers to update content
In order to keep your knowledge base constantly updated, you need to make it easy for writers to do so. Use template articles with clearly-written instructions, and provide helpful resources like article templates and topic guides if needed.
Make pages consistent
Make sure all of your pages look and feel the same. This will help users navigate your site more easily, and make it easier for them to find what they’re looking for.
Use clear titles and headings
Titles also provide an overview of the article or section they correspond to, which can help customers understand what’s inside without having to scroll down too much.
All headings should be bolded, italicized, and underlined – this makes them easy to read when you have a lot of content on a page.
Keep things organized using tables & lists
Tables and lists are great ways to help users find information quickly. For example, use tables to list articles by topic or category, and lists of customer service policies under different headings.
Make consuming content convenient
Make it easy for customers to consume your content by using clear formatting and user-friendly navigation. Use bulleted lists, headings, images, and videos to help keep things organized and easy to follow.
Keep articles up-to-date
Keeping your knowledge base updated is essential for keeping it useful and engaging. Regularly check the article template guidelines provided, and make sure all of the information in each article is not outdated.
Add new content, tweak formatting and navigation, and measure the impact of your changes. This will help you keep your knowledge base both current and helpful to customers.
Measure the impact of your knowledge base
To help you measure the impact of your knowledge base, consider using tools like Google Analytics. These tools can help you track how users are interacting with your site, what pages they’re visiting most often, and more.
Audit your knowledge base
Auditing your knowledge base can help you identify any areas in need of improvement. This includes making sure all content is current, formatting is easy and ready to use, and navigation is user-friendly. Keep your knowledge base fresh and useful always.
How to create a knowledge base with the right structure?
When creating a knowledge base, be sure to focus on providing an effective user experience. This means ensuring that your content is easy to understand and search engine optimized (SEO).
Consider including images and videos that help users better understand the subject matter.
Encourage user feedback by asking for their thoughts on what you should include in future articles.
By following these tips, you can create effective knowledge base content that will help improve user experience.
1. Identify the need for your Knowledge Base
Before you start writing any content, it is important to first identify the purpose or need for your knowledge base. This will help you focus on providing information that users actually need. Once you have identified the reason why users might want to access your knowledge base, it will be much easier to develop effective content.
2. Research and Understand Your Users
In order for your knowledge base to be effective, you must first understand how and why your users use this information. By doing this research, you can better tailor the content on your site to meet user needs efficiently and effectively.
3. Consider the Overall User Experience
In addition to content that is effective and helpful, make sure you also focus on the overall user experience when creating your knowledge base. This includes things like design, layout, navigation, and organization of information. By implementing these elements correctly, you can help create an easy-to-use knowledge base for users to access.
4. Define the Core Elements Of Your Knowledge Base
One of the best ways to design effective knowledge base content is to first define the core elements of your site. This will help you better understand what information users will need and how best to organize it for them. Once you have a good understanding of these key points, you can begin developing content that is specifically tailored to meet user needs.
5. Create Helpful Guides and Articles
One great way to provide helpful information on your knowledge base is through guides and articles. These types of pieces can teach users about specific software-related topics or help them troubleshoot common issues they may experience with the software. By providing content in an easy-to-read format, you can help users quickly and easily find the information they need.
6. Create Useful Tools and Apps
In addition to content that is instructional, you can also include tools and applications on your knowledge base website. These items can be used by users to improve their overall experience with software or troubleshoot common issues they may encounter. Moreover, by including these resources on your site, you can attract new customers who are looking for help with specific software problems.
7. Structuring the content
To ensure that your knowledge base is easy-to-use and effective is to prepare its structure carefully. By creating a well-organized site, you can help users find the information they need quickly and easily. Additionally, by following a common template or layout, you can ensure that all content on your knowledge base is consistent and easy to understand.
Once you’ve decided on the content of your knowledge base articles, it’s time to decide how they should be structured. There are a few common structures that knowledge-base articles can take:
- FAQs: These are questions and answers that allow readers to get quick help with specific topics. They should be included at the beginning of every knowledge base article.
- Tabs: Tabbed navigation allows users to quickly navigate between different sections of an article. This is great for finding information related to a specific topic or customer service request.
- Listings: A listing provides detailed information about one particular topic. It should be used for information that is more difficult to find or for longer articles.
- Table of Contents: A table of contents provides a guide to the content within an article. This makes it easy for readers to navigate and search through the content.
- Headings: Headings help readers easily find specific topics or sections within an article. They can be assigned using standard text formattings, such as Boldface, Italics, and underlining.
There are a few common writing styles that knowledge base articles can take:
- Informative: This style is focused on providing information in a clear and concise manner. It should use easy-to-understand language and illustrations when possible.
- Explanatory: This style is designed to help readers understand complex topics or concepts. It should use detailed explanations and examples to support its points.
8. Categorizing your knowledge base
One of the best ways to ensure that your knowledge base is effective and user-friendly is to organize content in a manner that is easy to access.
By arranging information chronologically or by topic, you can help users find information quickly and easily. Additionally, by grouping related content together, you can make it easier for users to navigate your knowledge base site.
Also, by including headings and subheadings, you can help users better understand the information on your site. By breaking down complex topics into manageable chunks, you can help users better understand software-related issues.
9. Promote Your Knowledge Base Site
One of the best ways to drive traffic to your knowledge base site is through effective marketing strategies. By promoting your site in relevant forums and blogs, you can reach potential customers who are looking for information about software-related issues.
Thus, by creating valuable content that is easy to access, you can help users find the information they need without having to search through multiple articles or guides.
10. Monitor Your Knowledge Base Site regularly
One of the best ways to ensure that your knowledge base site is effective and user-friendly is to monitor its progress regularly. By keeping track of changes in software policies or updates related to specific topics, you can make sure that all content on your knowledge base remains up-to-date and relevant.
The easiest way to go around building one is by choosing a tool that has all of it ready for you. With a built-in knowledge base, theme choices, a customizable header and footer and the perfect look and feel, Faqprime is a tool that has it all.
Types of knowledge bases structures
There are several types of knowledge base structures you can choose from. These include flat, card and hierarchical structures. Each one has its own advantages and disadvantages, so it’s important to consider the needs of your customers before making a decision.
1. Flat knowledge base structure
The flat knowledge base structure involves organizing your information into categories and subcategories. This structure is great for websites that contain a lot of information, as it makes it easier for customers to find what they’re looking for.
Example of Flat knowledge base structure: Stripe’s Support Page
2. Card knowledge base structure
The card knowledge base structure is similar to the flat structure, but it’s a bit more visual. This structure allows you to display information in the form of cards, which can make it easier for customers to find what they need.
Tiles can be updated or modified independently from each other, and they are typically arranged in a grid-like pattern. This type of knowledge base structure is often used for more specific information that is less likely to be updated frequently or at a lower level of detail.
3. Hierarchical knowledge base structure
The hierarchical knowledge base structure organizes your information into a hierarchy of categories and subcategories. This structure is great for websites that contain a lot of information, as it allows customers to quickly navigate through your knowledge base.
Comparison between knowledge base structures
Before deciding which knowledge base structure to use, it’s important to compare them to see which one is best for your website. This will help you make sure that you’re making the best decision for your customers and for your knowledge base.
| Characteristics | Free-flow structure | Categorized Structure |
|---|---|---|
| Flexible | ✔ | ✔ |
| Modular | ✔ | ✔ |
| Organized | ✔ | ✔ |
| Easy to Update | ✔ | ✔ |
| Easy to Search | ✔ | ❌ |
| Content Specific | Less | High |
| Update Frequency | Less | High |
| Knowledge Base Size | Small | Large |
| Level of Detail | Less | High |
| Navigation | Easy | Hard |
Tips and tricks for categorizing your information the right way
Establish a Clear Structure
Before you start creating categories within your knowledge base, it is important to establish a clear structure that is easy to follow and understand. Think about the big picture and create a structure that makes sense for your business, customers, and products.
Keep Categories Simple
When creating categories for your knowledge base, it’s important to keep them simple and easy to understand. Try to limit the number of categories and use descriptive terms that accurately describe the content within the category.
Break Down Categories
Categories should be broken down into as many subcategories as necessary to help organize your knowledge base in a way that is easy to navigate. Subcategories should use language that clearly describes the content within the subcategory.
Use Keywords
When creating categories, be sure to use keywords that are relevant to your business and products. This will help to ensure that the categories are relevant to what customers are looking for, which will make it easier for them to find the content they need.
Categorize by Topic
It’s important to categorize your knowledge base by topic when possible. This will make it easier for customers to find the exact information they need.
Create Searchable Content
To make it easier for customers to find the content they need quickly, create searchable content in your knowledge base. This could include tags, keywords, and other searchable information.
Provide Descriptive Labels
When creating categories and subcategories, provide descriptive labels that accurately describe the content within the category or subcategory. This will make it easier for customers to find the content they need.
Organize Content
It’s important to organize your content into logical categories and subcategories. This will help customers quickly find the information they need.
Link Relevant Content
Linking relevant content within your knowledge base will help customers find the content they need quickly and easily.
Keep Content Up to Date
Finally, keep your knowledge base content up to date by regularly reviewing and updating information. This will ensure that customers are always able to find the most accurate and up-to-date information.
Tips for sub-categorizing your information
If you have a lot of information to organize, one way to do it is to create a knowledge base. This is a collection of information that is organized into categories and subcategories.
Here are some tips for sub-categorizing your information:
- Think about the overall structure of your knowledge base. What are the main categories of information? For example, if you have a website about cars, your main categories might be car models, car maintenance, and car history.
- Once you have your main categories, start breaking them down into subcategories. For example, under the category of car models, you might have subcategories for Ford, Chevy, Toyota, etc.
- Make sure your subcategories are specific enough. For example, under the category of car models, you might have subcategories for each make of car, such as Ford models, Chevy models, Toyota models, etc.
- As you create your subcategories, think about how you can further break them down. For example, under the category of Ford models, you might have subcategories for each type of Ford car, such as Sedan, SUV, truck, etc.
- Once you have your subcategories, start adding information to them. Make sure to include relevant keywords so that people can easily find the information they’re looking for.
By following these tips, you can create a well-organized knowledge base that will be easy for people to use.
Tips for structuring a hierarchical knowledge base
When it comes to organizing a knowledge base, there are many different ways to go about it. But one of the most effective ways is to structure it in a hierarchical way.
One of the benefits of a hierarchical knowledge base is that it can be easily navigated. When users are looking for information, they can quickly find what they need by drilling down into the different categories.
Another benefit of this type of structure is that it helps to keep things organized and tidy. When everything is categorized, it’s easier to find and maintain information.
If you’re looking to create a hierarchical knowledge base, here are some tips to get you started:
- Start with a broad category and then drill down into subcategories.
- Make sure each category is clearly defined.
- Use keywords to help categorize and organize your content.
- Keep your hierarchy as flat as possible. Too many levels can make it difficult to find information.
- Use a tool like Faqprime to easily create and maintain your knowledge base.
Following these tips, you’ll be well on your way to creating a well-organized and easily navigable knowledge base.
Wrapping Up
I hope with the help of this article, you can now easily build a powerful and customized knowledge base for your company.
Don’t forget to check out FaqPrime, the best tool for categorizing and organizing your knowledge base, which enables you to create effective SEO-based content.
