Internal Knowledgebase- Google Sites

[EssentialRug]

Considering creating an internal knowledgebase with Google Sites. Currently we have self help documents in a SharePoint folder but really wanting to give them their own space as they don't get viewed a lot.

 

Just wondering if anybody else has done this, or uses something different/better? If willing to share your layout or any tips that would be amazing.

[NPostill]

Hi there,

 

We have just moved a previously under-used Wiki to a Google Site for our IT Self Help portal. Info across the board on SIMS, Data protection, Digital Signage, Computer Facilities, IT Resources etc.

Lots of screen shots and information that we've drawn in from previous paper resources, the original Wiki and lots of new information that we've wanted to get out to staff.

 

 

It's restricted to Staff only but as it is now a Google Site they can sign in and view the information from any device anywhere in the world. Definitely an improvement. It's one of the icons on our RMUnify Launchpad for staff and is a link on all user details given to new staff on their induction. We have even set up some quick responses in our helpdesk that point direct to pages that cover certain "frequent" questions.

 

Tips:

1)Give yourself time to do it. I screenshotted (is that a word?) every step of procedures I was running as I wrote the page.

 

2) Add 2 x the 4 image content block and then drag 2 of the items from one into the other resizes the block and creates a nice 6 section panel.

 

3) While you can just upload images straight into the page I prefer to upload them to an area on Google Drive (same place as the site) and then add them to the page

 

4) Don't forget to blank out or anonymise names and identifying data from screenshots. Unless you can use demo data from the provider.

 

The front page.

 

One of the submenus

 

Hope this helps

 

Nick

[EssentialRug]

Hi there,

 

We have just moved a previously under-used Wiki to a Google Site for our IT Self Help portal. Info across the board on SIMS, Data protection, Digital Signage, Computer Facilities, IT Resources etc.

Lots of screen shots and information that we've drawn in from previous paper resources, the original Wiki and lots of new information that we've wanted to get out to staff.

 

 

It's restricted to Staff only but as it is now a Google Site they can sign in and view the information from any device anywhere in the world. Definitely an improvement. It's one of the icons on our RMUnify Launchpad for staff and is a link on all user details given to new staff on their induction. We have even set up some quick responses in our helpdesk that point direct to pages that cover certain "frequent" questions.

 

Tips:

1)Give yourself time to do it. I screenshotted (is that a word?) every step of procedures I was running as I wrote the page.

 

2) Add 2 x the 4 image content block and then drag 2 of the items from one into the other resizes the block and creates a nice 6 section panel.

 

3) While you can just upload images straight into the page I prefer to upload them to an area on Google Drive (same place as the site) and then add them to the page

 

4) Don't forget to blank out or anonymise names and identifying data from screenshots. Unless you can use demo data from the provider.

 

[ATTACH=CONFIG]69554[/ATTACH]

The front page.

 

[ATTACH=CONFIG]69555[/ATTACH]

One of the submenus

 

Hope this helps

 

Nick

 

This is excellent...just the inspiration I was after. Thanks so much for the info.

[jthompson]

I tend to use Google Docs when writing any user guides for staff. It tends to lend itself to searches better (in Google Drive or in Gmail) and also to announcing things in the first place. A newly written guide can be announced by way of sharing with staff from Google Drive, or attaching to an email. We use Gmail, so that allows the document to be viewed without leaving the email. Not everything will be relevant to everyone, so separate documents allows for that more easily.

 

I'd argue that the responsiveness to mobile screens is just as good with Google Docs as it is with Sites, assuming that you're not one of these people who doesn't use styles when writing documents. It even follows dark mode on Android

 

We don't have a KB site as such, but if we were to do one, I'd probably look to just use Google Sites to present shortcuts to existing docs.

Edited July 20, 2023 by jthompson

[ITGuyNW]

Hi there,

 

We have just moved a previously under-used Wiki to a Google Site for our IT Self Help portal. Info across the board on SIMS, Data protection, Digital Signage, Computer Facilities, IT Resources etc.

Lots of screen shots and information that we've drawn in from previous paper resources, the original Wiki and lots of new information that we've wanted to get out to staff.

 

 

It's restricted to Staff only but as it is now a Google Site they can sign in and view the information from any device anywhere in the world. Definitely an improvement. It's one of the icons on our RMUnify Launchpad for staff and is a link on all user details given to new staff on their induction. We have even set up some quick responses in our helpdesk that point direct to pages that cover certain "frequent" questions.

 

Tips:

1)Give yourself time to do it. I screenshotted (is that a word?) every step of procedures I was running as I wrote the page.

 

2) Add 2 x the 4 image content block and then drag 2 of the items from one into the other resizes the block and creates a nice 6 section panel.

 

3) While you can just upload images straight into the page I prefer to upload them to an area on Google Drive (same place as the site) and then add them to the page

 

4) Don't forget to blank out or anonymise names and identifying data from screenshots. Unless you can use demo data from the provider.

 

[ATTACH=CONFIG]69554[/ATTACH]

The front page.

 

[ATTACH=CONFIG]69555[/ATTACH]

One of the submenus

 

Hope this helps

 

Nick

 

Looks good.

 

I want to do one of these but I fear staff will just ignore it and come to me anyway.

[TechMonkey]

Its going to happen no matter what you do, some people just want that hand holding. But with lots of publicity and reminding people will start to look, use it and realise it saves them time. Once some do it others will do as well and this frees you up to do other tasks and handle the hand holders.

[lornebooker]

Looks interesting.

 

Something we are looking to implement but are worried who will even read it when its easier to catch us when walking around.