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 SmartStash |
SharePoint with SmartStash |
| Versioning | ||
| 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 SmartStash |
SharePoint with SmartStash |
| 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 SmartStash |
SharePoint with SmartStash |
| 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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