Every company’s ability to expand and develop successfully depends on having convenient and high-quality access to information. Employees in various corporate roles frequently resort to their coworkers or external Internet search engines for answers and support because this knowledge is sometimes very difficult to locate. With the assistance of the most recent business trend, an internal knowledge base, this difficulty has been substantially relieved and handled today. Internal knowledge bases have rapidly captivated the interest of many organizations throughout the world that are presently considered among the most successful and promising businesses.
What is an internal knowledge base?
A general knowledge base is a set of published documents that includes frequently asked questions, thorough guidelines and professional guidance, and instructions for addressing difficulties and possible system malfunctions. A company’s internal knowledge base, on the other hand, is a collection of numerous publications aimed specifically towards the company’s internal staff. It is intended to increase the quality of work and team management, as well as the working environment among employees, by simplifying everyday chores and offering assistance in all challenging circumstances. Internal knowledge bases are created specifically for each company’s needs and act as a resource for any inquiries relating to the job specification and market structure.
What data can be provided in an internalized knowledge base?
As previously said, each internal knowledge base is customized to meet the specific demands of each organization. However, some elements are universal and may be of great use to any corporation, although the content varies. As a result, each internal knowledge base may, in most circumstances, include the following:
- Company information: This internal knowledge base element often comprises various company data, allowing us to access vital corporate information such as the company’s complete title and description, headquarters, networks, various business divisions and sectors, company websites, critical partner connections, and so on. This information is critical for any business since every employee should have a basic understanding of the firm they work for at all times.
- Information on the onboarding process: Every new employee should be given all pertinent information about their work position and the onboarding process as a whole. Material on working perks, advancement prospects, working guidelines specific to their job position, general explanations of day-to-day operations within the organization, and instructions on all important corporate representatives may be included in this material. This helps new employees in better understanding the management brand and the substance of its operation, as well as drastically reducing their adaption time.
- Technical help and support: Just as a broad knowledge base provides technical information and customer service for all possible clients of a firm, so should a company’s internal knowledge base contain technical information for all personnel. These publications provide information about device security, diagnostic resolutions, and round-the-clock servicing. These documents, in particular, contribute to employee satisfaction by improving the working environment and boosting the climate of the team and workspace. Given that workers solve difficulties on their initiative with the use of these materials rather than seeking assistance from others, this part of the internal knowledge base can have a direct positive impact on employees’ mental health, boosting their productivity and innovation.
- Information about the company’s organizational structures: This feature is highly significant when it comes to major, worldwide organizations that have offices all over the globe and have numerous classified divisions and sub-departments. They allow all employees, at all levels of the organization, to be aware of the company’s various structures, the chain of command, integration with various teams, and other structural influences on overall business performance at all times.
- Company planner: This is a collection of documents that contains not only the most significant dates for a company’s operations, but also dates for employees’ holidays, work breaks, key team meetings, future events and gatherings, and so on. This section primarily aims to keep everyone informed about all upcoming activities, both professional and recreational.
- Business announcements and updates: General company announcements about impending tasks, initiatives, meetings, and vital information that all workers need to know to make up a larger portion of the internal knowledge base. Any relevant modifications to the firm structure and business practices should be kept current and documented in this section of the internal knowledge base.
- FAQ: Although this area of the internal knowledge base can be fundamentally an integrated component of all of the aforementioned kinds of documents, it can also be a standalone element, including frequently asked questions related to one or more complex business components. It reduces wasted research time and gives precise suggestions by enquiring about several strategies or solutions to a certain problem. This improves company quality immediately, reallocates personal time to more important and productive professional goals, and strengthens and stabilizes work team relationships.
Why is it necessary for every business to have its internal knowledge base?
Every organization may expect exceptionally favorable outcomes in a short amount of time if it has an effective and well-created internal knowledge base. According to some studies, every employee spends an average of 1.8 hours per day looking for guidance, assistance, or support for their demanding daily duties to do them properly, successfully, and on time. This time climbs to 9.3 hours per week, which has a considerable detrimental impact on worker productivity and overall corporate performance. In the long term, each problem of all employees in the course of business leads to more significant bad outcomes, which can cost the firm a lot of money and put the company in danger. Thus, the cost of all employee mistakes and miscommunication may cost the firm up to $624 per year on average, further reducing the budget for other critical financial costs such as strengthening the company’s general operations, payrolls, workers’ benefits, and so on.
As a result, it is reasonable to infer that the internal knowledge base offers several benefits, the most prominent of which are:
- Quick identification of issues and efficient solution: With an internal knowledge base, any worker may uncover the root of the problem they’re having in a very short time and find the right solution at record speed because it acts as a powerful facilitator for many areas of business. This emphasizes on faster and more efficient business outputs rather than wasting time on unnecessary activities.
- Strong teamwork: One of the most significant aspects of every successful business is a strong team, and the usage of an internal knowledge base decreases the risk of all potential disputes within the team and adds to a better overall work atmosphere.
- Reduces long-term business costs: Building an internal knowledge base does come at some cost and takes a certain time and effort, but in the long term, this business addition lowers expenses and enhances all linked business sectors. Every error made by a worker within a company, no matter how minor, can at some point result in a financial loss for the organization. With an internal knowledge base, we save money and increase the company’s profitability, while keeping these errors to a minimum during the whole working year.
What is the best way to build an effective internal knowledge base?
Because the internal knowledge base is regarded as an essential instrument for a successful organization, it must be constructed with care and precision to satisfy all of the company’s requirements. A good knowledge base team is the first and most important stage in building a successful internal knowledge base. No single person, regardless of their job title, can build and maintain an effective knowledge base by themselves. This is mostly because each company department, as well as all personnel inside it, has unique and individualized requirements that one person may accidentally overlook, resulting in the knowledge base’s basic goal being lost.
To build a long-term implementation strategy, it is required to form a constructive and functional team that includes people from diverse roles, such as editors, authors, partners, content providers, and leaders. Each company’s implementation strategy is unique, but it should typically include all KB team members’ ideas and opinions, job improvement advice, open issues, instructions, and relevant clarifications. In addition, good collaboration with all personnel within the firm is frequently required so that everyone is on board with the creation of a knowledge base. This requires several team meetings, as well as video instructions, training concepts, and walk-through guidelines. Following that, important materials for the internal knowledge base are gathered and categorized according to various organizational hierarchies. The next stage is to provide user-friendly written information that all staff can understand, as well as specific ways for scheduling crucial dates and adjustments. In addition, the KB team must share distinct management roles and provide access to all relevant information. Additionally, every employee should make use of the company’s internal knowledge base for it to contribute to the company’s strong growth.
To summarize, no matter how beneficial some piece of technology could be, it must be tailored to your company’s specific requirements. Companies need to adapt to the demands of their working population, especially in digitally-driven workplace settings. Whatever system you pick, an internal knowledge base will pay off in the long run, with increased employee efficiency, enhanced team interaction, and smoother onboarding.