Having A Knowledge Base Everyone Uses
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Mar 08, 2022 Analise T.

Having A Knowledge Base Everyone Uses

Knowledge is your most valuable asset and competitive advantage, regardless of your industry. It's woven into every aspect of your life. When launching a new product, engineers follow a step-by-step approach. It may also be purposeful, like the design language used by your marketing department. However, what happens if such information is not recorded? Thousands of questions are thrown up. Inaccessible times? The effort is wasted. The lack of a framework for managing your company's continually expanding (and developing) knowledge base results in wasted time, unfollowed processes, and erroneous information sharing.

A knowledge base is invaluable for every organization, no matter how big or small its workforce is. Your team may use a knowledge repository to develop and improve its institutional knowledge, allowing everyone to quickly and easily find the information they need.

A business knowledge base is a great way to get everyone on the same page, but if you've attempted to implement one before and it didn't stick, these easy steps will help you get it off the ground.

A brief overview of the strategy:

This framework emphasizes building awareness, participation, and accountability throughout the process. Impatience and lack of forethought might lead to people resenting or even rejecting the introduction of a new tool.

Select a Tool:

You may construct and extend your knowledge base with excellent software tools. Before selecting, do your research and compare the pricing and features. If you can't afford software yet, you may be creative using spreadsheets and shared documents on Google Drive or Dropbox.

Make People Interested in what you're Doing:

Everyone in the firm is being made aware of this upcoming shift. You're encouraging everyone to get involved in the tool's development. Express the advantages of centralizing knowledge in all communications, such as maintaining consistency, enhancing onboarding processes for new employees, and increasing efficiency. 

If you want to get the word out, here are a few things you can do:

  • Making this a frequent topic of discussion at all-hands meetings is critical. etc. to every employee
  • Ask everyone to list ten "how-tos" that they think should be in the knowledge base to acquire content recommendations. Gather team members' input on what should be in the tool.
  • Conduct a workshop on the significance of documentation with this 30-minute exercise.
  • Work with change agents who can hold their teams accountable for implementing the new tool.

Build a Skeleton Model

Adding all your team's input to the new tool takes the most time because it entails searching through all your data. This ensures that the knowledge base is immediately useable upon release. If people check out the new tool and find blank pages, they won't see the point of switching.

Not all current documents should be transmitted as quickly as feasible. You don't have to move all recent documents to your knowledge base, but half should. It's worth the extra work to link to the new content on your old paper.

Promote and Reward Engagement

Take the following steps to guarantee a seamless adoption:

  • Announce the tool's release date.
  • Build an article in the tool's knowledge base, or offer a webinar or in-person walkthrough of the software.
  • Clarify duties — each step requires ownership. You'll have to work hard to get everyone enthused, like making it a competition with monetary benefits and recognizing contributors in public places like All Hands meetings or Slack Gamify.

To help maintain long-term responsibility.

The tool's long-term efficacy involves more than just teaching the team about a knowledge base. The final and most crucial stage is establishing a mechanism for keeping the tool's content current.

Every quarter, document freezes are used to "freeze" or limit new process introduction.

Questions your team on how often they utilize documentation, is it helpful and complete?


An investment in your team's long-term success is a knowledge base. If you want something to succeed, you need to ensure that everyone is familiar with and comfortable using the tool. Individuals are no longer burdened with learning how to execute a task, but rather, a system has been created to alleviate this load.

Engaging everyone, setting up the tool to be instantly helpful, and providing relevant material are all ways to ensure that change is a long-term success. Building a company's knowledge base is about creating a platform for sharing knowledge than making employee benefits information clear and easy to find. In a way, it's like developing a standard brain for your organization, one that gathers knowledge and helps everyone perform more effectively.

Published by Analise T. March 8, 2022
Analise T.