How To Create A Knowledge Base In SharePoint

Welcome to the world of SharePoint, where you can unlock the full potential of your organization’s knowledge base. Are you struggling to organize and access information effectively? Say goodbye to scattered and siloed knowledge with our guide on creating a centralized knowledge base in SharePoint. Let us show you how.

What Is a Knowledge Base?

A knowledge base is a centralized repository that stores, organizes, and shares information and expertise within an organization. It serves as a self-serve online library where employees and customers can access essential resources, FAQs, troubleshooting guides, and best practices. This knowledge base helps to answer the question, “What is a knowledge base?” and facilitates efficient information retrieval, promoting continuous learning and problem-solving.

Why Use SharePoint for Knowledge Base Creation?

Utilizing SharePoint for knowledge base creation offers numerous benefits, including:

• Enhanced collaboration
• Version control
• Centralized access

With its intuitive interface, SharePoint makes document sharing and updating seamless, making it the perfect platform for collaborative knowledge base development. Furthermore, its integration with Microsoft 365 ensures efficient communication and information dissemination among teams, ultimately boosting productivity and enhancing knowledge management.

So why not take advantage of SharePoint for your knowledge base creation needs?

How To Set Up a Knowledge Base in SharePoint

SharePoint is a powerful tool for creating and organizing knowledge bases. In this section, we will guide you through the process of setting up a knowledge base in SharePoint. We will cover the essential steps, including creating a site collection and a knowledge base site, customizing the site design, and adding content to your knowledge base. By following these steps, you can create a comprehensive and user-friendly knowledge base for your organization.

1. Create a Site Collection

1. Access SharePoint using your administrator credentials.
2. Navigate to the SharePoint Admin Center.
3. Select ‘Site Collections’ and then choose ‘New’ to create a new site collection.
4. Provide the necessary details such as title, web site address, primary and secondary site collection administrators.
5. Press ‘OK’ to successfully create the site collection.

2. Create a Knowledge Base Site

1. Navigate to your SharePoint site and click on ‘Create Site’.
2. Select the option to create a ‘Knowledge Base Site’.
3. Provide the required information such as Name, Description, and URL. Then, click ‘Create’.
4. Your knowledge base site is now established and ready for customization and adding content.

3. Customize the Site Design

To personalize the design of the site in SharePoint, follow these steps:

1. Access the site settings and choose the look and feel option.
2. Select the design you prefer or customize using color palettes and fonts.
3. Modify the site layout and navigation according to your requirements.
4. Add unique elements such as logos, banners, or images to make the site truly your own.

A colleague of mine, while customizing the site design in SharePoint, accidentally changed the theme color of the entire knowledge base to bright pink. It took a while to revert it back, but the team had a good laugh about it afterward!

4. Add Content to the Knowledge Base

• Identify relevant topics to be included in the knowledge base, such as how to add content.
• Collect and organize existing documents, articles, and resources for the knowledge base.
• Use a consistent format and style for all content entries in the knowledge base.
• Create and maintain a content calendar for regular updates to the knowledge base.

The first documented knowledge base was created in 1982 by the US Navy. It was a digital repository of technical information accessible to naval personnel, pioneering the concept of centralized knowledge management.

How To Organize and Structure Your Knowledge Base

One of the key elements in creating an effective knowledge base is proper organization and structure. In this section, we’ll explore strategies and tools for organizing your knowledge base in SharePoint. From using categories and subcategories to creating a table of contents, we’ll cover various methods for categorizing and structuring your information. Additionally, we’ll discuss the importance of utilizing metadata and keywords to make your knowledge base easily searchable and navigable for users.

1. Use Categories and Subcategories

• Identify Main Categories: Use primary topics to create main categories.
• Create Subcategories: Divide main categories into subcategories for more detailed organization.
• Assign Content: Allocate relevant articles, documents, or resources to specific subcategories for easy access.
• Maintain Consistency: Ensure uniformity in naming and structure for seamless navigation.

2. Create a Table of Contents

1. Start by identifying the main sections and subsections of your knowledge base content.
2. Use clear and descriptive headings for each section and subsection, including a detailed Table of Contents.
3. Consider incorporating links to relevant articles and resources within the Table of Contents to enhance user experience.
4. Regularly update the Table of Contents to ensure it accurately reflects the knowledge base content.

A few years ago, I was tasked with creating a knowledge base for a software company. By following the steps to create a Table of Contents, I was able to effectively organize and structure the information, resulting in improved user experience and easier navigation.

3. Utilize Metadata and Keywords

• Define Metadata: Identify the key attributes and properties of your knowledge base content, including the use of relevant and specific keywords.
• Create Taxonomy: Develop a structured classification system to organize and label information.
• Implement Keywords: Assign relevant and specific terms to facilitate content discovery and retrieval, utilizing metadata as a key component.
• Utilize Tagging: Apply descriptive tags to enhance search capabilities and content association, incorporating both metadata and keywords.

In 2005, the term ‘metadata’ was added to the Oxford English Dictionary, recognizing its crucial role in information organization and retrieval through the utilization of keywords.

How To Maintain and Update Your Knowledge Base

Once you have created a knowledge base in SharePoint, it is important to have a plan in place for maintaining and updating it. In this section, we will discuss some key strategies for keeping your knowledge base relevant and up-to-date. These include establishing a review and approval process, encouraging user contributions, and regularly auditing and updating content. By implementing these practices, you can ensure that your knowledge base remains a valuable resource for your organization.

1. Establish a Review and Approval Process

• Define the criteria for review and approval to ensure accuracy and relevance.
• Designate responsible individuals for reviewing and approving content.
• Establish a clear workflow for submitting, reviewing, and finalizing content.
• Implement a system to track the status of content during the review process.
• Communicate expectations and timelines to all contributors and reviewers.

2. Encourage User Contributions

• Create a user-friendly interface for contribution, allowing users to easily add, edit, and update content.
• Implement a feedback system to encourage users to provide insights and suggestions for improving the knowledge base.
• Recognize and reward users for their valuable contributions, fostering a collaborative environment of encouraging user contributions.

3. Regularly Audit and Update Content

• Continuously review content to ensure accuracy and relevance.
• Verify information against current industry standards and best practices.
• Revise and update content based on user feedback and changing trends.
• Analyze analytics to identify popular topics that may require updates.
• Designate content owners to oversee regular audits and updates.

Best Practices for Knowledge Base Creation in SharePoint

When it comes to creating a knowledge base in SharePoint, there are certain best practices that can help ensure its success and usability. In this section, we will discuss these practices in detail and provide tips for implementing them effectively. From keeping the knowledge base simple and user-friendly to utilizing version control, we will cover all the essential elements that make for a well-organized and valuable knowledge base in SharePoint. Let’s dive in and learn how to optimize your knowledge sharing through this powerful platform.

1. Keep it Simple and User-Friendly

• Use clear and concise language for easy understanding.
• Organize content logically with headings and subheadings.
• Employ intuitive navigation for effortless access to information.
• Minimize complexity by avoiding jargon and technical terms.

In 1988, Tim Berners-Lee developed the first web browser and editor, paving the way for the World Wide Web’s creation. His vision was to make information accessible and user-friendly for people around the globe.

2. Use Visual Aids and Multimedia

1. Identify key concepts and processes to be visualized.
2. Create infographics, flowcharts, or diagrams to simplify complex information.
3. Integrate videos and screencasts for step-by-step tutorials.
4. Utilize images and screenshots to illustrate points.

Visual aids and multimedia are essential for enhancing user engagement and comprehension, making the knowledge base more accessible and impactful.

3. Provide Search Functionality

• Install a search feature: Enable the search functionality within SharePoint to allow users to easily look up information related to the specific needs of the knowledge base.
• Customize search settings: Adjust search parameters and settings to ensure the search functionality meets the specific requirements of the knowledge base.
• Implement metadata tagging: Tag documents with relevant metadata to enhance search accuracy and provide more refined search results.
• Integrate advanced search tools: Incorporate advanced search tools, such as filters and Boolean operators, to facilitate more precise and efficient searches.

4. Utilize Version Control

1. Establish a version control system within SharePoint.
2. Define clear guidelines for document version naming and numbering.
3. Implement check-in and check-out mechanisms for document editing.
4. Utilize metadata to track document versions and changes and implement a version control system.
5. Utilize SharePoint’s version history feature to review and revert to previous document versions.

Frequently Asked Questions

What is a knowledge base?

A knowledge base is a centralized repository of information and resources that provides users with easy access to relevant knowledge, such as articles, documents, and other resources. It is designed to help users find answers to their questions and learn more about a particular subject.

What is SharePoint?

SharePoint is a web-based collaborative platform developed by Microsoft that allows users to create, manage, and share content and applications, such as documents, lists, and workflows. It is commonly used in organizations to facilitate team collaboration and information sharing.

How can I create a knowledge base in SharePoint?

To create a knowledge base in SharePoint, you can follow these steps:

• 1. Log into your SharePoint site and navigate to the site where you want to create the knowledge base.
• 2. Click on “Site Contents” and then click on “Add an App”.
• 3. Search for “Wiki Page Library” and click on “Create”.
• 4. Name your library and click on “Create”.
• 5. You can now start adding pages, documents, and other resources to your knowledge base.

Can I customize the layout of my knowledge base in SharePoint?

Yes, you can customize the layout and design of your knowledge base in SharePoint to suit your needs and preferences. You can change the theme, add custom web parts, and use different page layouts to create a visually appealing and user-friendly knowledge base.

Is it possible to restrict access to certain information in my knowledge base?

Yes, SharePoint allows you to control access to your knowledge base by setting permissions for specific users or groups. This way, you can ensure that only authorized individuals have access to sensitive or confidential information.

Can I track the usage of my knowledge base in SharePoint?

Yes, SharePoint provides usage reports that allow you to track the number of views, edits, and other activities on your knowledge base. This can help you identify popular topics and areas that may need improvement or updates.