Internal knowledge base examples you can learn from

By Jostle

7 min read

Internal knowledge base examples you can learn from
Illustration by Kevin Yu

In today's fast-paced and digitally-driven workplace, having an accessible knowledge base is essential for streamlining operations, empowering employees, and delivering an exceptional customer experience.

In fact, studies have shown that 70% of users prefer using a company's internal platform to find answers to their questions rather than reaching out through phone or email.

A robust internal knowledge base is recognized as a key component of a successful organization, and this guide points out the best practices for building one. Also included are notable internal knowledge base examples for you to know what will suit your organization best.

Whether you are looking to revamp your existing knowledge management system or build one from scratch, this guide serves as a valuable resource for organizations seeking to enhance their employee experience framework.

Let's jump right in. 

What is an internal knowledge base?

An internal knowledge base is a centralized repository of information and resources that organizations create to capture, store, and share knowledge within their workforce.

As a result, this serves as a successful employee enablement idea, providing comprehensive and easy-to-access information, enabling employees to find answers, troubleshoot problems, and collaborate effectively.

Key features of an internal knowledge base:

  • Centralized repository: This brings together information from various sources, departments, and teams into a single centralized location, ensuring that knowledge is organized, easily searchable, and readily available to employees.
  • Search functionality: Robust search functionality is a crucial feature for employees to quickly locate relevant information through keywords, tags, or categories, saving time and reducing frustration.
  • Structured organization: Information within an internal knowledge base is structured in a logical and intuitive manner, making it easy to navigate and browse through different topics or categories. Clear categorization and tagging facilitate efficient knowledge retrieval.
  • Collaboration and contribution: An internal knowledge base encourages collaboration among employees by allowing them to contribute their expertise, insights, and documentation. This fosters a culture of shared knowledge and continuous improvement.
  • Version Control and Updates: Keeping information up to date is vital. An internal knowledge base typically includes version control mechanisms to track changes and updates, ensuring that employees have access to the most accurate and relevant information.

Knowledge bases play a pivotal role in organizations, facilitating knowledge sharing and transfer, providing self-service solutions, reducing redundancies, and supporting new employee onboarding.

By leveraging an internal knowledge base, organizations can enhance knowledge management, promote continuous learning, and empower their employees to excel.

Internal knowledge base examples

While text-based knowledge bases have been the go-to option, a new era of internal knowledge bases has emerged, offering versatile ways to capture and disseminate information within organizations.

Get work done with an effective knowledge base

Text-based Knowledge Base

Text-based knowledge bases are the most common way to store and share information within an organization. They encompass various tools and platforms, including:

  • Company wiki: This allows organizations to build a comprehensive information resource. It enables employees to create, edit, and contribute to articles on various topics, ensuring that knowledge is captured and shared collaboratively.
  • Document management systems: These systems provide a structured approach to organizing and categorizing documents. Employees can upload and access files, ensuring that relevant documents such as policies, procedures, manuals, and templates are readily available.
  • FAQ database: Frequently Asked Questions (FAQ) databases are beneficial for addressing common queries. They consolidate commonly encountered questions and their respective answers, making it easier for employees to find solutions quickly.

Multimedia knowledge base

By incorporating diverse media formats into multimedia knowledge bases, different learning styles can be accommodated. In fact, 65% of the population considers themselves visual learners. Some examples include:

  • Video library: This provides a platform for sharing instructional and training videos, webinars, and recorded presentations. Videos offer visual demonstrations, making it easier for employees to grasp complex concepts or learn new skills.
  • Online courses: Internal knowledge bases can host online courses that capture and share expert knowledge within the organization. These provide structured learning experiences and can be accessed at any time, promoting continuous learning and development.
  • Visual guides and infographics: These visual aids simplify complex concepts or processes using graphics. They condense information into easily understandable illustrations, aiding comprehension and retention.

Collaborative knowledge base

A collaborative knowledge base serves as a centralized hub where employees can contribute their expertise, share insights, ask questions, and work together on projects or problem-solving initiatives.

Collaborative knowledge bases typically offer features and functionalities that enable employees to engage in team-based activities. They include:

  • Discussion forums and communities: These platforms encourage employees to share knowledge, ask questions, and engage in discussions. They facilitate peer-to-peer learning and the exchange of ideas and best practices.
  • Team chat platforms: Real-time chat platforms enable employees to collaborate and exchange information instantly. Teams can communicate efficiently through channels dedicated to specific topics.
  • Project management tools: These tools often include features for knowledge sharing within a project context, allowing teams to centralize project-related information, share updates, and collaborate seamlessly.

Utilizing the right internal knowledge base tailored to your organization's needs and harnessing its key features can promote a culture of continuous learning and empower employees.

Best practices for developing an effective internal knowledge base


Developing an effective internal knowledge base is a strategic investment that can revolutionize knowledge management practices within your organization.

Following these best practices will help you develop a robust knowledge-sharing ecosystem that empowers your workforce and maximizes the potential of your internal knowledge.

Identifying organizational needs and goals

Before embarking on the development of an internal knowledge base, it is crucial to identify your organization's specific needs and goals.

Conduct a thorough assessment to determine the types of information and knowledge that need to be captured, the target audience, and the desired outcomes. This will ensure that your knowledge base aligns with your organization's strategic objectives.

Creating a user-friendly and intuitive interface

The user experience of your internal knowledge base is essential for motivating employees to make use of it. Design an interface that is visually appealing, intuitive, and easy to navigate.

Ensure that information is logically organized, using clear categories, tags, and menus. Be sure to implement a consistent layout to enhance usability and accessibility.

Implementing robust search and indexing capabilities

An efficient search function is critical for users to quickly find the information they need in your internal knowledge base. Make sure you develop robust search and indexing capabilities that support keyword search, advanced filters, and relevant suggestions.

Consider incorporating features like autocomplete, faceted search, and natural language processing to enhance search accuracy and user experience.

Ensuring regular updates and maintenance

To keep your internal knowledge base relevant and reliable, establish processes for regular updates and maintenance.

Assign dedicated resources or a knowledge management team responsible for reviewing and updating content, verifying accuracy, and retiring outdated information. Encourage feedback from users to identify gaps or areas that require improvement.

Encouraging employee contribution and engagement

A successful internal knowledge base relies on the active participation and contribution of employees. This fosters an efficient employee employment strategy that encourages knowledge-sharing and collaboration between employees. With this strategy, employees are given the opportunity to share their knowledge, insights, and documentation.

Provide mechanisms for feedback, comments, and ratings to facilitate continuous improvement. Recognize and reward employees who actively contribute to the knowledge base to encourage engagement and participation.

Tips for optimizing internal knowledge base usage


To optimize the usage and maximize the benefits of your internal knowledge base, consider implementing the following tips:

Promoting knowledge sharing and documentation culture

Foster a culture of knowledge sharing and documentation within your organization. Encourage employees to contribute their insights, experiences, and best practices to the knowledge base.

You can do this by recognizing and rewarding individuals who actively share their knowledge. Emphasize the importance of documenting information to ensure its availability for future reference and continuous improvement.

Providing training and resources for effective utilization

Offer comprehensive training programs and resources to educate employees on how to effectively use the internal knowledge base.

To accomplish this, you can make readily available tutorials, user guides, and interactive sessions to familiarize employees with the features and functionalities of the knowledge base. This will empower them to leverage the platform to its full potential.

Encouraging feedback and continuous improvement

Create channels for employees to provide feedback on the internal knowledge base. Ask for feedback on usability, content relevance, and any challenges they encounter, and review and analyze feedback regularly to identify improvement opportunities.

Continuous improvement ensures that the knowledge base remains dynamic, relevant, and valuable to users.

By implementing these tips, along with the internal knowledge base examples provided, you can harness the collective intelligence of your workforce and unlock the full potential of learning within your organization.


Internal knowledge bases provide a versatile and powerful solution to the challenge of efficiently managing a company's resources while offering a wide range of examples that can revolutionize information management within organizations.

With these internal knowledge base examples, organizations can also capture and share valuable insights and expertise, enabling everyone to access information at their fingertips, find solutions independently, and drive innovation.

It's time to embrace internal knowledge bases as a strategic asset for your organization. Invest in these powerful tools, cultivate a culture of knowledge sharing, and unleash your team’s full potential toward employee success.

The journey toward efficient information management begins today as you embark on a path to maximize productivity, innovation, and success.


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