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7 Steps to Using a Knowledge Bank to Streamline Content Creation

By Maya Szydlowski Luke

Note: To start your knowledge bank today for free, download your custom knowledge management template and refer to the 7-step guide below.

Ah, content creation: the love-hate member of your content marketing team.

While it takes time and careful effort, content creation doesn’t have to be a dreadful experience. In fact, with a little prepping ahead of time, adapting to new processes, and a flood of expert knowledge, it can actually be easy, effective, and enjoyable. (Gasp! I did just say that.) 

We’ve discussed knowledge management and knowledge banks on our blog in the past, but how does one actually utilize this resource to optimize the content creation process? And, more importantly, how does it save your team time? 

Your Content Team’s New Favorite Tool: Knowledge Banks

When we work with our clients, especially CEOs, CMOs, HR directors, and other company leaders, we completely understand how busy they are. However, for us (and any content creator) to help them create exceptional content, we need their knowledge. Simple solution? “Stock up” as much of their knowledge as possible beforehand to make content creation a painless, more enjoyable process for everyone involved.

Using knowledge banks to create content can enhance your content and improve efficiency throughout the entire process, especially when things get busy for both you and your content team. 

But to ensure you’re using yours effectively, you need to have an organized, centrally located place to house your employees’ knowledge — and that’s where a customized Knowledge Management Template comes in. 

The Knowledge Management Template is a customizable tool to store important information about your company, its key leaders, and your customers. From the company’s origins to its customer pain points and press releases, this template will help you organize every detail necessary to save time when creating both internal and external content. 

Now, chances are your company already has a lot of information that could go into a knowledge bank. But by establishing a central location for company knowledge, you’re providing a resource library for employees to better equip themselves with the necessary materials. Your sales and marketing teams can use customer pain points to generate and nurture leads, and your content team can craft exceptional content using real-life examples and awards. The knowledge you supply in this template is the key to increasing productivity, employee engagement, and the quality of your content. 

Your 7-Step Guide to Using Your Company Knowledge Bank

Influence & Co. specializes in knowledge extraction, and our team uses this process every day with our clients’ content and our own. To get started in the right direction, here’s your step-by-step guide to building your own company knowledge bank:

  1. Customize. Familiarize yourself with each of the tabs, and add any custom tabs that are exclusive to your company.
  2. Stay consistent with small details. As you begin to input information, be sure to consistently add dates, relevant links, topics, and content to each tab.
  3. Update it regularly. You want to make sure your examples and insights are fresh and timely so staying consistent and making a note to update it regularly is important.
  4. Set guidelines for multiple users. If multiple people are inputting information to your knowledge bank, add guidelines for consistency and designate who adds each piece of information in case questions arise down the road.
  5. Use follow-up questions for more context. To further avoid confusion, consider writing up a few follow-up questions team members might have, and include that information as well.
  6. Crowdsource knowledge across your team. On that note, encourage your staff to answer questions about their roles and experiences. Using your team members’ ideas can be immensely helpful in strengthening articles — just make sure to quote and give credit where it’s due.
  7. Most importantly, make it accessible! If other people don’t know where to find this amazing plethora of information, how can they utilize it in their everyday activities? Ensure it’s located in a place where everyone has access and is sure to see it daily.

Next time you have an amazing experience with a lead, discover a tip that just took your productivity to the next level, read an article that’s worth sharing, or perfectly explain a concept that gets people to better understand what your company’s core message is, don’t let that go to waste. Open your knowledge bank and continue adding new, interesting, and relevant information to build your resources. Its benefits may surprise you.

Does your team utilize a knowledge management process for content creation in-house? Let us know your tips and tricks!

We know creating exceptional content is only one piece of the puzzle. Are you effectively organizing and promoting your content once it's published? For a quick and easy-to-use template, click to download below: New Call-to-action

Posted on November 11, 2015

About Maya Szydlowski Luke

Social media and the Influence & Co. blog is my happy place. My best days are spent discovering trends about coffee, health, content strategy, and fashion, 140 characters at a time. Let's connect! @MayaSLuke

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