Guide to Internal Knowledge Base in WordPress

Guide to Internal Knowledge Base..webp

In the dynamic landscape of modern organizations, an internal knowledge base (KB) stands as a powerful tool that is professionally crafted for the exclusive use of internal team members. As training material, guides, code of conduct, etc.

Its purpose is clear: to provide a secure repository of private and confidential knowledge, accessible on demand for stuff. This reservoir of information is designed to empower employees, ensuring they can perform their tasks seamlessly and with minimal disruptions.

Where Can a Company Create an Internal Knowledge Base?

Depending on user requirements and the scale of the company, it depends. Currently, there are quite a lot of great options to create and host an internal knowledge base and documentation.

Such as: 

✔️On-premise software-based KB solution: Such solutions can help companies create and host their own on-site data base for knowledge base creation. And some of them even provide cloud backups and remote access.

✔️Software as a Service-Based KB Solution: Such solutions are strictly cloud-based solutions with a versatile suite of knowledge base creation and management tools.

✔️Company website-based KB solution: For very sensitive material and company concerns, users have the option to create their own knowledge base platform on top of their CMS, like WordPress, Joomla, Drupal, etc., from which they can take advantage of popular KB plugins like EazyDocs.

✔️Hard Copy Documentation: Even in 2023, some companies will still prefer hard copy documentation over cloud-based solutions for multiple reasons. 

The Power of Centralized Information

Consider this: employees spend roughly 9 hours a week hunting down crucial information. This not only affects productivity but also customer interactions, as 60% of consumers won’t wait more than 5 minutes on hold.

Failing to provide resources can be costly, with large corporations losing billions a year due to redundant research. For startups and medium-sized companies, this can be particularly impactful.

Enter internal knowledge bases. They cut research time by up to 35%, enhancing productivity, customer satisfaction, and cost efficiency.

Additional Benefits:

Enhanced Productivity: Quick access to information leads to more time spent executing tasks, driving overall productivity.

Customer Satisfaction: Faster access means shorter hold times, resulting in higher customer satisfaction.

Cost-Efficiency: Less time spent on retrieval leads to potential cost savings and improved profitability.

Empowered Workforce: A centralized knowledge base fosters a culture of independent problem-solving, empowering your team.

Incorporating a centralized knowledge base isn’t just convenient; it’s a strategic move towards efficiency and cost-effectiveness. The returns on this investment can propel your company forward in today’s competitive business landscape.

What Are the Effective Use Cases for Internal Knowledge Bases?

Internal knowledge bases come in various forms, ranging from extensive encyclopedias to cutting-edge problem-solving systems leveraging AI.

They serve as versatile tools, adapting to your business’s specific needs. Signs that your company could benefit from one include:

  • Low collaboration rates
  • High internal inquiries in departments like legal, financial, and HR
  • Operating in a technical industry
  • Handling a significant volume of customer-support inquiries
  • Facing extended hold times and low customer service satisfaction
  • Employees spending excessive time on research or seeking peer assistance
  • Introducing products or updates unfamiliar to the team
  • Receiving frequent requests for additional materials or training
  • Identifying inconsistent approaches to the same issue
  • A small group holding the majority of knowledge
  • Email remaining the primary mode of internal information sharing
  • Addressing recurring questions repeatedly

Types Commonly used Internal Knowledge Base? 

An internal knowledge base is a valuable resource that empowers employees with readily accessible information, ultimately enhancing productivity and efficiency within an organization. 

Here are some of the most commonly employed types of internal knowledge bases:

  • FAQs (Frequently Asked Questions): This type serves as a repository for common queries and their corresponding answers. It provides a quick and straightforward way for employees to find solutions to recurring questions.
  • How-to Guides: These guides offer step-by-step instructions for completing various tasks or procedures. They are indispensable for ensuring that employees can perform their duties accurately and efficiently.
  • Troubleshooting Guides: When faced with technical or operational challenges, employees can turn to troubleshooting guides. These resources help identify and address common issues, minimizing downtime and frustration.
  • Product Documentation: This type of knowledge base contains comprehensive information about the products or services offered by the company. It includes specifications, features, usage guidelines, and any other relevant details.
  • Policies and Procedures: These documents lay out the established guidelines and protocols within the company. They cover areas such as compliance, HR policies, safety procedures, and more. Having easy access to this information ensures that employees adhere to company standards.
  • Training Materials: Internal knowledge bases also serve as a platform for training resources. These materials can range from onboarding documents for new hires to specialized training modules for specific roles or skills.

Each type of internal knowledge base plays a crucial role in equipping employees with the information they need to excel in their roles. 

By strategically utilizing these resources, organizations can foster a culture of self-sufficiency and continuous learning, leading to increased productivity and overall success.

How to create an internal knowledge base

Now that we’ve covered some important aspects of internal knowledge bases, let’s discuss how you can create one for your company.

We’ll be using WordPress for this task, as it’s a popular CMS that powers a significant portion of websites worldwide, ranging from 34% to 40%. WordPress has proven to be an excellent platform for hosting knowledge bases and online support forums for employees.

Here are the steps on how to create an internal knowledge base with WordPress:

Since WordPress is a barebone CMS, user’s will have to use a dedicated knowledge base builder plugin. Which are easy to use and help with document management and team collaboration.

Step 1: Install Knowledge Base Plugin

To begin, you’ll need to install the EazyDocs knowledge base plugin on your WordPress site. Follow these steps:

  • Log in to your WordPress dashboard.
  • Navigate to the ‘Plugins’ section on the left-hand menu.
  • Click on ‘Add New‘.
  • In the search bar, type “EazyDocs Knowledge Base” and hit enter.
  • Locate the plugin in the search results and click ‘Install Now’.
  • Once installed, click ‘Activate’ to activate the plugin.

Step 2: Set Up EazyDocs Knowledge Base Plugin

Now that you’ve installed the plugin, it’s time to set it up as your internal documentation hub:

In your WordPress dashboard, go to the EazyDocs Knowledge Base section (found in the left-hand menu).

From the top left corner of the EazyDocs dashboard click on the ‘’+ Add Doc’’ button. A prompt window will appear. Give your knowledge base a parent title and click ‘’OK’’

Step 3: Enable Internal Documentation/Password Protected Documentation

With EazyDocs you’ve have access to two types of document visibility systems:

Public: Any can access knowledge base information without login.

Private: Hidden from public view only users logged into you’re WordPress panel will be able to view this type of documents.

Password Protected: The documents will be visual to the public but will not be accessible without a password. 

Great thing about EazyDocs knowledge base privacy protection feature is that admins can change privacy option any time without conflict. 

To password protect your internal knowledge base. Simply select the Password Protected option, enter a password (keep it secure/you password manager for strong password), and hit Update. 

Bonus Tip: Enable Knowledge Base Collaborative Feature

Secure knowledge base management is hard. To keep you’re knowledge base up to date and well informed, you have to provide access to your internal documentation. And this may cause security concerns.

But thankfully EazyDocs has you convered with its frontend collaborative feature. This allows admins and modorators to add or remove content collaborators from the front end of the website without any coding requirement.

Just enable the ‘’Contributor’’ feature from the EazyDocs settings dashboard and you’re done. Now admins can add or remove collaborators using their email or username.

Conclusion

By following these steps, you’ll be well on your way to creating a robust internal knowledge base using WordPress and the EazyDocs knowledge base plugin. This resource will serve as a valuable asset for document management and team collaboration within your organization.

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