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How to create a KB (knowledge base) article

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Version 1.1, August 2022
Last modified: August 2022
Author: Ishi

Audience: Samma Karuna staff

Abstract: The following articles describes the guidelines, requirements and benefits of creating KB (knowledge base) articles.

Why to create KB articles?

KB articles help us to do better every day allowing us to share our experience, expertise and learnings at different tasks with other members of the organization.
 
This gives Samma Karuna corporate maturity, by helping us to learn from our mistakes and do better every day. Additionally this practice aligns with our organizational principles on constant improvement and how to provide feedback, promote change and improvements at our school.

Spending extra time of your day creating or updating a KB article about your work helps the whole school to do better. It also helps others to take over your work without disturbing you if you get sick or go for holidays. 

What kind of KBs I can create or modify?

Anything related to your work, providing it’s a task complex enough to be improved.

Please, do not modify KBs created by other members of staff without their consent.

Does the KB needs to be accepted by someone else before being published?

Yes, you might have a mentor assigned to your KB work. This usually is a persona that has more experience on KB creation and can provide you feedback on your work before publishing the KB article. This person is usually your manager.

How to publish a KB article?

Step 1:

Create the content of your KB in Microsoft Word or another word processor.
KBs should follow these guidelines:

  1. Include a description Title
  2. Creation Date (month year)
  3. Version (this is a number progressively increased every time you modified the KB and indicates the maturity of the task.
  4. Last modification date (day, month and year)
  5. Abstract: A brief text describing what the article is about
  6. Author: You name
  7. Audience: For who is meant this article. Which members in the organization should know about it. For example if you work in the restaurant and you are writing an article about how to safely store food your audience will probably be “Restaurant staff”. 
  8. Procedure: Finally just describe the procedure you follow to perform this task.
    Avoid long texts, a KB should not exceed 750 words. A KB should be structured based on simple and concrete steps. Other good practices are including videos, audio and links to another related articles.

Step 2:

Login at the Knowledge Base that best matches the subject of your article. Samma Karuna has 4 different Knowledge Base.

  1. https://kb.sammakaruna.org/ (for bookings, educational content for Awakening & Healing program and general knowledge base in logistics for Samma Karuna Koh Phangan)
    1. Login at: https://kb.sammakaruna.org/wp-admin

Password to access your KB will be provided by your manager up on your request.

Step 3:

Once logged in slide to the menu option “Knowledge base” located in the column at the left of your screen and select the option “Create new article”

Step 4:

Copy your KB article from your computer and paste it on this page.
Ensure the heading and titles are preserved properly.

Step 5:

  • Add Video links, Audio links and links to other KB articles as you consider best.

Step 6:

  • On the right column of your screen, scroll down to the categories and select the appropriate categories for your article.

Step 7:

  • Scroll down to tags and select appropriate tags for your articles (these are keywords that people can use to find your article).
    • For example, in case of this article some possible tags could be: how to create a KB, learn KB creation, create a knowledge base article, how to publish a KB

Step 8:

  • Click on “save as a draft” and contact your KB mentor to review your article.
    Once your mentor confirms your article complies with the standards will proceed to publish your article.
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