For businesses today, the management of knowledge sharing is an important aspect of staying ahead of competition. Businesses either spend most of their time searching for the ideal tool or they try practicing with their existing ones. In the chaos of this tool hunt, SharePoint Knowledge base management is often skipped.

One of the most powerful tools to manage a knowledge base is SharePoint. Let us guess if you are still figuring out,” how to create a knowledge base in SharePoint?” You are at the right place then. We will together explore the right way to create a knowledge base, discuss SharePoint knowledge base examples, and talk about the extraordinary benefits of using SharePoint as a knowledge management tool.

What is the knowledge base in SharePoint?

SharePoint knowledge management or base is an approach to organize, store, and share information within the organization. It leverages the benefits of Microsoft SharePoint. Utilizing the robust and customizable feature of the platform, organizations can build a centralized repository of knowledge. These resources are easily accessible to employees, improving collaboration and productivity.

Why practice Knowledge Management in SharePoint?

Businesses using SharePoint for knowledge management can witness the following benefits:

1. Centralized Repository: SharePoint provides users with the right to create a single repository for storing and securing all the files. Employees within the organization can easily access these documents anytime from anywhere.
2. Improved Collaboration: It becomes easy for the team members to easily share and access information. It even allows employees to work together on the same document fostering better collaboration.
3. Version Control: The feature of version control allows users to keep track of document changes and revisions effortlessly.
4. Powerful Search Capabilities: With powerful search features, you can find the desired information within a few seconds.
5. Customizable: Customize your SharePoint for knowledge management according to the needs and demands of your organization.

How to Create a Knowledge Base in SharePoint?

 

Transforming SharePoint in knowledge management involves several easy steps. You can follow the below-mentioned steps of creating and using SharePoint for knowledge management.

1.       Knowledge Base Structure

First of all, you need to categorize and subcategorize the information you want to be included in your knowledge base. With a categorization of the content, you will be able to create an effective organization.

2.       Create a SharePoint Site

After categorizing all the content create a dedicated SharePoint site for your knowledge base. This can vary from a team site to a communication site depending on the needs.

3.       Setting up Documents Libraries in the knowledge base SharePoint

Creating and scaling document libraries to store different types of content. From policies to contracts, you can store everything.

4.       Utilize SharePoint Lists

Leverage the benefits of SharePoint lists to organize and categorize the information. SharePoint Knowledge base examples for listings are FAQ’s list of glossary of terms.

5. Implement Metadata

With the addition of metadata and tags, you can categorize content, making it easily accessible to search and filter information.

5.       Set Up Navigation

To make it easier for the users to find the information they need, configure the site navigation.

6.       Implement Search Features

Integrate the search feature and customize it for easy metadata search in your knowledge base in SharePoint. It ensures that users can quickly find whatever they need.

7.       Set Permissions

Set up appropriate permissions to ensure that sensitive information is only accessed by authorized users.

 SharePoint Knowledge Base Examples

To understand the Knowledge base for SharePoint in more detail, here are a few examples:

1. IT Help Desk Knowledge Base

A knowledge Base in SharePoint for an IT department can help in storing troubleshooting guides, system documentation and FAQ’s. This will surely reduce the number of support tickets and empower employees to solve common issues by themselves.

Key Features of Knowledge base for IT Help Desk

• Easily available FAQ section
• Troubleshooting guides
• Video tutorials for common procedures
• Request forms for IT support

2. HR Policies and Procedures Repository

For creating a comprehensive knowledge base of all the company policies, procedures, and employee handbooks, HR can bring SharePoint Knowledge management into use.

Key Features

• Easy to navigate structure of policies and procedures
• Policy documents with version controls
• Checklist for employee onboarding

Conclusion

To maintain the collective knowledge of your organizations nothing can be better than creating a knowledge base in SharePoint. You can follow the quick and easy steps jotted down in the guide to create a knowledge base for your own.

Whether you are about to start your SharePoint knowledge management or you are looking to improve your existing system, you should stay focused on the needs of your users to continuously refine your approach. With the right strategy and implementation, your SharePoint knowledge base can become an indispensable tool for your organization’s success.

FAQ’s

1. What is organizational knowledge in knowledge management?

The knowledge derived from the individual or group experiences of those within an organization is known as organizational knowledge.

2. What are the four types of organizational knowledge?

Organizational knowledge can be classified into four categories:  tacit, explicit, individual, and/or collective.

3. What is the purpose of a knowledge base?

A self-serve online library of information about a department, product, service, or subject is called a knowledge base. Your knowledge base may contain information from various sources.