Top 7 Ways A Knowledge Base Program Can Improve Your Office

One of your employees has just tried to print something and he / she gets a printer error. The error says: "No more paper." Well the employee knows that the printer is not out of paper, and it is not a jam. What to do? Well, the traditional response is to call technical support. But wait. Is not another office seen this error before? Can it be corrected faster with help from an employee? In this article we will review 7 ways a Knowledge Base program can improve overall office communication.

1. The biggest reason to use a Knowledge Base program is to keep track of software problems. Almost all offices have three dynamics to their software: Operating System, Productivity Software, and custom-built software for your business. Transfer all of your computers to all of this software is really a bold move. A Knowledge Base program allows your employees to enter detailed information about a range of topics, including software, how-to (s), bugs, preferences and options, hardware options, and many others.

2. A Knowledge Base program is perfect for storing ... good knowledge. Often, your office will have an employee who has been in business for several years and then suddenly turned their two weeks' notice for a variety of reasons. This employee takes all his / her knowledge with them. This means that other less informed employees to fill their shoes. Not an easy task. It need not be such more. With a Knowledge Base program, an employee may be required to carry at least one item a week. If you have 5 employees who are 260 items in your Knowledge Base for years!

3. How can one define knowledge? A Knowledge Base can be virtually anything you want. Quite often we have contact information, vendor information, and policies and procedures that are stored in hundreds of files across your hard drive, or worse, papers all over the office. A Knowledge Base makes it easy to have all this information in one place. If the Knowledge Base has a robust search engine, a search can be completed in a few seconds.

4. Customer Relations. A Knowledge Base can improve customer relations. Customers can now have advanced knowledge of policies and procedures, product and service prices, and with a quick reaction from the staff.

5. More precise answers. Often, simply give up trying to find the information and take your best guess at what you think of the material. Although it may be acceptable to you some of the time, it may not be acceptable to the customer or client you're talking to.

6. Improve office productivity. The same employee who had the "out of paper" error message found out from the Knowledge Base that he / she will need to reinstall the printer driver. This saved the employee twenty minutes out of the work day.

7. Beat the competition. The competition may have never considered using a Knowledge Base program in the office. By having this basic idea and software in place, you will be able to work smarter, save time and save money. The competition will be left in the dust!

Bonus Tip:

Research best Knowledge Base software for your business. Knowledge Base (s), sometimes called Knowledge Management comes in many different variants. Check out the vendors! Make sure they have a free demo or product information on their website.