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Job instructions, departmental procedures and technical documentation in a knowledge base with search and version history. We deploy it on your server and help set up a structure your team will actually use.
The goods-in procedure is in a document on a drive, the printer instructions in an e-mail from two years ago, and only one person in accounts knows how to close the month. A new employee asks colleagues, because that gets an answer faster than finding the file.
A knowledge base works when it has departmental owners, a simple structure and the habit that the answer to a recurring question is recorded there, not in an e-mail. The tool is the easier part. The harder part is clear responsibility for keeping the content up to date.
That is why we combine deployment with setting up the structure and the first pages. A team that finds answers in the knowledge base from day one comes back to it on its own.
For non-technical departments we choose a visual editor. Markup syntax works for IT teams but puts the rest of the company off.
Some tools impose a split into departments and chapters, others leave it open. An imposed structure usually helps a company that is just starting.
Some content is for the whole company, some for a department, some for the board. We set permissions at the level of departments and pages.
Signing in with a domain account saves separate passwords. We check whether it is in the free edition of the chosen tool.
A knowledge base should be exportable, for example to HTML or PDF. It is a safeguard in case you change tools.
Every description of features, licences and limits comes from the vendor's materials, read on 2 October 2026. For each application we add our assessment of when it fits. We make the final choice after talking about your case.
A good starting point for most companies
A platform for organising and storing company knowledge.
Our assessment: Easy to use for people who do not write documentation professionally, and the vendor explicitly allows services around the project.
We deploy it when it fits the case
A company wiki that can be extended with applications.
Our assessment: An extensive system built on Java. We deploy the long-term support branch when the wiki is meant to be more than a set of instructions.
We deploy it when it fits the case
An open source wiki engine.
Our assessment: Good for a small technical team. For non-technical departments we usually choose a visual editor.
We deploy it when it fits the case
Open source wiki software.
Our assessment: Moving from version 2 to 3 will need planning, so we deploy it only when the client is aware of this.
Cloud office suites have team pages and notes that can serve as a knowledge base for a small company. If the team already works in them, we start by putting the structure in order there.
A separate knowledge base makes sense when the content should be independent of the suite provider, when you want to publish some instructions for clients, or when technical documentation has to stay on your server.
We agree the departments, content owners and the first ten pages that will answer the most common questions.
A separate environment, HTTPS, user groups matching departments, and sign-in.
We import procedures from documents and organise them according to the agreed structure.
Templates for a procedure, a job instruction and a system description, so that further pages look the same.
Backup of the database and attachments outside the server, a restore test and updates in a maintenance window.
The server, domain and vendor licences are in your company's name. We record response time and fix time separately in the contract, and state the restore time after a test. Service terms
Process owners in departments. We help set up the structure, move existing documents and prepare templates, but the knowledge of the processes is on your side.
Yes, if we are your IT provider. Documentation of the environment in the company knowledge base, rather than in the administrator's notes, also makes it easier for someone else to take over support.
Some tools can publish selected pages without sign-in. We agree what should be public and separate it from internal content with permissions.
Each department has a content owner who reviews their pages once a quarter. Pages show the date of the last change, so an out-of-date procedure stands out. We help set this rhythm during deployment.
The installation itself is short. Most of the time goes into the structure and moving documents, so we set the deadline after the workshop, not before it.
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