How to use the knowledge base?

As technology advances, knowledge will be dispersed. Information gets caught in email, social media, forum conversations, comments, tickets, and even service desk agents’ heads. It’s time to consolidate your knowledge in a single repository or system – A knowledge base.

So, what is Knowledge Base?

A knowledge base is a self-service online repository of information about a product. Your knowledge base data might come from anywhere. 

Typically, knowledgeable contributors add to and extend the knowledge base. The knowledge base may contain FAQs, manuals, troubleshooting guides, etc.

A robust knowledge management system allows you to enhance customer service by providing more articles and providing regular updates to your customers, among other things.

Now the question arises, how to use this knowledge base. 

Here are the ways you can use the knowledge base: 

1. Begin with one department.

Finding new or current knowledge can be a never-ending endeavor. A pool of knowledge base can be intimidating if your firm has never used a Knowledge Base in the past. 

Each department has its own requirements, input, content, and users. The goal is to build out a knowledge base across the organization, which can be complicated. 

Hence, it is recommended to start with a particular department’s knowledge base to get started faster. In order to market the knowledge base to other departments, the knowledge manager can rework it to obtain insights.  

Pro Tip: To avoid mistakes, avoid obtaining all-important knowledge in the first stage.

2. Avoid too complex processes

Even if your internal approval procedure is extensive, simplify it to three steps or less. The increased time and complexity will balance the new tool’s efficiency improvements.

3. Don’t Fear Change

It is an ongoing process. Practice is the only road to success. So seek for a system that can adapt, scale, and develop with your business. Look beyond your current issues and ensure that your chosen platform can readily increase in terms of users, document volume, and service channels. 

4. Use Technology

Consider using newer technology that may provide helpful or current knowledge more efficiently.

5. Supervise each step

Consider knowledge management as a dynamic process that evolves over time. While the knowledge base is initially implemented, long-term success demands continual supervision. Set up frequent editing processes to examine, amend, and republish your support data. Never be scared to invest in your employees’ productivity.

Wrapping it up

So, these are the 5 ways you can use the knowledge base. A solid knowledge base and knowledge management approach will enable your organization to be more responsive and able to give better service in shorter periods of time. 

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