Managing knowledge in Microsoft 365 is harder than it should be.
If you’ve ever spent too long trying to find a document, questioned whether you’re using the right version, or struggled to get people to follow a process — you’re not alone.
In a recent poll, professionals shared their top challenges with knowledge management in Microsoft 365:
- 31% struggle with managing and organizing documents
- 25% can’t find information quickly
- 25% want to automate workflows and processes
- 19% are focused on ensuring security and compliance
Let’s break these down and look at how you can tackle them — without adding more complexity to your SharePoint setup.
1. Managing and Organizing Documents (31%)
The pain: You have the content. It’s just scattered across Teams, SharePoint, OneDrive, and email threads. Even with metadata and folders, people still upload duplicates or overwrite files, and versioning feels like a gamble.
The fix: Structure is everything. But folder trees aren’t enough. A strong knowledge base in Microsoft 365 should combine:
- Term Store-based tagging: Let users tag content consistently across libraries. Rocketta’s approach lets admins define tag structures (like Products, Processes, Departments), and users simply select from a controlled list — no guessing or free typing.
- Templates that work like guardrails: Instead of reinventing the wheel with every new page, use templates for repeatable content (FAQs, onboarding docs, procedures). This ensures consistency and reduces clutter.
- Linked knowledge trees: Imagine a sidebar tree that isn’t just a page hierarchy but a smart, linked system based on your tags. One click, and users can navigate the knowledge space like a well-organized book.
2. Finding Information Quickly (25%)
The pain: Search in Microsoft 365 often feels like a black box. Even if the information is there, people don’t always find it — because of inconsistent naming, tagging, or a lack of structure.
The fix: Surface knowledge where people actually work.
- Quick links and favorites: If a resource is searched daily, it should be one click away. In one client case, their team was constantly searching for the intranet menu — Rocketta turned that into a direct link on their homepage. Search volume dropped. Efficiency rose.
- Use tags to drive navigation and filtering: Instead of hoping people search the right keywords, give them filters and tag-based trees to narrow content.
- PDF downloads: Some users prefer offline or printable versions, especially in field or compliance-heavy roles. Make it easy.
3. Automating Workflows and Processes (25%)
The pain: Teams rely on tribal knowledge to get things done. There’s no easy way to go from reading a procedure to triggering it — or knowing who to notify when something changes.
The fix: Knowledge shouldn’t just sit in pages — it should connect to action.
- Integrate with Power Automate: For instance, when a page tagged “Procedure Update” is saved, a flow could notify relevant teams, log the change, or even trigger a review.
- Metadata-driven workflows: Use tags not just for organization but to control process. A document tagged “Pending Approval” could start a workflow, while “Published” could trigger visibility changes.
- Promoted Content panels: These highlight urgent updates, processes, or events, visually guiding users to what matters most, without cluttering the whole page.
4. Ensuring Security & Compliance (19%)
The pain: With sensitive documents, version control, permissions, and retention rules are non-negotiable. But configuring these in Microsoft 365 can be overwhelming, and one wrong setting can expose confidential content—or make it impossible to find.
The fix: Stay secure without sacrificing usability.
- Use site-level permission templates: Let site owners apply pre-defined security models without needing IT every time.
- Audit-ready tagging: Rocketta’s approach encourages use of structured metadata, which plays nicely with compliance tools like Microsoft Purview.
- Controlled access to templates: Only authorized users can edit or publish official templates, reducing risk of shadow documentation or misinformation.
Best Way to Structure a Knowledge Base for a Small Organization
Small organizations often face a dilemma: too little structure leads to chaos, but too much slows people down. The sweet spot? A clean, logical setup that prioritizes clarity, consistency, and ease of use.
Knowledge Base Structure at a Glance
| Section | Purpose | Example Content | Notes |
| Company Info | Central reference for org-wide information | Mission, values, office hours, org chart | Keep evergreen, but assign owners for updates |
| How We Work | Internal tools, policies, and templates | Remote work policy, branding guide, time-off form | Link to official templates and forms where possible |
| People & Roles | Team onboarding and responsibilities | Onboarding guide, role descriptions, contact list | Ideal for HR and department leads to own |
| Products/Services | Product documentation, FAQs, and feature breakdowns | Product features, client use cases, troubleshooting | Use tags like “Product A” or “Support” |
| Processes | SOPs and internal workflows | How to invoice, submit expenses, run campaigns | Use consistent templates (see below) |
Recommended Templates (Keep It Simple)
| Template Name | When to Use It | Key Fields |
| Standard Procedure | For repeatable tasks or processes | Steps, tools used, owner, tags |
| FAQ | For common questions, internally or externally | Question, answer, related articles |
| Knowledge Article | For general knowledge or references | Summary, details, related tags |
Visual Layout Example
Here’s a basic layout showing how your homepage or entry page could look:
Tip: Each node in this tree can be driven by tags rather than folders. This makes it flexible and dynamic as your knowledge grows.
Maintenance Tips for Small Teams
| Task | Frequency | Responsible | Why It Matters |
| Tag consistency review | Quarterly | Site admin | Prevents tag bloat and improves navigation |
| Content cleanup | Quarterly | Each page owner | Removes outdated info and builds trust |
| Template update check | Every 6 months | Knowledge manager | Keeps formatting and fields aligned |
Final Thoughts
Knowledge management doesn’t have to be a maze of files and forgotten pages. With the right structure and habits, even a small team can build a powerful knowledge base—one that scales as you grow.
If you’re working in Microsoft 365, you’re already sitting on the tools you need. The key is how you use them. Contact Rocketta to fix your knowledge chaos with structure, clarity, and practical steps that work.
