Where knowledge sits in a business
- In the heads of experienced people
- In inboxes, often with just one person
- In folders, file storage and notes stuck to the monitor
- In old quotes, invoices and maintenance reports
What gets lost
Rarely the big documents. What gets lost are the connections. Which unit has been running at a customer since when, what was replaced last, which contact prefers what. Exactly that costs the most search time later.
Five ways to capture it
- An equipment register per customer. Which unit, since when, what was replaced.
- Processes as short checklists. How does a service visit really work here?
- Collect corrections. What the master craftsman changes in a quote is valuable knowledge.
- Link sources. Every statement with the document it comes from.
- Set permissions. Not everyone needs to see everything.
How AI helps
A good AI knowledge base finds answers with a source instead of guessing. It learns from your team’s reviewed corrections, without expensive special training. At FIDARYN, Emil keeps the equipment register, processes and documents at hand. AI knowledge base for companies.
What to watch out for
- The knowledge belongs in your company, not in a third-party language model.
- It must be viewable, correctable and deletable.
- Existing access rights apply to search too.
- Switching models must not cost you your knowledge.
A limited area is often the start, such as one team’s file storage.
The key point
Capture the connections, not just the documents. With sources, with permissions and inside your company.