Unlocking the Power of Microsoft office 365 as a Knowledge Portal

When it comes to streamlining and enhancing day-to-day operations in your company, there's nothing more cost-effective nor simpler to use than a knowledge portal.

The same applies to choosing a knowledge portal - most organizations want to build a knowledge portal using software that isn't too complicated or difficult for employees to understand; this is where Microsoft 365 comes in.

Organizations, from small to large, can take advantage of Microsoft 365's extensive range of information management features, such as integration, document storage and sharing, discussion forums, task management tools and more.

But how do you create an effective knowledge portal with Microsoft 365? In the following blog, we're going to show you how you can use Microsoft 365 to create a comprehensive, functional knowledge portal that suits the needs of your organization and enhances company-wide workflow. Let's take a look.

In this blog:

• What is a knowledge portal?
• What is the importance of a knowledge portal?
• Can Microsoft Office 365 be used as a knowledge portal?
• Key components of a Microsoft 365 knowledge portal
• Creating an effective knowledge portal with Microsoft 365
• The bottom line

Can Microsoft Office 365 be used as a knowledge portal?

Yes! Microsoft Office 365 - is suitable for use by organizations of all sizes.

Key components of a Microsoft 365 knowledge portal

SharePoint

SharePoint serves as the backbone of your knowledge portal, offering a versatile platform for document management, intranet sites, and content collaboration. See below for more details on SharePoint features that are useful in a knowledge portal. 

Microsoft Teams

Microsoft Teams is the hub for teamwork in Microsoft 365, integrating chat, meetings, and file collaboration. It enhances your knowledge portal with
tabs to integrate SharePoint libraries, OneNote notebooks, and other resources directly into Teams, as well as third-party apps and custom integrations to extend functionality.

Power Automate

Power Automate enables automation of routine tasks and workflows, improving efficiency and consistency. 

Delve

Delve uses machine learning to surface relevant content based on user behavior and interactions. It helps users discover information they might not have known existed. 

Microsoft SharePoint features that are useful in a knowledge portal

SharePoint can be used to store, manage, and share information and documents; it makes working with others easier, faster and more efficient, and is ideal as a knowledge portal. Just like PowerPoint or Word, SharePoint is a part of Microsoft's 365 suite, making it an easy and seamless choice for organizations looking to integrate their teams onto a KM system, without the costs of re-training employees on a new platform. Here's what SharePoint offers:

Document libraries

Centralize storage of documents with metadata, versioning, and access control.

Collaboration

With the rise in scattered workforces and remote working, real-time collaboration across time-zones and continents is more important than ever. With features such as workflow automation, task management tools and discussions forums, SharePoint can be used to support the day-to-day operations of a digital or hybrid workplace; it can also be used to collaborate on projects in real-time, assign tasks, send and receive updates, and more.

Access permissions and security

When it comes to data protection and security, SharePoint is fully secured with some of the best data encryption in the world. SharePoint also allows administrators to set permission levels in your KM portal so that only certain employees have access to sensitive information, ensuring that all data remains secure at all times - this is ideal for those working in law, security, or handling private and confidential information (for example, medical records).

Mobile access

Another benefit of using SharePoint as a knowledge portal is that it can be accessed via mobile - either via a URL site or by accessing the SharePoint app itself, which is supported by both iOS and Android technology. Mobile access means that employees can get hold of important information on the go, whether it be answering a question during a meeting with a client, or receiving important updates while working remotely or taking time off.

Scalability

Scalability is key when it comes to creating any effective knowledge portal;  with SharePoint, organizations can easily scale their teams and operations as they grow - with large volumes of data storage (as well as upgrade options for growing organizations) there's no need to re-invest in additional resources or a new platform.

Creating an effective knowledge portal with Microsoft Office 365

To begin building your knowledge portal using Microsoft Office 365, you'll first need to make sure your workplace already has SharePoint included.

Keys to a successful knowledge portal

Here are some key factors to consider for a successful knowledge portal:

• Identify objectives - Start by defining the objectives of your knowledge portal. Identify the key areas of information that need to be centralized and the primary users of the portal. 
• Understand your users and what problems you’re trying to solve for them.
• Consistent structure through the application of user-centered taxonomies, content types, and overall information architecture.
• Consider how often will the knowledge portal be updated - A knowledge portal has to be regularly updated in order for it to achieve its objectives.
• Assign roles - Knowledge management works best when everyone - and every department - gets involved, so enlist the help of at least one person from every department as you begin pooling knowledge.
• Set up permissions. If you deal in private or confidential data, make sure sensitive data is well-considered.
• Integration strategy is also important to ensure the KM portal actually delivers integrated content.

The bottom line

Knowledge portals offer significant promise but they also present a technical challenge. Transforming Microsoft 365 into a knowledge portal can enhance your organization's ability to manage and share information. By leveraging tools like SharePoint, Teams, OneNote, Power Automate, and Delve, you can create a secure knowledge portal. How efficient it will be, is another question.

The full promise of knowledge portal is only realized when your business' unstructured data is transformed into a centralized, searchable knowledge hub, that employees tap into from a single, intuitive Microsoft 365 experience.

This is where the Atlas platform comes into play.

Nothing else comes close to the power and flexibility of Atlas Read more about why Atlas stands out as a knowledge portal.