Struggling to find the right information at the right time? Is your SharePoint system making you feel like you’re drowning in documents? You’re not alone. Many organizations face these same challenges. But there’s a solution: process-oriented knowledge management in SharePoint.
Why Process-Oriented Knowledge Management?
Knowledge management isn’t just about storing information — it’s about structuring it around how your business works. Process-oriented knowledge management means organizing knowledge in a way that supports your core business processes. When your knowledge is aligned with workflows, it’s easier to find and use, reducing frustration and increasing efficiency.
This approach in SharePoint ensures your team can access the information they need, right when they need it — making their workdays more productive and less stressful.
Common Knowledge Management Struggles
If you’re already using SharePoint, but still struggling with knowledge management, you’re probably facing one (or more) of these challenges:
- Information Chaos
Knowledge is scattered in multiple places — emails, shared drives, personal files — and finding the right information can feel like a treasure hunt. This leads to wasted time and frustration.
- Ineffective Search
SharePoint’s search tool is powerful, but without a clear structure and proper tagging, it often brings back irrelevant results. Employees end up wasting precious time searching for content.
- Lack of Consistency
Knowledge isn’t standardized. Different teams or departments store information in different formats or versions, making it hard to find accurate and up-to-date data.
- Onboarding Woes
New hires often feel lost, unable to access the right resources to get up to speed quickly. A disorganized knowledge base only adds to the challenge.
- Duplication of Effort
Without a clear and process-oriented system, employees waste time duplicating research or creating new documents that already exist.
Solution: How Process-Oriented Knowledge Management Solves These Problems
A process-oriented knowledge management system in SharePoint directly addresses these pain points by organizing knowledge around your business processes. Here’s how:
1. Organize Knowledge Around Your Workflows
Forget the old “flat” folder structure. SharePoint allows you to create knowledge repositories that align directly with your team’s workflows. Whether it’s a project, department, or business function, the structure mirrors the processes your team engages with daily. This helps employees quickly find relevant information without getting lost in a sea of irrelevant documents.
2. Real-Time Collaboration with SharePoint’s Wiki Solution
SharePoint’s Wiki solution is ideal for creating collaborative knowledge hubs. Wikis allow teams to document processes, share insights, and keep information up to date in real-time. Your team can add to or edit documentation as new insights emerge, making the knowledge base dynamic and useful.
3. Optimized Search with Smart Tagging
Tagging documents with specific keywords, processes, or department names makes it easier for your employees to find the right content quickly. SharePoint’s search functionality is powerful, but it works best when content is structured with consistent, relevant tags.
4. Simplify Onboarding
New employees need fast access to important resources. With a process-oriented knowledge management system, all training materials, SOPs (Standard Operating Procedures), and internal documents are easy to access. This means your new hires can get up to speed faster, reducing onboarding time and boosting productivity.
5. Collaborative and Evolving Knowledge Base
As your business evolves, so should your knowledge management system. SharePoint allows for continuous updates to your knowledge base, keeping content fresh and relevant. Collaboration and knowledge sharing become part of the daily workflow, which leads to faster problem-solving and continuous learning.
Real-World Use Cases for Process-Oriented Knowledge Management in SharePoint
Let’s look at how different teams can benefit from this approach:
| Business Function | Use Case | Benefits |
| HR | Onboarding and Training Portal | New hires have direct access to training materials, reducing time-to-productivity. |
| Sales | Sales Playbook and Client Information Repository | Sales teams can quickly access client information, product details, and sales strategies. |
| Customer Service | Customer Support Knowledge Base | Customer support teams can resolve issues faster using a centralized knowledge base. |
| Operations | Standard Operating Procedures (SOPs) | Operations run smoothly with standardized procedures, ensuring consistency and compliance. |
| IT | IT Support and Troubleshooting Wiki | IT teams have quick access to troubleshooting guides, solutions, and support docs. |
How Rocketta Can Help: The Wiki Solution & RockAcademy
At Rocketta, we know that creating an effective knowledge management system in SharePoint requires more than just the right tools — it needs expertise. That’s why we’ve developed the Wiki Solution, a fully customizable SharePoint Wiki that supports process-oriented knowledge management. It’s designed to be easy to implement, making it simple for your team to start sharing and accessing knowledge right away.
But we don’t stop there. RockAcademy, our comprehensive training platform, helps ensure your team knows how to leverage SharePoint to its full potential. With modules covering best practices in knowledge management, SharePoint functionality, and effective team collaboration, RockAcademy gives your team the skills to build and manage a knowledge base that grows with your business.
The Business Value of Process-Oriented Knowledge Management
When you adopt a process-oriented knowledge management approach in SharePoint, your organization will experience significant benefits:
- Increased Efficiency: Time spent searching for information is drastically reduced, freeing employees to focus on high-value tasks.
- Improved Collaboration: Teams can easily share knowledge, collaborate on documents, and contribute insights — leading to faster decision-making.
- Better Decision-Making: With knowledge structured around business processes, decision-makers always have access to the right information, at the right time.
- Faster Onboarding: New employees can get up to speed quickly, accessing process-oriented resources that ensure they understand their role and responsibilities.
Process-oriented knowledge management conclusion
A process-oriented knowledge management system in SharePoint is more than just a nice-to-have. It’s essential for creating a more efficient, collaborative, and productive work environment. By organizing your knowledge base around your core processes, you ensure that your team can find the right information when they need it and spend less time searching and more time doing their best work.
With Rocketta’s Wiki Solution and RockAcademy, you’ll have the tools and expertise to turn your SharePoint into a powerful knowledge management system. Ready to make your workday more efficient and stress-free? Let’s get started today.
