Let me paint you a picture: it’s your first day at a new job, and you’re staring at your inbox, trying to figure out where to start. The IT setup email is buried under a pile of “welcome” messages, and you’re too nervous to ask your manager for the third time how to access the project management tool. Sound familiar? I’ve been there, and trust me, it’s not fun.

Here’s the thing - starting a new job shouldn’t feel like solving a puzzle without all the pieces. At Pebb, we realized that onboarding can either set someone up for success or leave them feeling stuck. That’s why we built our knowledge library - a centralized hub where new hires can find everything they need, from company policies to team directories, without the guesswork.

Did you know Fortune 500 companies lose $31 billion a year due to poor knowledge-sharing systems? That number blew my mind. But here’s the good news: companies with well-organized knowledge libraries can cut search time by 35% and boost productivity by 25%. For onboarding, it means a faster ramp-up and more confident employees.

In this article, I’ll share how we’ve transformed our onboarding process at Pebb using our knowledge library. From tackling remote work challenges to designing content that’s easy to use, I’ll walk you through what works, what doesn’t, and how you can apply these lessons to your own team. Let’s dive in!

Best Employee Training & Onboarding Tool in 2025

Main Benefits of Knowledge Libraries for Onboarding

Knowledge libraries can make a world of difference when it comes to onboarding. They don't just help new hires hit the ground running on day one - they also play a big role in keeping them engaged and productive for the long haul. At Pebb, we've seen firsthand how these systems can transform the onboarding experience, and I’m excited to share why they work so well.

Better Self-Service Learning

Here’s a stat that might surprise you: 60% of employees struggle to get the information they need from colleagues to do their jobs. Now imagine being a new hire - you don’t even know who to ask or what to ask. It’s overwhelming.

That’s where a knowledge library comes in. It acts like a 24/7 digital mentor, offering instant access to company policies, process docs, team directories, and training materials - all searchable at the click of a button. Companies with knowledge libraries report a 35% drop in the time employees spend hunting for information.

At Pebb, we’ve made it super easy for new hires to find everything they need without scheduling endless meetings or sending follow-up emails. Whether it’s a process guide or a team org chart, it’s all right there. This self-service model doesn’t just save time for managers and seasoned employees - it also helps new team members feel empowered. They’re able to dive into their roles faster and with more confidence, which sets the tone for long-term success.

Higher Retention and Productivity

Let’s talk numbers. Companies that invest in a strong onboarding process see 70% higher productivity and 82% better retention rates. Considering the average cost of recruiting a new hire is about 30% of their annual salary, this is no small deal. For a $60,000 role, that’s nearly $18,000 just to get someone in the door.

The impact of a well-thought-out onboarding program is massive. It can slash turnover rates from the typical 44% to just 14%. And the benefits don’t stop there - top-performing organizations report 77% achievement of annual performance goals and 20% year-over-year gains in supervisor satisfaction.

"New hires gain confidence and job satisfaction when they believe they are making a positive contribution." - Brandon Hall Group

At Pebb, we’ve seen similar results. Our knowledge library has shaved 33% off the time it takes new hires to complete their initial training. Even better, they’ve told us they feel more confident and capable in their roles. It’s not just about ticking off tasks - it’s about building a foundation for meaningful contributions. And when employees feel like they’re making a difference, they stick around.

Building Teamwork and Company Culture

Here’s a reality check: 86% of new hires decide within their first six months whether they’ll stay with a company or move on. A big factor in that decision? How well they connect with the company culture.

A knowledge library can do more than just store information - it can actually help build and reinforce your company’s culture. Think of it as a living, breathing archive of your values, milestones, and way of working. At Pebb, for example, we use our library to share stories about team achievements, company traditions, and even the little things that make us who we are. It’s a way for new hires to feel like they’re part of something bigger from day one.

"Helping new hires navigate that culture - and their place within it - is essential. Understanding an organization's politics, goals and values, and learning the firm's unique language are all important indicators of employee adjustment and down the line are associated with commitment, satisfaction and turnover." - SHRM Foundation

When employees feel connected to the culture, the results speak for themselves. Organizations with highly engaged teams see a 23% boost in profitability and a 10% increase in customer loyalty. A great example of this is RSL LifeCare. With 4,000 employees spread across 28 sites, they created a centralized knowledge hub using Powell Intranet. It became their go-to “fountain of knowledge,” where staff could easily access policies and even contribute their own insights.

At Pebb, we’ve taken a similar approach. Our knowledge library isn’t just a resource - it’s a space for collaboration. New hires can see how teams work together, understand the reasoning behind key decisions, and even add their own perspectives as they grow into their roles. It’s about more than just learning - it’s about becoming part of the story. And that’s where the magic happens.

Key Features of a Good Knowledge Library

Building a knowledge library that genuinely supports new hires is about more than just storing documents. At Pebb, we've discovered that the key to overcoming onboarding challenges lies in combining clear, accessible content with smart integrations. It’s the difference between a resource that empowers employees and one that leaves them scrambling for answers.

Basic Parts of a Knowledge Library

Every effective knowledge library should address what I like to call the four C's of onboarding: compliance, clarification, culture, and connection. Yet, despite the importance of these elements, only 12% of employees feel their company excels at onboarding. And here's a striking stat: employees who experience great onboarding are nearly three times more likely to say they have the best possible job.

So, what does this look like in practice? For us, it starts with:

• Onboarding checklists: These break down those overwhelming first days into bite-sized tasks, covering everything from parking details to 90-day goals.

• Clear company policies: No one wants to dig through outdated PDFs. Policies should be easy to find and even easier to understand.

• Job-specific guides: Think detailed walkthroughs of daily responsibilities, team structures, and the tools they’ll need.

• Searchable FAQ sections: These tackle the questions new hires don’t even know they have yet.

At Pebb, we’ve taken it a step further with what we call our "first-day survival kit." It’s a one-stop resource with IT setup instructions, team contact lists, and other essentials - all organized for quick, hassle-free access. This way, new hires don’t have to send multiple messages or feel lost on day one.

"The goal of onboarding is to give new employees a solid foundation for long-term success in their roles."

Working with Other Tools

Here’s the thing: a knowledge library that doesn’t integrate with daily tools is like a sports car without a road - shiny but useless. The real magic happens when it connects seamlessly with the tools people already use.

For example, platforms like Guru integrate with Slack and Teams, delivering answers directly within the flow of work. No need to leave a conversation to dig for information - it comes straight to you.

"The best platforms solve these problems by centralizing information, making it searchable, and ensuring it stays accurate over time. AI-powered systems can even suggest missing content, flag duplicate information, and deliver answers where people are already working - whether that's in Slack, Chrome, or a help desk tool."

At Pebb, we’ve made sure our knowledge library integrates with group chats, calendars, and task management tools. If someone mentions a process in a chat, they can instantly link to the relevant guide. When new hires receive a task, step-by-step instructions are just a click away - no app-switching required.

This approach has real benefits. Companies that use connected knowledge libraries cut onboarding time by an average of 24%. That’s the difference between a confident new hire by week two versus someone still struggling by week four.

Access and Security

Accessibility is another cornerstone of a great knowledge library. It should be available 24/7 and mobile-friendly, so new hires can review resources anytime, whether they’re in the office or working remotely. This is especially crucial for remote teams spread across time zones. After all, half of all hourly workers leave their jobs within the first 120 days, often because they feel unprepared or unsupported.

Security is equally important. With U.S. compliance standards in mind, role-based access controls ensure employees only see what’s relevant to them, protecting sensitive company data while avoiding information overload.

"Onboarding is more than filling out paperwork and meeting new colleagues. Onboarding is the process of transforming a new faculty or staff member into a fully functioning member of your team."

At Pebb, we’ve designed our access controls to grow with employees. New hires start with the basics - just the onboarding materials they need. As they progress through training, additional resources unlock automatically. This approach has helped us tackle a common issue: only 29% of new hires feel prepared and supported to excel in their roles. By ensuring information is accurate, up-to-date, and tailored to their needs, we’re building trust and encouraging employees to fully embrace the platform.

Best Methods for Building and Managing Knowledge Libraries

Creating a knowledge library that actually works for onboarding isn’t as simple as dumping files into folders and calling it a day. At Pebb, we’ve learned the hard way that the difference between a resource that gets used and one that collects digital dust comes down to three things: smart content creation, getting the team involved, and offering content in different formats.

Creating and Updating Content

Here’s a wild stat for you: employees spend 1.8 hours every day - that’s over 20% of their time - just searching for information. Imagine losing nearly a full workday each week just hunting for answers. That’s why structuring and updating content is a game-changer.

We organize our library by tasks and topics, making it intuitive to navigate. Every quarter, we roll up our sleeves for a content audit - retiring outdated materials and standardizing naming conventions. Rob McWhirter from Twine hit the nail on the head when he said:

"Your library can look good, but if the content is poorly structured, the whole thing will fall down."

And he’s right. Even the best-looking library is useless if it’s impossible to find what you need. The Nielsen Norman Group also underscores the importance of clear labeling:

"Unclear naming is one of the biggest and most important projects to tackle when it comes to the IA"

At Pebb, we’ve nailed down a few rules to keep things consistent. We stick to simple language, break up long paragraphs, and use consistent tags and keywords to make searches a breeze. We call this “scannable content” - it’s easy for new hires to skim and find what they need without feeling overwhelmed.

One trick that’s been a lifesaver is limiting the number of categories. Too many options, and people get lost. We also assign roles for content creation, review, and approval, so nothing slips through the cracks. With version control systems in place, we can track every update - who made it, when, and why. This way, we’re always providing accurate and up-to-date information, cutting down on downtime for new hires.

Getting Employees to Contribute

Once the library is organized, the next step is getting the team to add to it. Here’s the thing: knowledge sharing has to feel natural, not like a chore. We’ve baked it into our daily routines with team interactions, collaborations, and even casual problem-solving sessions. When someone cracks a tough problem or finds a smarter way to do something, we make it super easy for them to share that with everyone else.

Recognition is a big part of this. We shout out employees who contribute valuable content, and our senior team members lead by example, actively participating in the process. This creates what I’d call a culture where sharing knowledge becomes second nature.

One strategy we love is our “two-solution” policy. Whenever someone brings a problem to management, they’re asked to suggest at least two possible solutions. Not only does this encourage critical thinking, but it often leads to fresh ideas for the library.

We also pair newer employees with seasoned pros. This mentorship helps ease any hesitation about contributing. New hires often bring fresh perspectives that can improve existing processes, so we encourage them to share insights during onboarding. Over time, this approach has turned our library into the go-to resource for everyone on the team.

Using Different Content Types

Let’s be honest - if your library is all text, people are going to tune out. Mixing up content formats makes a huge difference. Multimedia content, like videos and images, can significantly boost how well people retain information.

At Pebb, we’ve embraced a mix of formats to keep things engaging. For step-by-step instructions, process guides do the trick. Troubleshooting guides? Those work best with screenshots and videos. Quick questions? FAQs are perfect. And for deeper dives into policies or procedures, we rely on detailed articles.

Take Source Elements, for example. Their knowledge base is packed with videos, diagrams, and images that simplify even the most technical concepts. It’s a great reminder that not everyone learns the same way.

We’ve made it easy for our team to pick the format that works best for them - whether it’s a video tutorial, a slide deck, or a written guide. To keep things simple, we’ve created templates for common content types, but we don’t force everyone into the same box.

Here’s what works for us:

• Short, clear titles

• Bullet points for key info

• Bold text to highlight important details

• Images to break up dense sections

When someone needs to learn a new tool, for example, they can choose between watching a quick video or reading a detailed guide. This flexibility ensures everyone - from visual learners to those who prefer hands-on practice - finds what they need.

The result? New hires ramp up faster, and existing employees actually use the resources we’ve worked so hard to create. Mixing up content types isn’t just about making things look nice - it’s about making sure the information sticks and serves its purpose. And in the end, that’s what makes a knowledge library worth its weight in gold.

How to Set Up a Knowledge Library for Onboarding

At Pebb, we've fine-tuned the art of creating knowledge libraries that actually work. Over the years, we’ve learned that the secret lies in a three-step process: planning, testing, and ongoing measurement. Let me walk you through how we approach it.

Planning and Testing

Every great knowledge library starts with a solid game plan. First, we define its purpose - what problems will it solve, and who’s responsible for keeping it up to date? Once that’s clear, we assemble a dream team: contributors to create content, editors to polish it, and managers to ensure it stays relevant.

Then comes the fun part - building the library. We gather key resources like departmental guides, FAQs, and training materials to create a comprehensive foundation. To make sure everything flows smoothly, we design a content hierarchy and even include training sessions and intro videos to help users navigate the system.

Before rolling it out company-wide, we test it with a small group of new hires for a couple of weeks. Their daily feedback is pure gold, helping us spot gaps and fix any navigation hiccups. This pilot phase ensures the library is ready to support new employees from day one.

Teaching New Hires to Use the Library

Here’s where the rubber meets the road - getting new hires to not just use the library but master it. During their first week, we guide them through the most important sections, show them how to search for information, and even have them complete tasks like finding the expense policy. It’s hands-on learning at its best.

We also set clear guidelines for tone, style, and templates, so the content feels consistent and professional. To make things even easier, we pair new hires with experienced team members who can share tips and answer questions. This buddy system not only makes the transition smoother but also encourages collaboration.

By the end of this phase, new hires aren’t just users - they’re contributors who understand how the library works and can add their own insights over time.

Tracking Use and Results

Once the library is up and running, the real work begins: tracking how it’s being used and making improvements. We don’t just count page views; we dig deeper by setting KPIs, tracking how quickly tasks are completed, and reviewing engagement metrics every month. Regular surveys and focus groups during the first year help us uncover any pain points.

We also pay close attention to metrics like views, likes, and comments to see which content is hitting the mark. One lesson we’ve learned from McLean & Company is that collecting feedback without acting on it can actually backfire - employees might feel ignored. That’s why we make it a point to implement visible changes based on what we learn.

To keep the library fresh and secure, we carefully manage access, ensuring everyone has what they need while protecting sensitive information. Regular updates keep the content relevant, and by continuously measuring engagement, we’ve found that new hires reach full productivity much faster.

Conclusion: Improving Onboarding with Knowledge Libraries

Let me tell you, knowledge libraries are a game-changer when it comes to onboarding. The stats don’t lie - they make a huge difference for both new hires and the companies bringing them on board.

How Knowledge Libraries Transform Onboarding

Here’s the thing: employees spend an average of 3.6 hours a day just searching for information. That’s nearly half a workday gone - poof - on hunting down answers instead of actually contributing. When you centralize all that knowledge into one easily searchable library, you’re not just saving time; you’re completely rethinking how work gets done.

But it’s not just about saving time. Knowledge libraries help new hires hit the ground running. Instead of feeling lost or overwhelmed, they’re empowered to ask questions, share fresh ideas, and even challenge the status quo. That kind of collaboration doesn’t just benefit the newbie - it elevates the whole team. And when you create an environment where continuous learning is the norm, onboarding becomes less of a one-time event and more of a launchpad for long-term growth.

What Makes Pebb Stand Out

Now, let’s talk about what sets Pebb apart. Sure, platforms like Slack, Teams, and Workvivo are great for communication, but they’re piecemeal solutions. You end up juggling multiple tools to create a cohesive onboarding experience. With Pebb, everything you need is under one roof - and here’s the kicker: it’s free for up to 1,000 employees.

Our knowledge library isn’t just a standalone feature. It’s seamlessly tied into work chat, news feeds, tasks, and even employee directories. This integration means new hires don’t just save time - they get a fully connected experience that’s intuitive and keeps them plugged into the company culture from day one.

And let’s not ignore the elephant in the room: retention. A whopping 90% of organizations are worried about keeping their talent. That’s why Pebb goes beyond just informing new hires - it actively engages them. For just $4 per user per month, our premium plan adds advanced analytics, voice and video calls, and enterprise-grade security. These aren’t just bells and whistles - they’re the tools teams need to succeed, whether they’re on the front lines or in the office.

Consider this: companies spend an average of $1,308 per employee on training every year. And when a solid onboarding process boosts the chances of new hires sticking around by 82%, investing in a platform like Pebb becomes a no-brainer. It’s not just about onboarding - it’s about building a foundation for long-term success.

At Pebb, we’ve seen it firsthand. A well-designed knowledge library isn’t just a repository of information. It’s a hub for connection, growth, and empowerment. By bringing all the essential resources together in one place, we’re helping companies create workplaces where employees don’t just survive - they thrive. That’s the real power of a knowledge library.

FAQs

How does a knowledge library enhance remote employee onboarding?

When it comes to onboarding remote employees, having a centralized hub for all the essentials can make a world of difference. A knowledge library acts as that go-to spot, housing everything from company policies and training materials to FAQs and organizational details. It gives new hires the freedom to access what they need, when they need it, cutting down on confusion and helping them settle in faster.

With Pebb's knowledge library, we’ve taken this idea to the next level. It’s a user-friendly, searchable platform where all onboarding materials live in one place. New team members can learn at their own pace, while updates to resources are a breeze for managers. The result? Employees feel supported from day one, and the onboarding process becomes smoother and more efficient for everyone involved.

What makes a knowledge library effective for onboarding new employees?

Creating a knowledge library that truly supports onboarding means focusing on three key things: it needs to be well-organized, easy to navigate, and kept current. Think of it as the ultimate go-to resource for new team members, packed with everything from policies and procedures to FAQs and detailed onboarding guides - all laid out in a way that’s simple to access and understand.

Features like a powerful search bar and clearly categorized sections are game-changers. They make it quick and painless for new hires to find exactly what they need without wading through a sea of information.

But here’s the kicker: the library isn’t just a static resource. To really make it work, it has to blend effortlessly into your onboarding workflows and stay updated with the latest processes. That’s where tools like Pebb come in handy. It combines a robust knowledge library with built-in communication and collaboration features. And the best part? You can start for free, with premium plans kicking off at just $4 per user. It’s an all-in-one solution that makes onboarding smoother for everyone involved.

How does Pebb's knowledge library improve employee productivity and engagement?

Pebb's knowledge library makes life so much easier when it comes to finding and managing essential resources like company policies, training guides, and departmental documents. Instead of wasting time digging through emails or scattered folders, everything is organized in one user-friendly platform. This means employees can quickly get what they need and get back to doing what they do best.

What’s even better is how Pebb combines communication and collaboration tools into a single app. Forget juggling outdated systems - this setup connects the whole team. Whether it’s retrieving documents, working with colleagues, or staying in the loop, it’s all right there. The result? A smoother workflow, higher efficiency, and a team that’s not just productive but genuinely engaged.

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