Top 5 reasons why you need knowledge base in your company

Knowledge base is often one of the most underrated element of company’s information systems. If exists, it is treated as necessary evil to maintain and (why?) to use. Good knowledge base can save company a ton of money. In this article we will give you top 5 reasons why you should implement knowledge base in company.

All information in one place

Knowledge base should be a center of your information system. Every important piece of information in one place. In many cases finding somewhat simple info, like phone number to accountant or IT department, can be a problem. Employees are wasting time trying to find someone who has that knowledge. And we’re talking about something trivial. But there are many similar problems every day: no complete company info needed for invoice, manuals how to use internal network, procedures, company structure and many more (way more).  

Great resource for new employees

Everyone started somewhere. In new job, new office, everything is a mystery. Unless you have knowledge base and special categories for newcomers. You can spend tremendous number of resources to train your staff but at the end of the day they need some info that you didn’t realize they would need, you didn’t consider it as important or even you don’t have it…When they have access to knowledge base, they can easily find basic information they need. They don’t have to ask anyone, which sometimes may be embarrassing (even though it should not be). New employee can doublecheck, if her/he remembers correctly and avoid making mistake. Some parts of knowledgebase content may be also new or unexplored for more experience employees. Many times, they have to do some “unusual” activity, or they have to replace colleague for short time period. Then, having available knowledgebase resources can make this work much easier as no one is fully familiar with all colleagues’ responsibilities.  

Processes and procedures

Processes and procedures are great if everyone knows about them and can easily find them if they need to. Many times, we see that things are reorganized, quickly implemented with bright new procedures to be followed. And they are… for one week, month, maybe two months not really used in practice by employees. Familiarizing with them should always be done during implementation phase. Sometimes, in practice, they are just shortly introduced. Then, even more than usual stress should be put on making sure they are very well described and easily reachable by all employees. This is a key to the successful implementation. If you cannot easily check or doublecheck it, you won’t use it.  

All resources up to date

If everything is in one place and managed with some sense, you can avoid one of big problems – information which is outdated. It’s a problem especially when resources are in many places and no one is really responsible for anything. When you have company knowledge gathered in knowledge base, it is much easier to manage and maintain it. Also, it is easier to find information when for example some article was added to the base or updated. If you are looking for recent changes in some procedures, you can easily find out if the article about it was recently updated or not yet.  

Avoid ’it’s not my responsibility’ issue

Good knowledge base enables good company knowledge management. Every piece of information has one particular content manager assigned. Person who is responsible for it and should update it if any change occurs. This way everything is clear and more transparent.
Share on facebook
Share on google
Share on twitter
Share on linkedin

Leave a Comment

Your email address will not be published.


No spam or time wasting propositions. Just high-value content that you we'll love.

Plan your career in 2022. What you need?

Plans are good every year. You need to know where you’re going with your career. But 2022 is special. Situation with Covid-19 change things on many levels. Including workflows, work environment, communication, project management. Many things just won’t be the same anymore. It’s not that it will be necessary change for the worse. But change

Read More »

What is Project Portfolio in 2021?

Project Portfolio is usually understood as group of projects that are executed in one company. They don’t need to concern only one topic. They don’t need to be connected. Sometimes they are managed by one person, sometimes by many people. So, there is no one and only exact definition. What are elements of Project Portfolio?

Read More »

Project Portfolio Report Templates

One of the most important tools for Portfolio Project Manager is excellent template of Portfolio Report. This document is one of more powerful tools in your equipment. It connects upper management with day to day life in company. It has power to change whole portfolio strategy for entire company. You must use it wisely and

Read More »


Interested in Our content. Enroll in one of our courses today.
Scroll to Top