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SharePoint Knowledge Management has become an integral part of businesses in today’s digital age. Many companies use SharePoint as a platform to store, manage & share their data across different departments. This makes it easier to track progress, maintain consistency & keep everyone on the same page. With its numerous features, SharePoint provides organizations with the ability to turn unstructured data into valuable knowledge.
However, for a knowledge management strategy to be successful, certain best practices should be followed. This blog will review SharePoint Knowledge Management best practices from effective content management to team collaboration processes.
With these practices, organizations will be able to maximize the potential of SharePoint knowledge management, improve decision-making & drive innovation.
Here are the best practices for using SharePoint as a knowledge management platform. Follow these given practices carefully and you will boost your productivity in no time.
Before you begin structuring your taxonomy, it is crucial to understand your business objectives & the knowledge you want to manage.
By defining your goals, you can utilize the taxonomy to better manage your knowledge, reduce redundancies & increase efficiency.
Here are some tips for creating a clear taxonomy in SharePoint:
Your team members should know how to use these tools & features to create a well-organized knowledge management system. Training can happen in multiple ways, such as online tutorials, workshops, or on-the-job training.
To best manage your documents, create an indexing system based on metadata. Use a consistent naming convention, file structure, & versioning. This guarantees that documents are easy to find & that there is no confusion about which version of the document is the most current.
Some common use cases of workflow automation are reviewing & approving documents, content publishing & project management.
It is important to enact an enterprise-level security strategy that enforces strict guidelines for document sharing & file storage. Your security policies should be periodically reviewed & updated as the requirements change.
With the many benefits of this knowledge management system, there are a few shortcomings that many users encounter. Here are the few below.
In a nutshell, SharePoint knowledge management can provide your organization with the ability to share & collaborate on relevant content to enhance organizational efficiency & effectiveness. By following the best practices that have been discussed in this post, you can take advantage of all the capabilities of SharePoint.
In addition, an effective migration plan is key for transitioning from older versions of SharePoint to newer ones. Ensuring a successful migration requires using suitable tools like Kernel Migrator for SharePoint as it offers a smooth process with its simple interface & advanced capabilities.
A. SharePoint sites present two distinct types of sites – communication sites & team sites. Each type of site has its unique set of templates, with pre-filled content, pages & web components that can be personalized to suit your organization’s needs. Communication sites are more geared towards broad organization-wide communication, while team sites are designed for collaboration between smaller teams.