GTconsult - Blog #knowledge baseGTconsult - Blog #knowledge basehttps://www.gtconsult.com/blogs/tag/knowledge-baseWed, 01 Apr 2026 03:00:43 -0700http://zoho.com/sites/<![CDATA[SharePoint Intranets: An Overview]]>https://www.gtconsult.com/blogs/post/sharepoint-intranets-an-overviewA blog focusing on SharePoint intranets: What they are, the benefits of SharePoint intranets, and navigating a SharePoint intranet.]]>

A write up on all you need to know about SharePoint Intranets

In this blog, we explore SharePoint Intranets: What are SharePoint Intranets? Key Features of SharePoint Intranets. Benefits of SharePoint Intranets. How to create a site in SharePoint. An example of a SharePoint Intranet.


Welcome back to our next blog in the 'What is SharePoint?' series. Our first blog in this series was, 'What is Sharepoint?',  where we learned the definition of SharePoint, its history and the key concepts to know when it comes to SharePoint. Now that we are equipped with that foundational knowledge, we can move on to the next part of our series: SharePoint Intranets.


If you work for a medium to large enterprise, you are probably familiar with intranets, specifically, SharePoint intranets. And with the rise of the remote and hybrid work model, more and more organizations are relying on intranets as a place of communication, engagement, collaboration, and productivity.

 

With this in mind, it is only logical  to want to learn as much as you can about using SharePoint Intranets in order to take advantage and maximize your use of the platform.


What is a SharePoint Intranet?

A SharePoint intranet is an internal website or portal that organizations use to facilitate communication, collaboration, and document management among their employees. It serves as a central hub for information, resources, and tools, tailored to meet the specific needs of your organization.


Key Features of a SharePoint Intranet


When considering a SharePoint intranet for your organization, it's essential to understand the features that make it a powerful tool for enhancing collaboration, productivity, and data management. Here are the core capabilities that set SharePoint apart:

Document Management        
SharePoint intranets offer robust document management features, including version control, check-in/check-out, and document approval workflows. This ensures that documents are organized, secure, and up-to-date.


Collaboration Tools        

With features like team sites, communication sites, and integration with Microsoft Teams, SharePoint promotes seamless collaboration among your team members, regardless of their location.


Customization        

SharePoint allows you to customize the look and feel of your intranet with various themes, templates, and branding options. Make it visually appealing and on-brand.

Information Architecture                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                

Effective information architecture is the backbone of a successful intranet. Organize content logically and establish user-friendly navigation structures.


Security and Compliance                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            
SharePoint provides robust security features, including access controls, permissions, and data protection options. It helps safeguard sensitive information and maintain regulatory compliance.

You may still be on the fence about whether these intranets are necessary, perhaps you're thinking," Another tech 'nice to have' that doesn’t serve a real purpose". You might want to hold off on making that conclusion. SharePoint intranets, intranets in general, have consistently demonstrated their effectiveness and necessity within organizations.

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Teams

Benefits of SharePoint Intranets

Enhanced productivity

Streamlined processes within SharePoint significantly enhance your employees' productivity. Finding information, collaborating, and completing tasks becomes more efficient and less time-consuming.

Improved communication

Centralized communication tools and resources ensure that everyone in your organization stays informed, connected, and aligned with company goals.

Document Management

Effortless document management reduces the risk of version control issues and lost files, helping your organization operate more smoothly.

Reduction of emails and meetings

SharePoint intranets can significantly reduce the reliance on emails and meetings. By centralizing communication and documentation, team members can find the information they need without flooding their inboxes, resulting in more productive workdays.

Mobile accessibility

In an increasingly mobile world, SharePoint intranets are accessible on a variety of devices, accommodating remote and on-the-go workers.

Recognition and Reward

Who doesn't like to be acknowledged, and publicly at that? On this platform, team members can be given recognition for their hard work and achievements. Public recognition can boost morale and foster a positive work environment.

Scalability

SharePoint is highly scalable, making it suitable for both small businesses and large enterprises. It can adapt and grow with your organization's evolving needs.



Reinforcement of Brand Values

SharePoint allows you to reinforce your organization's brand values and identity. Through customization and branding options, you can ensure that your intranet reflects and promotes the core values of your organization.

Encouragement of Knowledge Sharing

Knowledge sharing is at the heart of successful organizations. SharePoint intranets provide a platform for employees to share their expertise, collaborate on projects, and pool their collective knowledge, fostering innovation and growth.

Simplification of employee onboarding

Efficient employee onboarding is crucial for a seamless integration of new team members. SharePoint simplifies this process by providing a structured platform where new employees can access training materials, company policies, and relevant resources.

How to create a site in SharePoint

Things to consider before implementing your SharePoint Intranet

Before implementing SharePoint in your organization, it's essential to assess its suitability and potential benefits. Here are key factors to consider:

 

  • Business Goals: How closely does SharePoint align with your organization's objectives?
  • User Adoption: How willing and able are your employees to adopt and adapt to SharePoint?
  • Integration: Does SharePoint seamlessly integrate with your existing tools and software?
  • Customization: Can you tailor SharePoint to meet your organization's unique needs and branding?
  • Cost and ROI: Consider the upfront and ongoing costs balanced against the expected return on investment.
  • Scalability: Ensure SharePoint can grow with your organization's future needs.

An example of a SharePoint Intranet

We've been discussing the theory of SharePoint intranets, and you might have a mental image of what a typical intranet looks like based on the earlier screenshots in this blog. However, we're here to expand your horizons and show you the potential. To truly grasp the possibilities, watch the video below, where our CEO, Craig, takes you on a journey through the GTconsult team's very own intranet, demonstrating how we navigate this dynamic platform.

SharePoint intranets have the potential to revolutionize the way your organization operates. Their extensive features and customization options make them versatile and valuable additions to any business.

 

Don't know where to even start? We've got you, this is where we shine! As a leading provider of SharePoint services with over a decade of experience and expert staff on hand to bring your SharePoint intranet to life, we're here to guide you every step of the way.

 

If you're interested in exploring SharePoint for your organization, reach out to our experts for a consultation. We're here to help you make an informed decision and get the most out of your SharePoint intranet.

Need our help? Click here to get in touch.


Keep Reading

Check out our other blogs you may have missed right below:

What is SharePoint?


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SharePoint Online: The upgrade your business needs

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Power Apps in SharePoint


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GTconsult: A Microsoft Solutions Partner for Modern Work     
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Expert Insights: Why and How to Migrate to SharePoint SE

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Migrate SharePoint with GTconsult’s A Team

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6 Easy Steps for an Office 365 Tenant to Tenant Migration

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SharePoint Migration Checklist


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CCI Case Study


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]]>Thu, 23 Nov 2023 06:53:28 +0000<![CDATA[Creating a Knowledge Base in SharePoint: Your Complete Guide ]]>https://www.gtconsult.com/blogs/post/creating-a-knowledge-base-in-sharepoint-your-complete-guideA blog focusing on what a knowledge base is, why you need to use SharePoint for your knowledge base, how to create a knowledge base and maintaining your knowledge base.]]>

Centralizing Information and Empowering Your Team with a SharePoint Knowledge Base

A knowledge base repository plays a crucial role in promoting collaboration, streamlining communication, and enhancing productivity by providing a single source of truth for documents, articles, and other relevant content. With easy access and search capabilities, a SharePoint knowledge base facilitates efficient information retrieval, promotes knowledge sharing among team members, and contributes to informed decision-making. 


Let's learn more about it.

In today's information-driven world, having a centralized knowledge base is a strategic advantage for organizations of all sizes. SharePoint, a powerful collaboration and document management platform, offers an ideal environment for building a robust knowledge base. In this blog post, we'll guide you through the process of creating a knowledge base in SharePoint, empowering your team to access, share, and leverage critical information effectively. 

What is a Knowledge Base? 

A knowledge base is a centralized repository of information, data, and documents that serves as a go-to resource for employees, clients, or any users seeking information or answers to common questions. It's a treasure trove of collective knowledge that streamlines processes, fosters collaboration, and enhances productivity.

Why Use SharePoint for Your Knowledge Base? 

SharePoint provides several compelling reasons to choose it as the platform for your knowledge base: 


Document Management

SharePoint excels at managing documents, enabling you to categorize, organize, and secure your knowledge base content. 

Collaboration

SharePoint's collaboration features allow multiple users to contribute, update, and collaborate on documents and articles. 

Search and Navigation

SharePoint offers robust search capabilities and easy navigation, making it effortless to find the information you need. 

Version Control

Keep track of document revisions and maintain a history of changes. 


Security and Permissions

SharePoint provides granular control over who can access and edit content, ensuring data integrity and compliance. 


What to Include in Your Knowledge Base                     

The content of your knowledge base can vary depending on your organization's needs, but consider including the following: 

                                                                

Frequently Asked Questions (FAQs)                                

Create a section for common questions and answers. This will allow people to search and see if the information they need is available, without asking a question that may have been asked (and answered) many times before or interrupting others' work for information.      

                                                                

How-To Guides                                

Step-by-step instructions for specific tasks or processes. This helps users better understand what they are doing and use a uniform standardized procedure in the organization. 

                                                                

Product or Service Documentation                                

Information related to your offerings.  

                                                                

Policies and Procedures  

Internal guidelines and processes. It is important for everyone to be on the same page when it comes to policies and procedures. Whether it’s to keep up to date, or refresh your memory on these, they are readily available and easily accessible in the knowledge base repository.      

                                                                

Troubleshooting Guides  

Tips for resolving common issues. Some issues may seem new, but you may be surprised to find that someone has had it before. Having the information and possible route to solutions available allows the team to work efficiently.      

How to Create a Knowledge Base in SharePoint 

Follow these steps to set up a knowledge base in SharePoint: 

  

Site Creation 

Start by creating a SharePoint site dedicated to your knowledge base. You can choose from various site templates, such as a Team Site or Communication Site. 

  

Site Structure 

Organize your content using libraries and lists. Create document libraries for articles and lists for categorization or tags. 

  

Content Creation

Begin adding content, including articles, documents, and other resources. Make use of SharePoint's rich-text formatting options and metadata to enhance content organization. 

  

Search and Navigation

Customize search settings, create navigation menus, and utilize metadata to make it easy for users to find relevant information. 

  

Permissions

Set up permissions and access control to ensure that only authorized users can view or edit specific content. 

  

User Training

Educate your team on how to use the knowledge base effectively and encourage them to contribute and update content. 

When to Update and Maintain Your Knowledge Base

A knowledge base is a dynamic resource that requires regular maintenance. Schedule regular reviews to: 

                

- Update outdated information. 

- Add new articles and resources. 

- Address user feedback and suggestions. 

- Your knowledge base should evolve with your organization's changing needs. 

Creating a knowledge base in SharePoint is a smart investment in your organization's efficiency and productivity. It empowers your team by providing a centralized hub of information, streamlining processes, and enhancing collaboration. With the right structure, content, and regular maintenance, your SharePoint knowledge base can become a valuable asset for your organization. 


Start building yours today, with GTconsult as your partner, and reap the benefits of centralized knowledge management. 

        

Need our help? Click here to get in touch.


Keep Reading

Check out our other blogs you may have missed right below:

What is SharePoint?


Read Me

SharePoint Intranets: An Overview


Read Me

Power Apps in SharePoint


Read Me

SharePoint Online: The Upgrade Your Business Needs 

Read Me

What is SharePoint?


Read Me

Migrate SharePoint with GTconsult’s A Team

Read Me

6 Easy Steps for an Office 365 Tenant to Tenant Migration

Read Me

SharePoint Migration Checklist


Read Me

CCI Case Study


Read Me
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