Invos

04_knowledge_base_management

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Knowledge Base Management

Our internal knowledge base (e.g., Confluence, Notion) is a critical resource for sharing information and best practices. This document provides guidelines for managing it effectively.

Purpose of the Knowledge Base

  • Centralized Information: To provide a single source of truth for company processes, technical standards, and project information.
  • Onboarding: To help new employees get up to speed quickly.
  • Knowledge Sharing: To document solutions to common problems and share expertise across the team.

Structure

The knowledge base should be organized into clear and logical spaces or sections. Our standard structure is:

  • Company:
    • Mission, Vision, and Values
    • Company-wide policies (e.g., remote work, vacation)
    • Team Directory
  • Projects:
    • A dedicated space for each client or internal project.
    • Each project space should contain:
      • Project overview and goals.
      • Key contacts and stakeholders.
      • Links to important resources (Git repo, staging environment, etc.).
  • Engineering:
    • Coding standards and style guides.
    • Technical architecture patterns.
    • How-to guides for common tasks (e.g., “How to deploy to staging”).
    • Information about our tech stack (OpenNext, Cloudflare, etc.).
  • Processes:

Creating and Editing Content

  • Ownership: Each page in the knowledge base should have a clear owner who is responsible for keeping it up to date.
  • Templates: Use templates for common document types (e.g., meeting notes, project overviews) to ensure consistency.
  • Review Process: For significant changes or new policies, have another team member review the content before publishing.
  • Labels/Tags: Use labels to categorize pages and make them easier to find through search.

Maintenance

  • Regular Reviews: Page owners should review their content at least once per quarter to ensure it is still accurate and relevant.
  • Archiving: If a page is no longer relevant, archive it rather than deleting it. This preserves the historical context.
  • Feedback: All team members are encouraged to provide feedback on documentation. If you see something that is incorrect or unclear, leave a comment or inform the page owner.
  • A well-maintained knowledge base is only useful if people can find what they are looking for.
  • When creating content, think about the keywords that people might use to search for it and include them in the title and body of the page.

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