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Internal Knowledge Base: 4 steps to create Company Knowledge management

11 mins read

An internal knowledge base is an online repository system for your organization, where you create, curate, store, organize and distribute information. A company knowledge base for internal use is for and can be accessed strictly only by the employees or insiders of the organization.

The internal knowledge base is a go-to for all employees of the organization for any source of organizational information. It acts as an internal help center where your employees get required data from an organized source.

Internal knowledge management is organization-wide. When information is created and curated on a large scale, an organization needs to have the best knowledge management software suited to organizational needs.

4 steps to create an internal knowledge base for your organization

After arriving at your organizational needs for an internal knowledge base, you need to choose the right management tool that helps you create the internal repository you need. Knowledge management system manages an organizational internal and external knowledge base.

The following are the 4 steps to create and maintain an internal knowledge base for employees:

1. Choose required information

All information is important, but sometimes it so happens that there are extreme versions of a file or files whose information is redundant or no longer necessary.

Cleaning documents or files not needed is the first thing to do to avoid confusing employees with an information dump.

– Determine what problems need to be solved. And choose that knowledge is absolutely required to empower employees intellectually across the organization. 

– The ultimate goal is to choose the right information in your internal knowledge base so employees are not confused or lead away from what they are supposed to know.

2. Enhance documents

After choosing the list of information from each level at the organization, what follows is enhancing the documents and saving them on the internal cloud knowledge base. 

– Enhancing is essential when storing information in your internal knowledge base for employees to read documents easily. 

– This could be in the form of formatting existing documents for easy differentiation or inclusion of links, document URLs, or other sources to support the document. 

– This step is also where AI-backed knowledge management lets you link a document to another module in the knowledge base for information connectivity. 

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3. Categorize the information

Categorizing information must be the immediate priority after drafting and making files or documents for your internal knowledge base. One must categorize organizational information under departments and functions for easy access. 

– Having the information does not make it accessible to all; through knowledge base software, one can categorize every document into custom-made categories and departments. 

It is essential to assign meta tags to each document or file to differentiate the kind of document to reduce time spent searching for information by employees. 

– While categorizing, on a knowledge base platform, the admin can grant access to the information to the teams or individuals to maintain data confidentiality and security. 

4. Curate and maintain the knowledge base

Knowledge is a never-ending flow. It is also an element that is never static. With changes in the slightest flows in organizational functions, information needs to be updated immediately.

Here’s how information can be up to date in such scenarios: 

– The first is to maintain an internal knowledge base is to have a knowledge management tool that reflects changes across the internal knowledge base.

– The second way has active feedback mechanisms that help employees give actual and honest time feedback on the relevance and applicability of a document or file.

Feedback mechanisms help curate organizational information and drive positive growth in the organization in the long run. 

Robust knowledge management: A need for an internal knowledge base

Does your current knowledge base have the ability to help your organization follow the steps mentioned above? If the answer is no, then what you are missing is a robust AI-backed knowledge management software. 

Maintaining organizational information is a difficult task indeed. To keep track of all changes right from creating, organizing, distributing, and maintaining across the organization, you need software that can cater to your needs and do more than just that. 

The following are three reasons how the right knowledge management software helps in more than just organizational content creation and curation:

1. Track document versions

As discussed in the first point, decluttering of information, including deleted unwanted versions of the same file, is the first step to creating a knowledge base. But what after that?

On a robust knowledge management platform, you can create versions of the same document for various scenarios as needed. 

Since it is all on the cloud, you can access files and keep track of all document versions and avoid making new versions that are not required. 

2. A single source of truth

Knowledge management helps store all your organizational information on a single platform.

This includes the fact that robust knowledge management software can notify employees. 

3. Saves employee time

A robust AI-backed. Knowledge management software has impeccable search capabilities and an informational organization structure. 

Employees can get updates of changes made and more, like updates on important information, etc., on the knowledge base software platform. 

Employees Not having to switch to external sources like mails for updates and segregated search capabilities, including in-document search, saves their screen toggle time. 

To conclude

The four must follow steps to create an organizational internal knowledge base that can quickly be followed by choosing the right knowledge management system. So whether you are creating your internal knowledge base from scratch or wanting significant changes in the existing knowledge base, knowledge management software can help you.

Creating an internal knowledge base with the perfect strategy in place saves time and support costs from the beginning by choosing the software that suits your organization the best.

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