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WHEN AND HOW: Knowledge Base

When should you use a Knowledge Base and how do you use it with best practices.

WHEN:

To record all company reference material such as:

Values/Mission/Goals

Org Chart / Roles and Responsibilities

Meeting Notes

Key Department Reference Materials

HOW:

Goal:

One central place (source of truth) for company reference material.

Continually updated as information changes or needs to be added.

Our Preferred Tool:

Google_Drive

Principles:

  • Searchable

  • Table of Contents

    The document is indexed with easy navigation.

  • Self Serve

    Team members can find their own information

  • Regular Usage

    This is not something to create and have it never used by Team Members.

  • Policies

  • Procedures

Use Key Features of Google Drive to Save You Time:

  • @ Menu

    Insert people, tables, drop downs, files, and media.

  • Table of Contents

  • Links to other resources, key documents

  • Search

Frequently Asked Questions

It seems like a lot of work to put this together. Do I really need this?
Yes, it's critical to have a central source of reference material in your business which is easy to use.
I have heard a lot about Notion or _____ (insert tool.) Wouldn't this tool be better the Gdocs?

For Small Businesses, we feel Google Drive is the right tool. It's already included in a Google Workspace account so there is no extra cost or another tool to implement.

The extra functionality available in Notion will not be fully utilized by a Small Business. As a result, we do not recommend it in our tool stack.

What's the best way to keep this material updated?

Everyone is responsible to keep this information up-to-date but there should be one team member with primary responsibility/accountability for continual updating.

Do you need help with your Small Business Software Tech Stack?

We can help you determine the right software tools for your Small Business. Book a call with us to learn more.