Three Features of a Great Knowledge Management System: Create Custom Content

Selecting a knowledge management system can be a complicated process. Companies need to choose the right tool so team members can be more productive and efficient. Our newest blog series examines three crucial features that every great knowledge management tool should offer to enable teams to Do Better Work. First, let’s talk about the importance of easy content creation.

Empowering your employees starts by giving them the content they need to succeed. You want to build a training program that meets all requirements, keeps up with real-time changes of the business, and provides a solid knowledge base for future retrieval.

So where do you begin? Let’s go over two steps to help you turn your explicit knowledge into valuable training materials for your management system.

Step #1: Prepping the content

Preparing content starts with four important questions:

1. Who is my audience?

Are you writing to the whole company? A department? Specific team members? External or internal parties? Identifying your audience helps narrow your focus and create training material that’s specific.

Tip: Physically write down the name of your audience so you can refer to and keep your perspective in check during the entire content management process.

2. What is my goal?

What is motivating you to build this training content? The goal is your broad-strokes statement for why it exists in the first place. Explaining why this specific training matters to your employees will also increase buy-in.

3. What are my objectives?

What should your employees be able to do after this training? Your objectives are the actionable steps that help your employees reach the goal.

Tip: Think of your goal as the tree trunk and your objectives are the branches — your objectives will stem off of the goal and break it down into actionable steps. The goal is the core of your training and your objectives are your results.

4. What expectations should I set?

How will this information help them on the job? How long will it take to complete the training? Establishing the value of the training and time commitment required to complete it creates a better employee experience. The optimal environment for creating knowledge begins by setting the learners up for success.

Step #2: Designing and creating content

There’s a lot to consider when designing your content, but here are a few tips to help improve retention:

Keep it short

It can help to allocate 20-minute increments over a few days, rather than a few hours all at one time. This is commonly referred to as the “spacing effect”, which means that information is effectively retained when studied over time. In other words, if you plan to allocate 3 hours to studying something, it’s better to study for 30 minutes over a few days than 3 hours all at once.

Use examples

When we associate new information with something we already know, we are developing synaptic connections in the brain. Multiplying and improving these connections makes it easier for us to remember. By using case studies, examples, or other real-life parallels in training materials, we create opportunities to tie to familiar concepts to new information so we learn more.

Incorporate quizzes and practice opportunities

Every time a memory is retrieved, it strengthens the pathways that were created the first time it was encoded. The stronger the pathways, the easier the memory is to retrieve. In other words, practicing and quizzing is an effective way to improve a learner’s knowledge base.

By following these two steps, you’ll be well on your way to creating custom, focused, and effective training content that will fuel team success.

Do Better Work with Lessonly’s knowledge management system

Lessonly is powerfully simple training software that helps teams learn, practice, and perform like never before. Use Lessonly to easily create custom onboarding and ongoing training that propels teams towards success. Learn more, and demo Lessonly today.

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