Knowledge management in SharePoint Online

23. March 2023

SharePoint online is great for many things, but if you use it for building a knowledge portal, you'll be missing out on valuable features

Knowledge management in corporations

In today’s fast-paced business environment, knowledge is one of the most valuable assets that a company can possess. Knowledge management is the process of creating, sharing, using, and managing knowledge and information within an organization. One of the key tools used in knowledge management is a company knowledge portal, which can provide numerous benefits for corporations.

Increased Efficiency

A knowledge management portal can significantly increase efficiency by providing employees with quick and easy access to information. Instead of spending time searching for information or waiting for a response from a colleague, employees can find the information they need in just a few clicks. This can save a significant amount of time and allow employees to focus on more important tasks.

Improved Collaboration

Collaboration is essential for any organization to succeed, and a knowledge management portal can facilitate collaboration by providing a central location for employees to share information and collaborate on projects. This can help break down silos between departments and ensure that everyone is working towards the same goals.

Better Decision Making

A knowledge management portal can also improve decision making by providing employees with access to up-to-date and accurate information. This can help to ensure that decisions are based on the best available information, rather than guesswork or assumptions. Additionally, a knowledge management portal can provide employees with insights into past decisions and outcomes, helping them to make better decisions in the future.

Increased Innovation

A knowledge management portal can also foster innovation within an organization. By providing employees with access to a wide range of information and ideas, a knowledge management portal can help to spark new ideas and encourage employees to think outside the box. This can lead to new products, services, and processes that can help the organization to stay ahead of its competitors.

Enhanced Customer Service

Finally, a knowledge management portal can improve customer service by ensuring that employees have access to the information they need to provide timely and accurate responses to customer inquiries. This can help to build customer loyalty and increase customer satisfaction, leading to repeat business and positive word-of-mouth recommendations.

SharePoint Online for knowledge portals

From increased efficiency and collaboration to better decision making, innovation, and customer service, a knowledge management portal can help to ensure that an organization is using its knowledge assets to their fullest potential. But how do you create one? If your organization has Microsoft 365, it also has SharePoint Online. 

SharePoint Online is a cloud based technology containing a great amount of functionality designed to generate and distribute digital content. So you might think that it would be easy to create a knowledge management portal in SharePoint. Unfortunately, you will quickly face some hurdles once you first get started. Because even though SharePoint can do a lot, it can’t do everything.

This is where SmartStash enters the mix.

SmartStash offers an ever expanding set of features that picks up where the features in SharePoint fall short. SmartStash provides management and distribution of individualized content, adherence to compliance requirements and a clear and userfriendly setup. SmartStash also gives you workflows and automations that save users and editors hours of work.

Below you will find a detailed overview of the features that SharePoint can provide, and the ones you only get with the use of SmartStash.

Here are just some of the great features you only get with SmartStash:

  • Custom email templates
  • Content presented in chapters, as a glossary or in process steps
  • Workflows for approval and document control
  • Targeted content recommendations
  • Export of read/un-read receipts
  • Custom reminders
  • Dynamic content overview
  • Quick search and filtering based on topics and categories
  • Accordion style text formatting
  • Export of reports
  • Personal dashboard
  • Teams integration and notifications

Content and document management

Feature SharePoint without 
SharePoint with 
Register changes with notifications
Custom e-mail templates
Direct editing
Intelligent search
All content listed as a glossary
All content listed in chapters
All content listed as process steps
Adjustable and simple permission management
Personalized information architecture

Management system og workflows

Feature SharePoint without 
SharePoint with 
Automated test and release process
Standard compliant document control
Standard compliant versioning of approval process
Integrated task management for  check and approval
Determine binding nature of information
Recommend information for select target groups
Export of process reports
Export of read/un-read receipts
Administration control
Custom reminders for unread content

Userfriendly system

Feature SharePoint without 
SharePoint with 
Simple and user friendly interface
Overview of most important information in an article
Highlight important information with information boxes
Integrate article notes in highlighted colours
Dynamic content overview for long-form articles
Quick search and filtering based on topics and categories
Text formatting with accordion elements
Export of reports on open processes
Mark as favourite feature
Personal Dashboard
Teams Integration (Tab and App)
Teams notifications via Bot and Chat Push

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