Internal knowledge base

Internal knowledge base is a knowledge base for your team: one structured place where policies, instructions, processes, answers to common questions, onboarding for newcomers and accumulated experience live. We put things in order: we design the structure and categories, move and tidy up scattered documents (from chats, drives, people’s heads), set article templates, access permissions and search, and set it up on a convenient platform (Notion, Confluence, Outline or a similar one) or help with your own. The point is for the company’s knowledge to be found in a minute rather than retold by a colleague for the tenth time, and for a newcomer to get up to speed on their own. Unlike an AI assistant (see the “Internal AI assistants” service), which finds and paraphrases answers from the documents, a knowledge base is the documents themselves, for people to read; one complements the other: a good assistant is only possible on top of a good base, and it will not fix chaos at the input. Importantly and honestly: a knowledge base works only if it is maintained. An abandoned base quickly goes stale and becomes more dangerous than none — people trust an outdated instruction; so half the job is not the platform but the process: who is responsible for sections, how articles are updated, how to keep the base from overgrowing. We set up these rules and roles, but the discipline is kept up by the team — without an owner any base dies off. Also honestly: if you have a couple of people and a dozen documents — a shared folder or a couple of quick-access documents are usually enough, and a separate knowledge base would be excessive; we will say so. And if you are not sure what you need — we will help you decide for your stage and size, without pushing anything excessive. And about the platform: Notion, Confluence and the like charge a separate subscription (usually per user) — we will factor that into the calculation. Picture this: a new employee opens the base and finds for themselves how to arrange a leave, where the templates are and how a process works — without bothering colleagues. The base price starts from 55,000 ₽: a guide for the base of a small or medium company (structure, migration of up to a couple of hundred documents, templates, training); a large volume, complex migration and a big team are costed separately — it depends on the volume of documents, the structure and the platform.

• Knowledge is scattered across chats, drives and people’s heads — it is hard to find anything.
• Newcomers take a long time to get up to speed — everything has to be retold in person.
• The same questions are asked over and over — the answers are written down nowhere.
• Documents exist but are outdated and contradictory — it is unclear what to trust.

• Designing the structure and categories of the knowledge base
• Moving and tidying up existing documents
• Article templates (policy, instruction, FAQ, onboarding)
• Search, navigation and convenient access
• Access permissions and roles (who sees and edits what)
• Setup on a platform (Notion, Confluence, Outline) or your own
• Maintenance rules: section owners, updating, review
• Team training and launch

• Knowledge is found in a minute — search instead of asking colleagues
• Newcomers get up to speed on their own — there is onboarding and instructions
• Repetitive questions are covered by articles — less bothering people
• The base is structured and maintained, not a dump of documents

• We work through what knowledge exists and where, and design the structure
• We move the documents, set templates, permissions and maintenance rules
• We train the team, assign section owners, and launch

• How is a knowledge base different from an AI assistant?

  A knowledge base (see also the “Internal AI assistants” service) is the documents themselves that people read: the structure, articles, search. An AI assistant answers questions about those documents in its own words. These are different layers: an assistant is useful only on top of a good base — if the base is chaos, the assistant will get confused too. Often you first put the base in order and then place an assistant on top.

• Won’t it turn into a dump and go stale?

  It will — if it is not maintained. An abandoned base is more dangerous than none: people trust an outdated instruction. So we build in the process from the start: section owners, update rules, regular review. The platform and structure are half the job; the other half is the team’s discipline, and we help set it up, but we cannot maintain the base for you.

• Do we definitely need a separate knowledge base?

  Not always. If you have a couple of people and few documents, a shared folder or pinned messages may be enough — and we will honestly say so. A separate base is justified when there is a lot of knowledge, the team is growing, newcomers need onboarding and questions repeat. Then the order pays off with the time that stops going into retelling. A rough guide: it is worth thinking about a base at around five people or more, or when the same questions keep repeating.