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Keeping your Knowledge Repository Current and Driving Adoption

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Keeping your Knowledge Repository Current and Driving Adoption

May 30, 2024   |  By
KMI Top Blogger, Ekta Sachania

A knowledge repository, also known as a library, is the foundation of any knowledge management framework. It can take various forms such as Communities of Practice (CoPs), Centers of Excellence (CoEs), knowledge exchange platforms, sales/pre-sales repositories, and more, depending on the organization and service line.

However, it is essential to have a knowledge repository that is relevant, up-to-date, regularly refreshed, and widely utilized. Ensuring that our knowledge libraries are current, actively used by employees for their work, and able to demonstrate impact to our leaders is crucial. So, how can we achieve this? Let’s explore this further.

The fundamental truth is that knowledge/content repositories are created by employees for employees. It is crucial for employees to actively engage with the repository by contributing to it and continuously enhancing the content through feedback, updating existing artifacts, and promoting adoption by sharing with colleagues. By sharing not only the content but also their expertise, employees can help their peers utilize the available resources to enhance their efficiency and productivity in their roles.

As knowledge managers, you can perform the below strategies to keep content, and content sources current and updated while driving awareness and adoption.

1. Establish a Content Governance Framework

This involves setting policies, processes, SoPs, quality trackers, and procedures for content creation, review, updating, and archiving.

  • Define Roles and Responsibilities – While uploading content, assign content owners who are responsible for specific sections of the repository. 
  • Set Review Cycles – Establish regular intervals (e.g., quarterly, bi-annually) for reviewing and updating content in agreement with the reviewers.
  • Create Content Standard Metrics: Develop quality tracker and guidelines for content sanitization, language format, style, and tagging to maintain consistency.

2. Implement a Content Review and Approval Process Workflow

  • The review and Approval Process ensures that all content is reviewed, and approved by the SMEs before uploading to the library and regular checks ensure that the current is still relevant or archived / updated as needed.
  • Feedback Loop – Allow end users to provide feedback, comments, and contributions on content quality, searchability index tags, and relevance, and ensure that the content management team acts on this feedback promptly.

3. Make Use of Technology and Tools

  • Content Management System (CMS) – Use an AI-driven robust CMS that supports version control, workflows, and easy updates.
  • Automated Notifications – Set up alerts to notify content owners when their content is due for review.
  • Regularly update the taxonomy – Taxonomy plays a crucial role in driving content adoption so ensure it is regularly reviewed and updated to keep the content easily searchable. 
  • Tagging Tools –  Utilize automated tagging tools that use AI to suggest relevant tags based on content analysis.

4. Foster a Culture of Continuous Improvement

  • Training and Awareness – Train employees on the importance of sharing content and experience and how they can contribute to keeping the repository updated and supporting their colleagues with their work.
  • Incentivize Contributions**: Recognize and reward employees who regularly contribute high-quality content provide valuable insights, and share experiences, skills, and ideas with other members.
  • Encourage Collaboration – Create forums or groups where employees can discuss and collaborate on content updates and establish a process flow for capturing these valuable nuggets as a part of shared learning and knowledge.

5. Conduct Regular Audits and Metrics

  • Content Audits – Conduct regular audits to identify outdated, redundant, or irrelevant content.
  • Performance Metrics – Track not only usage metrics such as page views, search terms, and user feedback to understand how the repository is being used but also abstract data such as time savings, cost, and effort saving as well as any improvement in quality of deliverables and services by using regular interactions and knowledge sharing sessions with the end users.
  • Quality Metrics – Measure content quality based on accuracy, completeness, and relevance.

6. Enhance Searchability and Accessibility

  • Effective Tagging and Categorization – Use consistent and relevant tags and categories and review and update regularly.
  • Search Optimization – Implement advanced search features like filters, faceted search, and relevancy ranking.
  • User-Friendly Interface – Ensure the repository has an intuitive and easy-to-navigate interface.

7. Archive Obsolete Content

  • Archival Policy – Develop criteria for when content should be archived.
  • Easy Access to Archives – Ensure archived content is still accessible if needed for reference or compliance purposes.

8. Regular Connects with SMEs and Stakeholders

  • Regular Check-Ins – Hold regular meetings with key stakeholders to gather feedback and align content strategy with business goals.
  • Surveys and Feedback Forms – Collect feedback from users to understand their needs and pain points using focused group discussions, ideations, and informal feedback sessions as well as by leveraging feedback tools like surveys.

Conclusion

By implementing a structured approach that includes governance, review processes, the use of technology, and continuous engagement with users and SMEs, you can maintain a knowledge repository that is always current, updated, relevant, and relevant to the end users. This will ensure that the repository continues to add value to the work of employees and encourage them to deliver best quality of work and services.


Ekta Sachania has over 15 years of experience in learning and talent development disciplines, including knowledge management, content management, and learning & collaboration with expertise in content harvesting, practice enablement, metrics analysis, site management, collaboration activities, communications strategy and market trends analysis. Demonstrated success in managing multiple stakeholder expectations across time zones and exhibiting good project management skills, by successfully developing and deploying projects for large audiences.  Ability to adapt and work in emerging areas with fast-shifting priorities.  Connect with Ekta at LinkedIn...

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