Now that we have launched our intranet we constantly receive questions and support tickets from our users. That is not exactly a surprise, as we know that our current intranet is vastly different from our old one. We have SharePoint Online versus SharePoint 2007 and a completely new governance.
We learn a great deal about our users and our environment from these tickets and the discussions in our dedicated Yammer group.
Of course my team knows that I am into KM, so I am currently in a small “Virtual Expert” group on knowledge sharing. Our goals is to “translate experiences into knowledge”.
That sounds pretty formal, but it is quite simple really. And you know, I like simple, especially when it is about KM.
How it works
Whenever we receive an incident, we assign it according to the type of incident. This allows every one of our team to learn about a specific topic or process, and to improve the process or generate knowledge about this topic.
For instance, for a time all incidents dealing with permissions were assigned to me.
When I had gained sufficient knowledge of common permission issues, either by searching online or by doing experiments, I wrote work instructions for the rest of the team. Permissions issues (provided we recognize them when the tickets come in 🙂 ) can now also be assigned to others as we have a common procedure.
Yammer questions that can not be answered by the community receive similar treatment: we do online search and experiments where needed. (Although we ask people to submit a ticket when it looks like something in their site is broken)
We have a regular call to discuss any new and interesting issues.
When we run into a problem that we can not solve by searching online or doing an experiment, we ask our very knowledgeable tenant admins. They show or tell us when they know the answer. My colleague and myself then turn this knowledge into documentation – be it a work instruction for the support team, a manual or a tip for end users, or sometimes a suggestion for extra communication or even a change to the system settings.
Most materials are stored on SharePoint: in our own team site or in the site we have created for end users.
Love all around!
I love this structured approach. Our manager, who is very much into service delivery, formal processes and stuff like ITIL, appreciates the process we are going through.
Our tenant admins like to share their knowledge, knowing this will free them up to do tenant admin stuff.
My colleague and I have great pleasure in capturing knowledge and turning it into something tangible that helps us do our work faster.
The rest of the team is happy to have good work instructions.
It may be a small process, but it works for us and we enjoy the benefits. And you…you see the SharePoint Holmes cases! 🙂
Header image courtesy of Kimberley Farmer on Unsplash.com