Companies with a large number of employees need to find an easier way of communicating, collaborating and sharing information. The best way to do this would be by using a knowledge base. Managing everything through this software would make the workflow quicker and better.
But how do you build a knowledge base? Well, a secure – and a highly beneficial – way of doing it would be by using intranet software. This is a private and safe website that enables communication, productivity tools, and many more things for your employees to use. This way, only your employees would have access to it and it helps ensure security. Also, the software is hosted online, and maintained as such.
It is obvious that intranet software has a plus side, and could benefit your company. Having said that, here are a few advantages of using it to create a knowledge base.
Access everything via the internet
With a SaaS knowledge base software all the information you have will be stored online. Whether it is a financial report, employee information, FAQ page or any other content, it can all exist in the online format; there will be no need to have physical copies, which only require extra storage, and work.
Moreover, the SaaS provider will be the one maintaining the software, including the performance quality, access or functionality. There is no need for any hardware or additional software when everything you need exists in one place. More importantly, the only ones who could get to your valuable documents are the persons granted the access, no one else. This fact makes a great case for using this type of knowledge management, because there is no risk of having your information leaked or misused.
Another benefit is the ability to access the cloud via any device, and from any place or any time. It is a great tool for remote workers, those who are traveling or need to get something while they are not in the office.
You can separate corporate and customer services
Knowledge base can be used for providing customer service with manuals, user guides, as a replacement for a call center or as an online FAQ software. It is a rather convenient tool with which you can share these documents on your website, all with the aim of helping your clients. However, knowledge base can be used as a corporate tool, as well – a tool that would be used only by the employees, not outsiders.
This option provides privacy, even within the company. For instance, you can have several knowledge bases. One would be for the clients, another for the employees, and one more for superiors or for separating different projects. Certainly, having two separate bases would be the best, as you avoid various risks, like the theft of confidential documents.
Easier co-working, and learning
As previously mentioned, online storage of documents enables simplified co-working, and cooperation among workers. With the ability to upload single files or whole folders to the cloud, they create a chance to edit, read or comment on them while online. No longer will the workers need to download and then upload again. Moreover, this can be done from anywhere and whenever.
Furthermore, if only a specific number of people are working on one project, that single group can upload the project online, and work on it directly on the cloud. What they are offered is flexibility, which is much needed in any line of work.
Another thing that benefits from intranet knowledge base is your company’s learning program. For example, if you hire a new batch of employees, or need to teach the old ones something new, you will need to organize a training program. This, of course, requires tons of work. Additionally, it could require extra tasks to be done by some people, or even require you to hire new ones. The point is that a lot of new, unnecessary expenses could arise, as well as too much work for your already busy employees.
In order to avoid this, create a training program that you would upload online. From there, each employee could access it, learn and participate whenever they have time for it. A knowledge base learning center provides a way for speedy knowledge acquirement, sharing of that same knowledge, as well as some other benefits. For instance, things like participating in discussions or answering questions.
Lastly, with this online working space, there would be no more repeated tasks, same questions asked over and over again, because with the easy search option any information can be found and retrieved quickly. This increases productivity, as it is highly efficient, and it also saves your workers’ time.
In summary, there are a lot of benefits coming from creating a knowledge base with intranet software. Not only will you have everything in one common place, shareable within the company, but the efficiency and quality of the work would be much better. More importantly, everything on this cloud is kept private and secure, which is important for any business. Therefore, it is time to start using this, and make your company a superior one.
Author Bio:- Robin is a Technical Support Executive with a combined experience of 6 years. He is well acquainted with various Knowledge base tools and is currently associated with ProProfs. In his free time, Robin enjoys reading and traveling.