Step 1: Create KnowledgeBase

Execution: System admin

Instruction:

1. Please verify which department(s) or unit(s) are using the KM system.
2. Apart from the department(s) and unit(s), are there any other important uses that could be separated into a KnowledgeBase? (If not, simply create KnowledgeBase based on the department(s) and unit(s))

Step 2: Set user account

Execution: System admin

Instruction:

1. There are many system function settings under [Management]; first, complete the account settings and add/invite new members.
2. If there are numerous members, a two-step invitation is recommended:

• First step (system setup phase): core members
• Second step (system completion phase): all members

Reference on how to create user account: /Knowledge/923?culture=en

Step 3: Set document class

Execution:

Main: core members of each department

Assist: system admin (settings)

Instruction:

1. What is “Document class”: used to structure the related documents, information, forms, or procedures that are created/uploaded to the KM system in a more organized way.
2. Or, you can think of it this way:

⇒ ”New employee orientation” documents could be one of the key items to focus on when tying in the system.

⇒ These documents could be one of the key items to focus on when tying in the system.

⇒ If so, these documents could be one of the key items to focus on when tying in the system.

*What are the important yet time-consuming information (meaning takes up the most time to organize and search for reference material)? Which work records should be preserved? These past experiences can be used to improve the team’s workflow.

3. List your needs, pain points, and progress, then think about what documents and records these will leave behind to help structure the “knowledge” later on.

Step 4: Set KnowledgeBase—Create folders for each department

Execution:

Main: core members of each department

Assist: system admin (settings)

Instruction:

1. Classify any related documents that should be preserved and sorted according to purpose and type, so that colleagues of the department can easily access and upload information into the folder.
2. After discussion and listing down the needs, colleagues can start creating them in their department folders.
3. It is recommended to focus on the needs and workflow of each department as the primary goal.

Reference on how to create a folder: /Knowledge/1184?culture=en