In a company, as the amount of data increases, storing and managing it can become a challenge, especially when it is spread across multiple systems and platforms. With the right tools and processes in place, you can efficiently and securely store, manage, and analyze your data, helping you organize this knowledge and make more informed decisions. An internal knowledge base is a solution to this problem.
Let’s put it this way,
An internal knowledge base is a repository containing valuable information about how things work within an organization. It can contain tips on how to perform jobs effectively while saving time. This can be done by following checklists or templates while creating documents.
How to build internal knowledge base?
The purpose of internal knowledgebase is to help employees develop specific skills or know how best to operate within their role within the company.
Here are the things you’ll need to do to build your internal knowledge base:
Step 1: Make a list of information to include and organize
Consider the types of questions your team members might have and the topics you need to address. You can also include tutorials, product specifications, and troubleshooting guides. Once you have a list of topics, create content for each one.
When developing your knowledge base structure, remember to keep user experience and what would make the most sense for your organization in mind. You can use categories, tags, or a simple search bar. This will help users quickly find the answers they need, without having to navigate through a lot of content.
Step 2: Choose a platform
When it comes to creating an effective internal knowledge base, choosing the right platform can make a big difference. A good platform will allow your teams to quickly and easily access the information they need while giving administrators the ability to easily manage and store the data securely.
There are a variety of options available, ranging from open-source tools to enterprise applications. The right choice for your organization will depend on your specific needs and budget. Consider how the information will be stored and shared, how users will access it, and what features you need to make the system work for your team.
For example, if you are looking for an open-source solution, you might want to look into solutions such as WordPress or Drupal. These solutions provide a lot of flexibility and customization and can be used for a variety of different purposes.
On the other hand, if you are looking for a more comprehensive solution that includes features such as searchable indexing, user authentication, customization, AI-written content, and data security, then you may want to consider an enterprise application such as Faqprime.
These solutions offer much more robust features and capabilities and often come with additional support and service options.
Step 3: Fill your knowledge base with content
The content you include in your knowledge base should be organized logically so that it is easy to find and access.
Group related pieces of content together so that your team can find what they need quickly and efficiently.
It is also important to include content that is up-to-date and regularly reviewed to ensure it is still accurate and relevant.
In addition to organizing your content, you should also include visuals, such as screenshots and diagrams, to help illustrate key concepts and processes.
This can make it easier for team members to understand and refer to the content when they need it. You should also consider using videos and other interactive elements to further engage and inform your team.
Step 4: Promote your knowledge base
To truly reap the benefits of your internal knowledge base, you must also promote it to your team.
One way to promote your knowledge base is to include it in onboarding materials for new employees.
Make sure to detail the benefits of the knowledge base and the resources available. It can also be helpful to showcase some of the success stories that have come out of the knowledge base, to give new employees a clear picture of how it can benefit them.
Regularly remind employees of the knowledge base and its functions. Host presentations or workshops that focus on the knowledge base and how to use it effectively.
Incentivize employees to use the knowledge base often, like offering rewards for employees who contribute the most to the knowledge base.
Step 5: Maintain and improvize your knowledge base
Consider who will be responsible for creating and updating content. You can also choose to have team members write content or hire an outside expert.
Include a feedback loop to ensure your content is up-to-date and accurate.
Examples of an internal knowledgebase
Now, that you’ve learned how to build one for your business, let’s discuss where you can apply it.
1. Wiki
A wiki is a collection of web pages that can be edited by anyone in the organization. It allows employees to easily share information and best practices, making it easy for people to access the same information. Wikis can also be used as an internal support tool, allowing employees to quickly answer questions without having to contact customer service or support.
2. Document Management System
A document management system (DMS) is a software application that stores, manages, and tracks documents. It can help to organize and store documents, making them easily accessible for employees.
3. Knowledge Base Articles
Knowledge base articles are articles or documents that provide information about a particular topic. They can be used to provide employees with detailed information about a specific process or procedure.
4. FAQs
Frequently Asked Questions (FAQs) are a great way to provide employees with answers to common questions. They can be used to quickly answer questions and provide detailed information.
5. Customer Service/ Support Teams
This system can be used to provide customers with answers to their questions and help them resolve their issues. It can also be used to provide employees with information about their customers and help them provide better customer service.
6. Video Tutorials
Video tutorials can be used to provide employees with step-by-step instructions on how to complete a task. They can be used to quickly and easily explain a process or procedure.
7. Online Forums
Online forums are a great way to provide employees with a platform to ask questions and get answers from other employees. This can help to reduce the time it takes to find answers to common questions.
Final points to remember
When creating an internal knowledge base, it is important to structure it in a way that is easy to access and use.
This means that you should:
➡ Organize the information into categories and subcategories and make sure that the information is up-to-date.
➡ Provide search functions to make it easy for employees to find and access the information they need.
➡ Ensure that users can find the information they need in a variety of formats. You can include text, images, videos, and audio.
➡ It should be easy to update. This will ensure that employees are working with accurate and up-to-date knowledge, which helps increase the overall efficiency of the organization.
➡ Ensure that the internal knowledge base is secure. Having a secure login system in place to prevent unauthorized access to the information.
➡ All users should have permission to access the information and all changes have to be tracked. This will help ensure the security of the internal knowledge base and the accuracy of the information.
Also, don’t forget to check out Faqprime, the tool that will help you through it all.
