November 22, 2023

Why do companies need internal knowledge bases?

With continuous development of enterprises, number of employees and complexity of business are constantly increasing. To better organize and manage knowledge resources within an enterprise, many enterprises are starting to create internal knowledge bases. This article explains how to work well with an internal knowledge base and why businesses need an internal knowledge base.

What is an internal knowledge base

An internal knowledge base is a knowledge management system within an enterprise that aims to make it easier for employees to acquire, share, and manage internal enterprise knowledge resources. These resources may include corporate documents, processes, best practices, experience and skills.

Why do companies need internal knowledge bases?
Why a business needs an internal knowledge base

1. Improve your work efficiency

An internal knowledge base can help employees find information and resources they need faster, thereby increasing work efficiency. When employees need to solve problems or complete tasks, they can quickly find right information and resources through internal knowledge base, avoiding duplication of work and wasting time.

2. Encourage knowledge sharing

An internal knowledge base can facilitate knowledge sharing within an enterprise. When employees share their experiences and knowledge in an internal knowledge base, other employees can benefit by avoiding duplication of learning and work. This helps to increase innovativeness and competitiveness of enterprises.

3. Reduce impact of employee turnover on enterprise

When employees leave or move away from work, enterprise's internal knowledge base can help enterprise better retain and transfer employees' knowledge and expertise. This helps to reduce impact of staff turnover on enterprise and maintain stability and competitiveness of enterprise.

4. Enhance enterprise security

An internal knowledge base can help businesses better manage and protect their knowledge resources. Enterprises can manage access control permissions and resources through an internal knowledge base, thereby enhancing enterprise security and privacy.

Fourthly, how to work well with internal knowledge base

1. Develop a knowledge management strategy

Before building an internal knowledge base, companies need to develop a knowledge management strategy. This includes defining purpose, scope, content, and management of knowledge base. At same time, enterprises need to think about how to integrate internal knowledge base with business process and enterprise culture.

2. Choose right knowledge management system

Choosing right knowledge management system is critical to building an internal knowledge base. Businesses should choose appropriate knowledge management system according to their needs and situations. This includes consideration of factors such as system functionality, ease of use, security, and cost.

3. Create a knowledge classification system

Creating a knowledge classification system is an important step in creating an internal knowledge base. The knowledge classification system should be designed according to business process and knowledge structure of enterprise. The classification should be clear so that employees can quickly find knowledge resources they need.

4. Collect and organize knowledge resources

Collecting and organizing knowledge resources is an important task when creating an internal knowledge base. Enterprises need to collect and organize knowledge resources such as documents, processes, best practices, experience and skills within enterprise, and organizeenter them into internal knowledge base. This takes a lot of time and effort, but is critical to long-term success of your business.

5. Training and promotion

After creating an internal knowledge base, companies need to conduct training and promotion. Employees must understand how to use internal knowledge base to better acquire, share and manage internal knowledge resources within enterprise. At same time, enterprises should constantly promote internal knowledge base and encourage employees to share their experiences and knowledge in the knowledge base.

Why do companies need internal knowledge bases?
How to optimize your internal knowledge base

1. Regular update

The internal knowledge base should be updated regularly. When business processes, policies and regulations of enterprise change, internal knowledge base also needs to be updated accordingly. This helps maintain a useful and accurate internal knowledge base.

2. Gather user feedback

User reviews are an important source for optimizing your internal knowledge base. Enterprises can collect user feedback to understand needs and concerns of employees in internal knowledge base in order to purposefully optimize internal knowledge base.

3. Provide training and support

Companies need to provide training and support to help employees make better use of internal knowledge bases. At same time, enterprises need to provide technical support for internal knowledge base to ensure stability and security of internal knowledge base.