The Only Guide to Internal Knowledge Base You Need to Read

11 min read
Dec 12, 2022
internal knowledge base

Welcome to the internal knowledge base! This is a place where team members can share information and expertise with each other. The goal is to help everyone on the team to be better informed and more effective in their work.

The internal knowledge base is a great resource for finding out about new products, learning best practices, and troubleshooting problems. It is also a great way to stay up-to-date on company news and announcements.

In this article, we'll discuss the benefits of having an internal knowledge base, how to create and maintain one, and best practices for utilizing it. We'll also look at some examples of internal knowledge bases that have been successful in boosting productivity and engagement.

Definition and Overview of Internal Knowledge Bases

An internal knowledge base is a collection of information that is specific to an organization or company. This information can be used by employees to help them do their jobs more effectively and efficiently.

Internal knowledge bases can include:

They can be stored online and make it easier to share knowledge. Internal knowledge hubs can also be a central repository for google docs, and even safely store sensitive information.

External knowledge bases, on the other hand, are publicly available collections of information. Anyone can access them, and they are not specific to any one organization.

Internal knowledge bases can be a valuable resource for employees, as they can provide quick and easy access to the information they need to do their jobs well. They can also help improve employee satisfaction, as they can reduce the need for employees to constantly ask for help or clarification from their managers or colleagues.

External knowledge base can also be useful, but it may not be tailored specifically to an organization's needs. As a result, internal knowledge bases can be a more effective tool for improving employee satisfaction and productivity.

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Benefits of Having an Internal Knowledge Base

Having an internal knowledge base can be extremely beneficial for businesses.

Useful tool for employee onboarding

A knowledge base can be a valuable tool for employee onboarding. New employees can be given access to the knowledge base so that they can learn about the company, its history, and its culture. The knowledge base can also be used as a training resource, providing employees with the information they need to do their job effectively. In addition, the knowledge base can be used to solve problems and support decision-making. By making the knowledge base accessible to employees, companies can help to ensure that employees have the resources they need to be successful.

Improve employee retention

The knowledge base can also be used to help retain employees. By providing employees with easy access to training materials and other resources, businesses can make it easier for employees to stay up-to-date on company procedures and policies. Additionally, the knowledge base can help to shorten the learning curve for new employees. By giving employees a place to go to find answers to their questions, businesses can reduce the amount of time it takes for new employees to become productive members of the team.

Creates a centralized repository

An internal knowledge base can be an extremely effective knowledge management tool for your entire team. By definition, a knowledge base is a central repository for storing and organizing information. This can be in the form of an internal wiki or another type of database. An internal knowledge base allows employees to easily access the information they need, when they need it. This can save a lot of time and frustration, as well as improve overall efficiency.

Additionally, an internal knowledge base can help to promote cross-departmental collaboration and knowledge sharing. When everyone has access to the same information, it becomes much easier to solve problems and brainstorm new ideas. In short, an internal knowledge base is an extremely valuable asset for any company.

Creating an Internal Knowledge Base

Creating an internal knowledge base can be a daunting task for businesses, but it doesn't have to be. By taking the time to develop a content hierarchy and using internal knowledge base software, businesses can create an internal knowledge base that is both informative and easy to navigate.

Sharing information within teams

By sharing information within teams, businesses can ensure that everyone has access to the most up-to-date information. And by using internal knowledge base software, businesses can track who is accessing the internal knowledge base and what sorts of questions they are asking. By taking these simple steps, businesses can create an internal knowledge base that will be a valuable resource for employees.

You should consider access control features such as assigning roles to internal users and setting read/write permissions for internal resources. Access control features help ensure that only the appropriate employees have access to internal resources.

Increasing user engagement

If you're looking to increase user engagement with your internal knowledge base software, there are a few things you can do.

By taking these steps, you can encourage more people to use and engage with your internal knowledge base software.

Organizing data to ensure future accessibility

Organizing internal data correctly is key to ensuring accessibility in the future.

A centralized knowledge database can be a helpful tool for any organization, large or small. It can provide a single source of truth for employee inquiries, and the search function can help employees quickly find the information they need.

To make the most of a knowledge base, it is important to structure it in a way that is easy to navigate and search. One way to do this is to use clear and concise titles for each section, and to organize information using tags and keywords. Another way to make a knowledge base more accessible is to provide links to relevant articles and resources.

By taking these steps, organizations can ensure that their knowledge base is a valuable asset for all employees. If you want to follow our step-by-step tutorial, we've created a more in-depth article on how to organize a knowledge base.

Examples of Successful Internal Knowledge Bases

There are many organizations that have successfully implemented internal knowledge bases. For example, Google is known for their innovative internal search tools, which allow employees to quickly locate documents and resources across the company. Similarly, Dropbox has built an internal document repository that provides access to everything from product information to engineering specifications.

Here are some ideas for creating an internal knowledge base depending on the department it should serve. If you want to learn even more, check our list of knowledge base examples.

Knowledge base for an HR team

Let's say you've just started a new job at a large company. On your first day, you sit down at your computer and log into the company's internal knowledge base.

You find a folder labeled "HR Team" and start exploring. Inside, you find a wealth of onboarding materials, including an employee handbook, a list of company policies, and contact information for HR staff members. You also find a section devoted to new hire orientation, with links to video tours of the office, job descriptions for open positions, and even a PR guide for handling media inquiries.

As you continue to browse, you realize that the knowledge base is full of useful information for employees of all levels. There are sections on benefits and retirement planning, employee feedback forms, and even a directory of local businesses that offer discounts to company employees.

Whether you're looking for answers to your questions or simply want to learn more about your company, the internal knowledge base is a valuable resource.

Knowledge base software for support teams

According to recent statistics, average ticket volume has risen by 16% since the pandemic. It impacts the time needed to answer them, and this time could be better spent assisting customers and resolving problems.

One way to reduce the amount of time spent searching for answers is to create a customer support knowledge base. The knowledge base can be used to store frequently asked questions and answers, support guides, and product information. This will allow the customer service team to quickly find the information they need, without having to search through multiple sources.

In addition, self-service options such as Knowledge Base can help to reduce the number of support tickets submitted by customers. By providing customers with easy access to information, they can resolve their own issues without needing to contact support. This can save time and frustration for both the customer and the company.

Knowledge base for marketing department

In many companies, the marketing department is responsible for branding and marketing guidelines. This team may also be responsible for knowledge management, which includes maintaining a knowledge base of marketing guidelines.

In this scenario, the company would use an internal knowledge base to help the marketing department with its branding and marketing efforts. The knowledge base would contain information on branding standards, marketing strategies, and other relevant topics.

By having this information readily available, the marketing department would be able to work more efficiently and effectively. Additionally, the company would be able to save money by avoiding the need to hire outside consultants or firms to assist with branding and marketing projects.

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Advantages of an Internal Knowledge Base

If you're not yet hooked on the idea of implementing an internal knowledge base software at your organization, here are some of the advantages you can expect to gain.

Increased employee engagement

By providing an internal knowledge base, employees have access to the information they need in order to do their jobs more effectively. This helps to keep employees engaged and motivated, as well as reducing turnover due to lack of job satisfaction.

Improved customer service

An internal knowledge base can provide a single source of information for customers and employees alike. This ensures that everyone has access to accurate and up-to-date information, resulting in improved customer satisfaction.

Streamlined processes

By having all the necessary information accessible in one place, internal processes are streamlined, saving time and resources. An internal knowledge base acts as a collective brain storing employee knowledge to boost productivity.


An internal knowledge base can easily be scaled to meet the changing needs of the organization. This allows for growth and expansion as needed, without having to create a new system from scratch every time.

These are just a few of the advantages that an internal knowledge base offers. By creating one, your organization can save time, money and resources, as well as improve internal processes. Ultimately, it's an invaluable resource for any business.

Take control over your company resources with a knowledge base tool!

An internal knowledge base can be a very valuable asset for any company. By definition, a knowledge base is a store of information that can be used to solve problems or answer questions.

What's next: focus on knowledge management strategy

An effective knowledge management strategy can help a company to avoid duplication of effort, share best practices, and improve customer service. In addition, an internal knowledge base can help to improve employee productivity by providing a central repository for information. Employees can spend less time searching for answers and more time working on tasks that add value to the company.

When used correctly, an internal knowledge base can be a powerful tool for improving company performance.

What's next: don't forget to maintain your company knowledge base

By maintaining an internal knowledge base, organizations can ensure that everyone is on the same page and that important information is not lost when employees leave. In addition, knowledge base tools can help reduce the need for training by providing a central location for employees to find answers to their questions.

Finally, knowledge base tools can improve customer satisfaction by providing a self-service option for answering common customer questions. Overall, knowledge base tools offer a number of benefits that make them essential for any organization.

Thanks for taking the time to learn about the importance of maintaining an internal knowledge base. We hope you'll put this information to good use in your own organization. In this case, try KnowledgeBase today!

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