Digital Knowledge Base can be created by teams that use conference calls and web conferences internally that tend to be adept at exchanging knowledge
They may jump on a web conference to show a co-worker how to troubleshoot a software issue, apply a special effect in Photoshop, or discuss an important company policy.
Not only are these conversations helpful at the moment, they could be helpful in the future — if you capture and preserve them in a digital knowledge base. Since you can easily record conference calls, video conferences, and web conferences, you’re already halfway there. Use the tips below to create your own digital archive.
- Create a structure for your knowledge base — Depending on your business systems and preferences, you could create an Office 365 Sharepoint Site, an existing content management system, a shared network or cloud-based drive, or even Evernote notebooks. Wherever you opt to store your recordings, it’s smart to create some sort of structure so that it’s easy to find relevant recordings. For example, you might create categories and sub-categories or use tags to organize your content.
- Determine which conference call recordings are worth storing in your digital knowledge base — All of your conference calls have value, but not all of them should be preserved for future consumption. For example, a conference call discussing your company’s sexual harassment policy could be helpful while one discussing a specific individual’s behavior would likely be off limits for sharing to a general internal audience.
- Announce your intentions — At the beginning of any conference call that you are recording, it’s a best practice (and depending on the local jurisdiction, could even be a legal requirement) to inform all parties that the call is being recording. If you intend to post it on your internal knowledge base, let the attendees know that as well.
- Use editing software as needed — Audio and web conferences can cover any number of topics as well as contain hidden gems that would be helpful to your current and future employees. However, a one-hour recording spanning multiple topics will likely get fewer views than a series of bite-sized chunks focused on individual topics.
- Include transcripts (if available) — If you routinely have your recordings transcribed, it’s helpful to include a transcript with your recording. Some people prefer reading over listening. Others may want to refer to the transcript while taking notes.
- Share your new and growing knowledge base — Make sure your knowledge base is highly visible amongst your team so that they’re aware of this valuable resource. Encourage contributions.
Finally, consider holding weekly audio or web conferences specifically to create content for your knowledge base. For example, you could rotate through the different departments of your business each week, holding a short conference call on a topic relevant to that department. If you kept this up, by the end of a year, you’d have at least 50 helpful recordings in your digital knowledge base.