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Using Confluence for knowledge management: 6 best practices
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Using Confluence for knowledge management: 6 best practices

A headshot of Helen Jackson
Helen Jackson
18th March, 2024
A stack of books with colourful sleeves on a stylised background
A headshot of Helen Jackson
Helen Jackson
18th March, 2024
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What is knowledge management?
Why use Confluence for knowledge management?
How to use Confluence for knowledge management
Fostering a culture of shared knowledge

Sharing knowledge has never been easier. We reveal our top tips for better knowledge management in Confluence.

Effective knowledge management means accelerated innovation, better team collaboration, and improved business performance. With knowledge workers sharing and categorising files and information, decision-makers are more equipped to make impactful decisions that affect the bottom line, and staff are empowered to learn, grow, and develop, which only contributes to better business performance.

There’s no use gatekeeping content: secrecy has no place in business success. So keep reading to learn more about using Confluence to leverage knowledge management.

What is knowledge management?

Knowledge management is a process that involves creating, organising, and sharing knowledge within an organisation. By collating internal knowledge, you help others learn new things quickly and make accessing the information they need easy.

Let’s say you have a new member of staff starting; instead of letting them figure things out on their own or spending hours answering their specific questions, they can take a self-guided tour around your knowledge base where they can easily access onboarding documentation, including annual leave policies, branding guidelines, and more. Helping them settle in quicker and get acquainted with your business operations.

Why use Confluence for knowledge management?

For comprehensive knowledge management, you’ll need to identify, organise, and share your knowledge. You can do all this easily from within Confluence, making managing and maintaining your knowledge superbly easy.

Confluence's real-time communication feature streamlines interactions for remote workers or teams. And its powerful search engine means locating the relevant documentation is a breeze.

How to use Confluence for knowledge management

To use Confluence for knowledge management, you’ll need to create a Confluence knowledge base.

  • Plan out the content for your knowledge base: Before you start with Confluence, you should hone in on the audience. Who is your content for? Your audience could target new starters only or existing employees. Figuring this out helps you map out what content you need and from whom.

  • Save time by using Confluence templates: One great thing about Confluence is that you can tailor it to fit your organisational needs, but you can save huge amounts of time by customising the templates instead of starting from scratch. E.g. how-to or troubleshooting articles.

  • Create a consistent hierarchy: Now you have your content, it's time to organise it in a clear hierarchy of pages. This makes it easier for users to navigate through your knowledge base, finding the right content they need at that moment. So if your knowledge base is for new starters, you might want to group sections based on departmental procedures, general employee policies, FAQ section, induction checklists, etc.

  • Share and manage your knowledge: Add users and set permissions across the spaces you’ve created in Confluence; you can also invite users through integrated platforms like Slack or Trello. By making your knowledge visible to all team members, you’re encouraging a more transparent, communicative working environment.

  • Measure user engagement: There are plenty of ways to measure user engagement through the Confluence app marketplace. One way to measure activity is by integrating Google Analytics with Confluence. This integration helps you monitor page views, page activity, and site searches, helping you quickly identify pages that aren’t used and roll out improvements where needed.

  • Get user feedback: You want to create a knowledge base that’s not just used, but adds real value to its users. This means you need to ask users for feedback. Our Forms for Confluence help you collect feedback easily and display the results in an intuitive format, helping you make informed decisions.

Fostering a culture of shared knowledge

Introducing knowledge management can be met with resistance - in some cases, you’ll be asking employees to change their way of thinking and working. But sharing internal knowledge is essential. It helps you boost team productivity, improve innovation, and encourage effortless employee training and development.

And guess what, it can even help you save money! By leveraging knowledge management, you cut down on training and development costs. So, take the time to harness this new environment and embrace knowledge-sharing processes because it may well transform how you compete in your respective markets.

Our apps transform user experiences in Confluence

Add interactive macros to boost engagement, create branching scenarios through your content, and effortlessly capture user feedback with forms.
Written by
A headshot of Helen Jackson
Helen Jackson
Content Writer
Helen is a freelance content writer specialising in Software as a Service (SaaS). She has a BA Hons degree in English, a Chartered Institute of Marketing qualification, and over ten years of experience in content marketing.

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