How to create an HR Knowledge Base people will use?

An HR Knowledge Base can be an excellent tool for employees, but only if it is well-organized and easy to use. Here are a few tips on how to create an HR Knowledge Base that people will find helpful:

1. Keep it organized

The last thing you want is a bunch of random information thrown together. Employees will be more likely to use the HR Knowledge Base if it is easy to navigate and find what they are looking for. Use metadata and topics and make them easily accessible on your intranet, a Knowledge base portal, or your HR Virtual Assistant.

HR Virtual Assistant

2. Make sure the information is up-to-date and ask for feedback

Nothing is more frustrating than finding an answer to a question only to realize the information is outdated. Keep the HR Knowledge Base current so employees can trust that they are getting accurate information. Make sure employees can report knowledge as obsolete or incomplete, so your team can continuously improve it and automatically keep it up to date.

3. Use simple language and rich media

Avoid using jargon or technical terms that not everyone will understand. Use clear, concise language so everyone can benefit from the HR Knowledge Base, and make it fun! Employees don’t want to read big pieces of unbreathable information. They want gifs, videos, images, buttons, or carousel! The new Knowledge Base is fun to use and interactive!

4. Make it searchable and make the search work

Include a search function on your knowledge base so users can quickly find the information they need. At Clevy, we know that employees don’t search for articles; they look for answers to their questions. That’s why every piece is linked to a set of questions that our AI analyzes to maximize our search performance. This increases automation by +80% and brings an average employee satisfaction of +96%.

5. Tailor it to their needs

There’s nothing more frustrating than having a question, reading the answer, and realizing that it doesn’t apply to our category of employees. At the same time, getting an “It depends” on a question is not enough. In Clevy OnDemand, you can easily create knowledge alternatives so that each employee receives the right answer to his question!

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Discover how our customers Supercharge their Employee Experience with Clevy Automation Technology.

How a Multinational Food Company streamlined and automated its onboarding process at scale.

How a Global IT firm creates delight for each new employee during their onboarding process.

How the National Railway Network saved 2M€ annual Man-days in HR Support.

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Frequently Asked Questions

Still have questions? You can reach out to the team.

What does Employee Experience mean?

At Clevy, we believe that investing in a good Employee Experience requires making sure your employees feel heard, supported, and engaged at all times. That’s why our solution aims at helping our customers improve their EX at scale, helping them ensure all their Employee’s Issues are solved timely, and in the best way possible.

What does Employee Experience mean?

An Employee Experience Platform is a set of tools that allow organizations to understand their employees better, improve engagement, streamline workflows and gain competitive advantage by leveraging data from internal sources (e.g., HR systems) to answer their requests and needs better. Here is an article on what to look for while selecting your Employee Experience Platform: https://blog.clevy.io/employee-experience-landscape/

Who is in charge of Employee Experience in companies?

Employee Experience is no longer the responsibility of only one person or function in the company.

As Josh Bersin says, “Employee Experience is a company-wide initiative to help employees stay productive, healthy, engaged, and on track. It’s no longer an HR project. It is now an enterprise-wide strategy, often led by the CHRO in partnership with the CIO. And it deals with all the day to day issues employees face at work.

At its core, EX is all about delivering an easy-to-use platform of tools that makes work productive. Today the EX strategy includes safe workplace protocols, office scheduling, employee learning, and of course all the other HR issues including pay, leave, wellbeing, and benefits.

You should define and design your Employee Experience, not just monitor it. The CEO should think about EX as one of the most important design issues in the company. Done well, the EX program drives employment brand, productivity, engagement, retention, and customer success.“