1 August 2022
Let's say you want to bake a chocolate cake. What's the first thing you do? Assuming you're not the Swedish chef from The Muppets, you probably don't throw everything you can find in a bowl, then shove it into the oven.
You probably prefer the following method:
You find a recipe that suits your preferences, the number of guests, the occasion… and make any necessary adjustments.
You make sure you have all the ingredients, and if not – either go out and buy them or ask a neighbor.
You make sure that you have all of the required equipment. For example, you might need a mixer or a pan of a specific size. If you don't, you probably find alternative methods, such as manually mixing or using two small pans instead of one.
You then set the ingredients and equipment on the counter.
You prepare the batter or dough.
Before putting it in the oven, you double-check you haven't forgotten anything.
Serve and enjoy!
Now that I've probably made you hungry for a slice of chocolate cake (or cheesecake, or perhaps a pie?), allow me to explain what this has to do with Knowledge Management.
When we set up content in a system, be it a knowledge directory, a content management system for an internal/external website, or even an organizational email system, we must follow the correct sequence:
Receive the content to be set up: as a document, from an existing website as part of a migration process, in an email, etc.
Review the content's structure (text, pictures, videos) and its placement in the content tree. You must also consider its goal and target audience: is it a news item? An information page? Is it intended for all employees or a specific group?
Decide on the page's layout and which designed components to use. If required, make changes and adjustments in the content structure (in accordance with the source content).
Make sure you have all data required for setup, such as the name of the content's author, keywords, pictures of sufficient quality, etc.
Set up the data item considering everything reviewed in section 2; do not simply copy-paste.
Conduct a quality control check, both internal and with the customer/colleague
Share and enjoy!