Let’s be honest: searching for important info at work sometimes feels like digging through a cluttered attic. Somebody, somewhere, probably knows where that how-to guide lives, but are they on vacation? Is it in an email thread? Okay, maybe it’s a dusty PDF on Sharon’s desktop?
If any of that rings true, you’re not alone. That’s exactly why we love turning SharePoint into a knowledge base: a “single source of truth” your whole team can actually find, use, and keep updated.
SharePoint: More Than Just a File Cabinet
When most folks think of SharePoint, they picture a place to store files and forms. But SharePoint can and should be so much more. With the right structure and a sprinkle of know-how, it becomes a powerful, searchable hub for all the wisdom your company collects.
Picture this:
- A service desk where employees can search for troubleshooting tips.
- A company policy library, always up to date and easy to filter by department.
- Quick-access guides for onboarding new hires so they never feel lost on day one.
- A central Q&A board for “How do I?” questions (with answers you can actually trust).
Real-World Examples That Work
1. The Self-Service IT Portal
Tired of “reset my password” requests? Many of our clients use SharePoint to create an IT knowledge base, loaded with step-by-step guides, video tutorials, and troubleshooting checklists. Tag it all so users can search by keyword, topic, or department.
2. HR Policy Library
No more hunting for that latest employee handbook PDF! HR teams use SharePoint’s version control and permissions to make sure only the freshest documents are live, and confidential ones are locked down tight.
3. How-To Video Vault
Lots of teams use a SharePoint subsite just for quick guides and short videos—think “How to run payroll” or “Using the new CRM.” Employees can leave comments or rating stars (“this helped me!”), so your best resources get seen.
4. FAQs and Community Answers
Set up a discussion board where users can ask and answer sticky questions. Pin the best answers, cross-link to relevant documents, and add smart tags so they’re easy to find next time.
Best Practices (We’ve Learned the Hard Way)
- Structure Matters
Organize your site with clear sections: HR, IT, Sales, Project Management—you get the idea. Make categories that make sense for your company, not just a template you found online. - Keep Search Simple
Train your team on filters, metadata, and keywords. Encourage everyone to tag documents thoughtfully, so search results are actually useful, not overwhelming. - Make it Easy to Contribute
When it’s too hard to add new content, updates will never happen. Set up simple forms or approval workflows, so anyone can share helpful info without needing a degree in SharePoint. - Stay Fresh
Old info causes trust issues. Assign someone as a knowledge base “owner” for each section, and set calendar reminders for regular reviews. - Show Off What’s Popular
Use SharePoint’s analytics or “Most Viewed” web parts to highlight the most helpful documents or guides right on the homepage. - Welcome Feedback
Sometimes the best suggestions come from users digging through materials. Add a feedback button—or better yet, a rotating “Didn’t find what you need?” link to a suggestion box.
Why SharePoint for Your Knowledge Base?
Let’s face it, you already have SharePoint, and your team already knows the basics. Instead of shelling out for another knowledge system, why not get more mileage from what you have? With its search, version control, permissions, and ability to look and feel like your company, SharePoint just makes sense.
And if you ever feel stuck or overwhelmed, remember: you don’t have to build it alone. That’s what we’re here for at eSoftware Associates! We love helping teams transform cluttered old file shares into living, breathing knowledge hubs their people actually want to use.
Sharepoint As a Knowledge Base Frequently Asked Questions
Can SharePoint really work as a company knowledge base?
Absolutely. SharePoint has robust features—like search, version control, permissions management, tagging, and metadata—that make it much more than just a file repository. With thoughtful setup, it becomes a centralized, searchable hub where teams can reliably find, update, and share key information.
What kinds of knowledge base examples can be built in SharePoint?
Common examples include:
- IT self-service portals with guides, troubleshooting steps, and video tutorials.
- HR policy libraries with secure, up-to-date benefits documents and procedures.
- How-to video vaults for quick learning on common systems or tasks.
- FAQ and Q&A boards where employees ask and answer recurring questions—saving time and reducing duplicate requests.
How should I organize my knowledge base in SharePoint?
Start by structuring your site into logical sections such as HR, IT, Operations, and Project Management. Use categories and subcategories that make sense for your organization, and take advantage of SharePoint’s navigation, site columns, and metadata filtering to make content easy to browse and search.
What are some best practices for making a SharePoint knowledge base successful?
Prioritize structure: Group documents and resources by function, department, or topic.
Leverage metadata: Encourage thoughtful tagging so search results are relevant and manageable.
Keep content fresh: Assign section “owners” and schedule regular content reviews to avoid outdated info.
Simplify contributions: Use submission forms and workflows so it’s easy for anyone to add or update content.
Highlight what matters: Use analytics web parts to showcase most-viewed or highest-rated resources right on your home page.
How can I encourage employees to add or update knowledge base content?
Reduce friction by providing easy-to-use submission forms, simple approval workflows, and clear guidelines. Make it part of onboarding and regular workflows, so contributing knowledge becomes a normal, valued team activity.
How do I make sure information in SharePoint stays up to date?
Assign content “owners” for each main section who are responsible for periodic reviews. Set up calendar reminders for check-ins, and use SharePoint’s version history and audit trails to track changes and ensure nothing gets lost.
What SharePoint features are most valuable for building a knowledge base?
Key features include advanced search, metadata tagging, document versioning, user permissions, page templates, analytics web parts (like “Most Viewed”), discussion boards, and the ability to create feedback or suggestion forms.
How can employees find information quickly in a SharePoint knowledge base?
Teach your team to use metadata filters, search keywords, and familiar navigation. Create intuitive site menus and leverage “Search” web parts or promoted links to put high-value info front and center.
Why choose SharePoint over a dedicated knowledge base tool?
SharePoint is already integrated into many organizations’ workflows, offering powerful security, customization, and branding capabilities without the need to pay for or learn a new system. It’s flexible enough for everything from simple FAQs to advanced, multi-department knowledge hubs.
What if I get stuck or need help building a SharePoint knowledge center?
eSoftware Associates specializes in SharePoint-based knowledge bases—from assessment to launch and ongoing optimization. We’ll help turn your cluttered content into a modern, intuitive resource your team can rely on. Reach out for inspiration, technical guidance, or a complete solution tailored to your needs.
Curious what a “SharePoint-powered” knowledge base would look like for you, or just want help laying the groundwork? Reach out to us today and let’s build something your future team will thank you for!