Apr 9, 2025
Author: Ron Daniel
Learn how to create an effective company knowledge base in five steps to boost productivity and reduce time spent searching for information.
Struggling to find internal company information? A knowledge base can save employees up to 35% of the time spent searching for answers, boosting productivity and reducing friction. Here's how to launch one in 5 simple steps:
Plan Your Content: Identify key documents like onboarding guides, SOPs, and policies. Organize them into clear categories (e.g., by department or role).
Pick the Right Software: Choose a platform with robust search, organization tools, and integration options. For example, Pebb offers advanced features at just $3.50 per user/month.
Build a Structure: Use logical layouts and clear writing guidelines to make content searchable and user-friendly.
Get Team Buy-In: Train employees, encourage contributions, and share regular updates to keep everyone engaged.
Keep Content Fresh: Regularly update documents using analytics and feedback to ensure relevance.
Quick Comparison of Knowledge Base Tools:
Feature | Teams | Pebb | ||
|---|---|---|---|---|
Starting Price | $8.75/mo | $8/mo | $8/mo | $3.50/mo |
Basic | Basic | Advanced | Advanced | |
Free Plan User Limit | 10 | - | 50 | 1,000 |
AI Content Assistant | Add-on | Add-on | $12.50/mo | Included |
A well-maintained knowledge base reduces search time and improves collaboration. Start building yours today!
Create your company wiki: the knowledge hub every small ...
Step 1: Plan Your Content
A well-thought-out content strategy turns your knowledge base into an effective resource. Here's how to focus on what matters most.
Understand Your Team's Needs
Start by gathering input directly from your team. With nearly half of employees spending up to two hours a day looking for critical information, it's important to address their specific challenges. Use a simple survey to ask:
Which documents they use most often
What information is hardest to locate
Which processes lack proper documentation
Where they currently store essential files
"Our organization has used this to build out training for every role in our company. Recommend!" - Paul Staley, Chrome Store Review
Identify Essential Documents
Use the feedback you collect to prioritize the documents your team needs most. Focus on materials that resolve common questions and eliminate roadblocks. Here's a breakdown of what many successful knowledge bases include:
Document Type | Purpose | Priority |
|---|---|---|
Onboarding Guides | Orientation and training for new employees | High |
Department SOPs | Standard operating procedures | High |
Company Policies | HR, security, and compliance guidelines | High |
Product Documentation | Features, updates, and troubleshooting | Medium |
Team Directories | Contact information and roles | Medium |
Project Templates | Standardized workflows and forms | Medium |
Organize with Pebb Categories
After identifying your key documents, organize them for quick and easy access. Pebb's Knowledge Library is a great tool to create a clear structure, especially since 55% of employees report difficulties accessing tools and documents. Arrange your content into user-friendly categories like:
By Department: HR, Sales, IT
By Document Type: Policies, Procedures, Templates
By User Role: New Hires, Managers, Team Members
With Pebb's free Standard plan, you can set up unlimited categories and subcategories. This structure helps employees find what they need faster, cutting search times by up to 35%.
Step 2: Pick Your Software
Choosing the right software is key to turning your content plan into a digital resource that's easy to access and use.
Compare Available Tools
Your choice of software will impact how your team works together and accesses information. While platforms like Slack and Microsoft Teams provide basic storage and communication features, other tools offer more advanced options. Here's a quick comparison:
Feature | Slack | Teams | Slite | Pebb |
|---|---|---|---|---|
Starting Price (per user) | $8.75/mo | $8/mo | $8/mo | Free |
Knowledge Library | Basic | Basic | Advanced | Advanced |
User Limit (Free Plan) | 10 | - | 50 | 1,000 |
AI Content Assistant | Paid Add-on | Paid Add-on | $12.50/mo | Included |
Real-time Collaboration | Yes | Yes | Yes | Yes |
Mobile Access | Yes | Yes | Yes | Yes |
Key Features to Look For
When evaluating tools, keep these must-have features in mind:
Search: A fast, easy-to-use search function is essential.
Integration: Make sure the software works well with your current systems.
Structure: Look for options that let you organize content in ways that can grow with your needs.
Permissions: Ensure you can control who has access to specific content for better security.
Why Pebb Stands Out
Pebb offers several standout features that make it a strong choice:
All-in-One Platform: Pebb combines communication, a live news feed, and collaboration tools in one package.
Affordable Pricing: At $3.50 per user per month, Pebb provides premium features at a fraction of competitors' costs.
Advanced Features: These include unlimited knowledge categories, powerful search tools, seamless G-Suite integration, voice and video calls, and analytics for tracking performance.
With the right software in place, you're ready to create a well-organized knowledge base for your team.
Step 3: Build Your Structure
With the right software in place, it's time to organize your content effectively using Pebb's tools.
Design Your Layout
Group your content into clear, logical categories that fit your organization's needs. Here's an example of how you might structure your knowledge base:
Category | Subcategories | Content Types |
|---|---|---|
Product Documentation | Features, Tutorials, Updates | User guides, Release notes |
Company Policies | HR, IT, Finance | Guidelines, Forms, Procedures |
Team Resources | Sales, Marketing, Support | Templates, Best practices |
Training Materials | Onboarding, Skills Development | Videos, Manuals, Quizzes |
This setup makes it easy for users to find documents by topic or department.
Set Writing Guidelines
Clear writing standards are essential for a polished and easy-to-navigate knowledge base. Focus on these key elements:
Style and Tone: Create guidelines that reflect your brand's voice while keeping the language simple and clear.
Content Structure: Standardize formats. For example, use step-by-step instructions with visuals for tutorials, clearly divided sections for policies, and descriptive headings for reference materials.
Formatting Standards: Specify rules for headings, subheadings, and image placement. Include guidelines for technical terms, code snippets, and proper use of links or cross-references.
Use Pebb's Tools
Take full advantage of Pebb's features to improve your knowledge base:
Advanced Search: Auto-generated tags, full-text search, and custom filters make finding content fast and easy.
Permission Settings: Control access with role-based permissions, departmental viewing rights, and approval workflows.
Content Management: Keep your knowledge base up-to-date with version control, real-time collaboration, and automated reminders for content reviews.
Step 4: Get Team Buy-In
A company knowledge base only works if your team actively uses it. Strong communication can significantly improve company performance. Here's how to get your team on board.
Train Your Team
Introduce a training program to help employees get comfortable with the knowledge base. Here’s a breakdown of training options:
Training Component | Purpose | Format |
|---|---|---|
Live Demos | Show real-time usage | Weekly 30-minute sessions |
Practice Sessions | Hands-on experience | Small group workshops |
Quick Reference Guides | Easy access to basics | Downloadable PDFs |
Video Tutorials | Self-paced learning | Short 2–3 minute clips |
Pebb’s user-friendly design makes training easier. Focus on teaching employees how to search efficiently, move between sections, and contribute their own content. Once they’re familiar, encourage them to improve the knowledge base through collaborative editing.
Set Up Team Editing
Encourage employees to share their expertise by setting clear content creation guidelines and a straightforward approval process. With Pebb’s permission settings, you can:
Assign editors for specific departments
Enable peer review workflows
Use content templates for consistency
Monitor revision history for transparency
To motivate contributions, create a "Contributors' Corner" to recognize top contributors. You can also offer weekly rewards for the most impactful updates. Keep your team engaged by sharing real-time updates and celebrating their efforts.
Share Regular Updates
Keep your team invested by consistently communicating about the knowledge base. Use Pebb’s News Feed to:
Announce new or updated content
Highlight successful use cases
Recognize active contributors
Share usage stats and key wins
Ongoing engagement is critical. Companies with engaged employees can outperform others by as much as 202%. Host monthly review sessions to gather feedback and pinpoint areas for improvement. Use Pebb’s analytics to see which content resonates most with your team and refine your approach accordingly.
Step 5: Keep Content Fresh
An outdated knowledge base quickly loses its usefulness. Regularly updating and maintaining content with Pebb's analytics ensures your information stays relevant and accurate.
Track Usage Data
Pebb's analytics dashboard helps you spot content that needs updates. Pay attention to these key metrics:
Metric | What to Monitor | Suggested Action |
|---|---|---|
Search Success | Failed searches showing content gaps | Create articles to address common issues |
Page Time | Low average time indicating poor engagement | Revise content for better clarity and detail |
Article Ratings | Low feedback scores | Update based on user suggestions |
Interaction Rate | Comments, likes, and shares | Refresh content to boost engagement |
"There is no single metric that can represent the health of your knowledge management initiative. You will need to monitor and trend multiple metrics." - Rick Joslin, Knowledge Management Expert
These insights can guide your regular content review and improvement sessions.
Ask for Input
Use Pebb's tools to create a constant feedback loop:
Add feedback bars at the end of articles to measure their effectiveness.
Host quick feedback sessions to identify outdated or unclear sections.
Enable real-time updates to address outdated content as soon as it's flagged.
"Working at a high growth startup has its challenges. Since Front is constantly changing and getting new features, our documentation, how-to tutorials, and product images can quickly become outdated." - Cori, Customer Support Manager at Front
Incorporate this feedback into an organized update schedule.
Schedule Updates
Stick to a structured plan for maintaining your knowledge base:
Update Type | Frequency | Responsibility |
|---|---|---|
Product Changes | Weekly | Product Team Lead |
Usage Analytics Review | Monthly | Knowledge Base Admin |
Content Audit | Quarterly | Department Heads |
Full Review | Annually | Cross-functional Team |
Leverage Pebb’s revision tracking to assign tasks and monitor progress. This ensures your knowledge base stays up-to-date and continues to meet your team’s evolving needs.
Conclusion
Create an efficient and cost-effective knowledge base with Pebb's platform, designed to deliver real results. Companies with strong communication practices see 47% higher total returns for shareholders, making a well-structured knowledge base a smart move. This approach lays the groundwork for a resource that boosts business performance.
By following these five steps - plan your content, choose the right software, design a solid structure, get team support, and maintain your content - you can build a centralized resource that reduces search time by up to 35%. This method ensures your knowledge base becomes your organization's go-to source for information, enhancing teamwork and efficiency.
Pebb offers a free plan for up to 1,000 employees, including unlimited chat history, a knowledge library, and collaboration tools. For growing teams, the Premium plan is available at $3.50 per user, providing advanced features like analytics, unlimited admins, and voice and video calls.
Think of your knowledge base as a living resource. Use Pebb's analytics and feedback tools to keep your content current and relevant. Start building your company’s knowledge base today and improve how your organization shares and manages information.
