Deciding what information should go into

Figuring out what processes and information should be documented and saved into can seem like a daunting task for the knowledge your organization depends on is often complex. This is especially true if is the first knowledge management tactic you are implementing. The best bit of advice we can offer is just start! Building up your knowledge base is a gradual process that takes time, so there’s no better time to start than now.

Below are some tips and examples to help identify the important knowledge within your business that could (and probably should) be documented.


When you welcome a new team member, what processes do they need to know in order to start working? These are oftentimes routine processes that an employee will only need to referenced towards the beginning of their tenure with your company. Here are some examples: 

General Processes (All Employees)

  • How to Clock In/Out
  • Requesting time off
  • Electronic Device Policies
  • Filing a HR complaint

Job Specific Processes

  • Environmental Safety Training
  • Cleaning after a shift
  • Maintaining Machines
  • Specific Work Instructions


Some of the best knowledge to document are for things your team does only once every blue moon. Since these tasks are not in the day-to-day operations of your business, they frequently are not committed to memory. Documenting these reminders can be super helpful and make doing the task much more efficient. Here are some examples:

      • Preparing End of Month/Quarter/Year Reports
      • Preventative Maintenance
      • Maintenance Tasks (due to emergency or unexpected problem)
      • Non-frequent Work Instructions


One of the exciting reasons leaders decide to implement a knowledge management system is so they can easily delegate tasks to their team which then frees up their time. These tasks are sometimes things that you (the leader) could do in your sleep. Here are some examples:

        • Paying Sales Tax
        • Scheduling Appointments
        • Checking Inventory