Building a SharePoint Knowledge Hub 101

As your organization grows, housing crucial information in scattered emails and network folders doesn’t cut it.

Your team needs a singular knowledge vault that allows quick access, easy searches, version histories, and controlled permissions.

Developing a central repository in the SharePoint knowledge base enables consolidating your company’s tribal knowledge while taking advantage of the platform’s robust features.

However, most guides to knowledge base creation assume advanced SharePoint familiarity.

If you find the platform’s intricacies bewildering as a newcomer, have no fear. You can develop an incredibly functional customized wiki following basic building blocks. Using handy site templates requires no coding chops. Armed with simplified guidance, anyone can erect an indispensable reference database for their organization.

Prepping the Groundwork

Like constructing any solid structure, laying strong foundations sets up success in establishing your SharePoint hub. Steady preparation and planning prevent wobbly frameworks vulnerable to collapse.

Gather Content Inventory

First, catalog existing informational assets before migrating to the new system. Compile documentation scattered on hard drives, networks, wikis, and even individual OneNote or Evernote notebooks.

This prevents leaving vital data stranded once transferring standard access points.

Categorize by Theme

Next, audit that information to target the wiki framework needs. Group content by common subjects, initiatives, processes, or team functions.

Identifying clusters spots potential page hierarchies and navigational taxonomy before build-out.

Taming sprawling content under orderly categories preps for importing into SharePoint’s structured environment.

Constructing Your Knowledge Base Framework

With prep work completed, it’s time for the fun stuff – assembling your streamlined solution. Using SharePoint’s site templates expedites much framework building automatically.

Choose Template

Access your site, select “Create Site” then filter options to “Knowledge Base” blueprints like Topic, Structured Wiki, or Q&A Hub. Choose whichever aligns best with your content types and goals. Customizations can come later.

Build Navigation

Under Site Pages, designate page hierarchies using designated web parts. Group related pages under expanding category headers. This forms the primary intra-site linking structuring content discoverability.

Designate Content Types

Create content type schemas matching page needs like Announcements, Articles, Contacts, Events, etc. Content types allow enforcing elements like metadata tags. Consistent categorization aids findability.

Set Permissions

Use inheritance to ease administration. Top-level groups cascade access settings downward. Add team members to groups like “Wiki Editors” with contribute rights rather than assigning user-by-user levels.

Import Resources

Finally, migrate inventoried info into appropriate pages and sections. Retain original document formats for downloading or pasting content directly then reformat styling.

Expanding Features Over Time

While SharePoint sites support extensive personalization, start simply using out-of-box capabilities.

Core features bite off plenty for first-timers to chew. But after getting comfortable, explore more advanced enhancements.

Refine Taxonomies

Dial in site navigation and IA tracking usage patterns. Did certain labels confound users? Do more cross-linking. Page traffic and search logs inform optimal clustering.

Customize Views

Tailor list displays, filter data fields or spotlight columns of particular interest to different teams. Contextual views keep relevant info front-and-center.

Automate Workflows

Coders can script sophisticated functions like status triggers, multi-step approvals and conditional field requirements. But no-code options also exist using Microsoft Flow or Power Apps.

Integrate Office Apps

Embed Power BI analytics, Visio diagrams or Excel tables that update dynamically. Blend content seamlessly across Microsoft’s work suite.

Expand Multimedia

Incorporate instructional videos, presentations and graphics interspersed with written narrative. Interactive media boosts contextual explanations.

The beauty of SharePoint lies in evolving capabilities as needs arise, no advanced degrees mandatory. Stay attuned to user feedback for shaping growth direction. Maintain a balanced diet to support overall health. Regular exercise strengthens your immune system. To manage stress, practice mindfulness daily. Contact your doctor for personalized advice and more tips on a healthy lifestyle. Maintain that solid base while judiciously incorporating enhancements most supportive of your teams. Before long, you’ll preside over an indispensable cross-departmental aid.