Knowledge Library allows organizations to create a central home in Workplace. With Knowledge Library, key resources live alongside dynamic updates and Live video broadcasts, to offer employees one space where they can find the information they need.

It’s no wonder that organizations that use Workplace and Knowledge Library slash employee onboarding by an average of 24%, and save employees a significant amount of time spent searching for information.

You may think of Knowledge Library as a place to store HR and company policies, but it can be much more than that. Organizations are thinking of Knowledge Library as a space for employee professional, personal and social development. This guide will walk you through some of the ways other organizations are using Workplace, and will provide tips to help you get started.

How other organizations use Knowledge Library

There are a lot of ways to use your Knowledge Library, but having a healthy mix of the examples below guarantees that your Knowledge Library will have a big impact on your organization.

1. Official organization/company resources
1. Official organization/company resources

This is a must-have for most organizations, and it’s a great place to start.

Official company resources often includes things like:

  • Benefits/policies information
  • Organization mission and values
  • General onboarding content
  • Travel & expense policies
  • Employee newsletters
  • Official diversity & inclusion resources
  • General safety information

Who should have edit access:

Official company resources are most often managed by your HR team, but other teams may also contribute to building this content, such as internal communications.

Who should have viewing access:

This content is usually made visible to everyone in the organization.

Pro-tip: Add your most important resources to a collection and pin it to a group, such as your employee onboarding group or company announcements.

2. Tool and process guides
2. Tool and process guides

Think of these as providing your employees with self-serve like FAQs and guides for important tools and processes.

This often includes things like:

  • Setup guides for IT tools and equipment
  • Information on what requires legal review and how to request it
  • How to request assets from the marketing team
  • New user guides for Workplace
  • How to submit a support ticket

Who should have edit access:

Each of these tools and processes is typically owned by a single team or department (such as the IT team, marketing team, or legal), and it will be their job to build out this content.

Who should have viewing access:

While Knowledge Library categories can be limited to very specific parts of the organization, this content is usually relevant to enough of your organization that it would make sense to make it available to everyone.

Pro-tip: Once these categories are completed, make sure to share them in relevant groups. Then, pin the post to the top of the group so it’s always easy to find.

3. Themed & cross-functional resource hubs
3. Themed & cross-functional resource hubs

These categories are perfect for situations where it makes sense to centralize a large set of resources (often created by multiple teams) in one place based on either a specific topic or a particular audience.

Think of them as resource hubs where employees can find tips and best practices that can improve their experience at work and help them grow professionally and personally.

This often includes things like:

  • Career growth resources
  • Remote working hub
  • Wellness hub
  • People manager hub

Who should have edit access:

It’s typical for your HR team to manage these categories, but other teams can also contribute to building out content.

Who should have viewing access:

Viewing access will depend on the category. For example, career growth resources should likely be made visible to everyone, while the people manager hub should only be visible to managers.

Pro-tip: Make sure employees know that these resources exist by sharing them to relevant groups. You can also create a collection, consolidating similar resources and pin it to a company-wide group.

4. Team and department resources editors
4. Team and department resources

Knowledge Library lets you consolidate team and department resources in a space that's only visible to team members or select cross-functional collaborators.

This often includes things like:

  • Team/department-specific onboarding resources
  • Tool guides specific to a particular team/department
  • Cross-functional hubs maintained by a team/department to serve a narrow set of collaborators and stakeholders
  • Internal team/department processes

Who should have edit access:

Select members of the team or department should be responsible for building out all of the content in this category.

Who should have viewing access:

Viewing access should be limited to members of the team and close collaborators who need to understand team processes and tools.

Pro-tip: Make sure that team/department categories are pinned to the team or department’s group, so they’re centrally located and easily accessible.

5. Community resources
5. Community resources

Knowledge Library and Workplace groups work very well together. If you have some particularly active communities or social groups in your organization, you may want to consider giving their group admins a designated space in Knowledge Library to curate resources for, and from, group members.

Not only does this help your communities highlight particularly important information for their members, it also gives you an easy way to keep official organizational content and employee-generated content in separate places.

It’s easy to restrict Knowledge Library content to membership in a specific group, so this content will only be visible to the right people.

This often includes things like:

  • Resources for homeschooling your children for your Parents@ group
  • Links to Black History month celebrations around the world for your Black@ group
  • Links to industry specific conferences for women for your Women@ group
  • Resources specifically for LGBTQ families raising children for your Pride@ group

Who should have edit access:

Select members of the social or employee resource group.

Who should have viewing access:

Viewing access should be limited to group members so it doesn't clutter up Knowledge Library for other users.

Pro-tip: Have category editors pin their category to their group so it's always easy for group members to find.

What comes next

Now that you have an idea of what you’d like to use your Knowledge Library for, it’s time to start building out your content. If you haven't already, make sure to check out the Knowledge Library Admin Basics class to see how easy it is to create content in Knowledge Library.

After that, be sure to check out Making the Most of Your Knowledge Library, where you will learn how to make Knowledge Library content easily discoverable and how to set social sharing in motion.

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