Knowledge base is made by accumulating internal knowledge can have a variety of benefits, such as reducing the burden of training and preventing inconsistencies in work. It is also important not only to accumulate knowledge, but also to keep it up-to-date and share it with employees.
However, people in charge may be concerned that they do not know how to make knowledge base and to accumulate it that can be utilized in their work.
In this issue, we will focus on the reasons why you make knowledge base and accumulate knowledge effectively ways to do so for below people.
- “Knowledge is not properly accumulated, and training costs are becoming a major burden.”
- “I want to know how to make knowledge base without much effort.”
- “I want to create an environment in which anyone can easily accumulate knowledge.”
This article will help you understand how to accumulate knowledge correctly and reduce your workload.
Contents
- 1 What is knowledge?
- 2 3 reasons to accumulate internal knowledge for making knowledge base
- 3 3 effective ways to accumulate knowledge for knowledge base
- 4 The easiest tool to accumulate knowledge for making knowledge base
- 5 5 merits of storing knowledge in tool
- 6 3 type of recommended knowledge accumulation tools
- 7 Summary of reasons and methods for making knowledge in the company
What is knowledge?
In business, knowledge means that is useful to a company. On the other hand, “know-how (wisdom)” is a synonym for “information” gained through experience by acting on knowledge.
In other words, knowledge is an element for acquiring know-how. Knowledge also includes the following related terms.
- Knowledge Management
- Knowledge Base
- Knowledge Worker
The sharing of knowledge to improve organizational productivity and corporate value.
Knowledge is stored in a database for immediate review.
Refers to workers who utilize knowledge to provide new value and ideas.
Make sure you understand the above correctly and avoid any discrepancies in perception among members.
3 reasons to accumulate internal knowledge for making knowledge base
Below are 3 reasons why you should accumulate internal knowledge. This is a must-see for those who want to expand the practice of knowledge accumulation to the entire company.
(1) Prevent knowledge from becoming a personal property.
The first is to prevent knowledge from becoming a personal possession.
Without a system that allows knowledge to be accumulated internally, the knowledge acquired by employees becomes the property of individual employees. In order to utilize valuable knowledge in business operations, the knowledge must be prevented from becoming the property of the individual.
Therefore, it is necessary to have a mechanism to accumulate the knowledge of all team members within the company for making knolkedge base. As a result, even if a member transfers or retires, there is no need to worry that the work will be delayed if his/her successor makes use of the knowledge.
(2) Improved operational efficiency
Second, accumulating knowledge within the company will lead to increased operational efficiency.
Accumulating knowledge saves time by solving the need to ask the person in charge every time you have a question about a part you do not understand, so the same task can be completed in a shorter time. In addition, utilizing the knowledge of veteran employees has the merit of improving the quality of the entire operation.
Therefore, an environment where knowledge can be accumulated must be created immediately to improve inefficient operations.
(3) Reduce training costs
Third, if you accumulate knowledge, you can reduce training costs.
If knowledge is accumulated, even new and mid-career employees can quickly learn the tricks and procedures of the business. In addition, once a manual is created, it can continue to be used with only minor modifications, solving unnecessary training costs.
Thus, when knowledge is accumulated, training costs are greatly reduced.
3 effective ways to accumulate knowledge for knowledge base
Here are 3 effective ways to accumulate knowledge. To properly utilize knowledge, keep the following points in mind.
Method 1｜Document and store
The first method is to document and store the Knowledge.
Documents such as handwritten memos, Word documents, and Excel files are intuitive and easy for anyone to use. In addition, if knowledge is filed separately for each task, the risk of mixing up information is reduced.
However, it should be noted that this is an analog management method, so there are disadvantages such as the time it takes to find the knowledge you need and the inability to share it smoothly.
Method 2｜Create a manual
The next method is to create a manual to make knowledge base within the company.
Creating a manual that describes in detail the purpose, merits, and procedures for accumulating knowledge will unify the method of accumulating knowledge. In addition, once a manual is created, it can be operated for a long period of time, leading to a reduction in training costs.
However, if the manual is not shared in an up-to-date form, there is a risk of discrepancies in perception, so the contents must be updated regularly.
Method 3｜Use tools for accumulating knowledge
Finally, there is the use of knowledge storage tools.
Using a tool, information can be updated without any hassle, as corrections are automatically saved. In addition, multiple people can check the knowledge at the same time, so there is no need to waste time in sharing the information.
However, since all employees are involved in the accumulation of knowledge for making knowledge base, “a tool that anyone can use” should be selected. For example, if you use Stock, which is so simple that anyone can use it on the same day, you can accumulate and share knowledge without burden.
The easiest tool to accumulate knowledge for making knowledge base
The following is a tool that make environment easiest to accumulate knowledge.
The best way to efficiently accumulate knowledge is to use an “information sharing tool” that allows you to manage information centrally and share it instantly with your team. However, the tool will not take root if all employees cannot use it, so you should check if the functions are “simple and easy to operate”.
With the above tools, anyone can accumulate and share knowledge without burden, and make knowledge base without training cost to teach how to use them.
In conclusion, the most useful tool for accumulating knowledge is Stock, which has no excess or deficiency of necessary functions and can be easily used by anyone in a non-IT company without explanation.
Stock can manage information without mixing it up by storing knowledge in “Note” and dividing it by department or job in “Folder”. In addition, since “Message” can be linked to Note, there is no need to introduce another chat tool.
Stock｜A tool is used immediately by anyone in non-IT companies
The simplest tool to stock information "Stock"
https://www.stock-app.info/en/
Stock is the simplest tool to stock information. Stock solves the problem, "there is no easy way to stock information within the company".
With Stock, anyone can easily store all kinds of information, including text information such as requirements, images, and files, using the Note feature.
In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
＜Why do we recommend Stock?＞
- A tool for companies that are not familiar with ITYou don't need to have any IT expertise to get started.
- Simple and usable by anyoneStock is so simple that anyone can use it without any unnecessary features.
- Amazingly easy information storing and task managementIt is amazingly easy to store information such as shared information within a company, and intuitive task management is also possible.
＜Stock's pricing＞
- Free plan ：Free
- Business plan ：$5 / User / Month
- Enterprise plan ：$10 / User / Month
*Minimum number of users: 5 users
5 merits of storing knowledge in tool
Below are 5 merits of storing knowledge in tool. If you have been storing your knowledge in analog ways, such as paper or Word, this is a must-see.
The first merit is the ability to always share the latest information.
For example, if knowledge is accumulated and shared on paper or orally, it is time-consuming to rewrite the information each time it is revised or to send an e-mail to the person who made the revision.
On the other hand, with a tool, revisions can be completed in a fraction of the time, so the information is always up-to-date. This allows employees to share accurate knowledge throughout the company.
(2) Finding knowledge quickly
Second, there is the merit of immediate access to the information you need promptly.
When managing knowledge on paper, documents are scattered all over the place, and the contents of Word and Excel files cannot be checked without opening the file. Knowledge storage tool, however, allows you to organize information by category, so you can quickly find the information you are looking for.
In addition, most tools have a search function, so you can access information simply by entering keywords.
(3) Fewer mistakes
The third merit is that you can prevent mistakes before they happen.
When knowledge is stored in the tool, information can be centrally managed. Employees can refer to the knowledge through the tool and perform tasks based on accurate information.
Therefore, by utilizing a knowledge storage tool, accurate work can be performed and the risk of mistakes can be avoided.
(4) Increased communication
Fourth, there is the benefit of increased communication.
By storing knowledge in the tool, employees have more opportunities to exchange information about the knowledge. They can also share ideas, feedback, and exchange opinions from the information and documents on the tool.
Therefore, the accumulation and sharing of knowledge using the tool increases opportunities for discussion and communication throughout the organization.
(5) Smooth handover
The fifth merit is that the tool facilitates a smooth handover.
When handing over to a successor, it is necessary to share information so that it can be looked back on, since omissions will occur if knowledge is communicated orally. Also, in the case of handover using files, “where and what knowledge is accumulated” must be taught in every step.
However, if knowledge is stored in a tool, it is possible to access the centrally managed knowledge immediately, reducing the man-hours required for handover. In other words, there is no need to re-share knowledge each time there is a handover.
3 type of recommended knowledge accumulation tools
The following is a list of tools that are useful for knowledge accumulation. Take note of the functions and points to keep in mind when selecting the best tool for your company.
| Tool name | Functions and points to note |
|---|---|
Chat tools |
|
File management tool |
|
Information sharing tool |
|
Therefore, of the above, “simple and easy-to-use information sharing tools” are the best for smooth sharing while ensuring that knowledge is preserved.
Summary of reasons and methods for making knowledge in the company
We have focused on the reasons why and how you should accumulate knowledge within your company, as well as the merits so far.
Accumulating knowledge can have the effect of preventing the knowledge from becoming a personal possession and reducing the cost of training. In addition, “knowledge accumulation tools” that can be centrally managed should be used as a method of accumulating knowledge.
However, many multifunctional tools are complicated to operate, and those unfamiliar with IT may not be able to operate them properly. When selecting a tool, you must make sure that it is simple and has the necessary functions.
In conclusion, the knowledge accumulation tool that your company should implement is the “Stock” tool, which can be used immediately and easily to accumulate, manage, and share knowledge even by anyone in non-IT companies.
Free registration takes only 1 minute, so using Stock to accumulate knowledge to reduce your workload and improve your business efficiency.
