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Knowledge management with WordPress
Has been working for a long time PERIMETRICS on a database-based knowledge management solution. As a powerful publication and content management system, WordPress already comes with many useful functions in the standard installation for organizing knowledge. WordPress can be further optimized for knowledge management through suitable plugins and individual adaptations.
What is knowledge
Knowledge can generally be divided into explicit knowledge and implicit knowledge, whereby explicit knowledge includes everything that can be put into words. Implicit knowledge, on the other hand, according to Wikipedia: “can without being able to say how”, that is to say, for example, to keep your balance when riding a bicycle hands free.
What do we mean by knowledge management?
From PERIMETRIK's point of view, a knowledge management tool should be an easy-to-use tool that helps the user to organize his knowledge. It should be integrated into work processes, enable simple data storage and just as quick retrieval. This requires a simple data structure, but especially a reasonable taxonomy under which the information is stored. Many knowledge management solutions follow organizational approaches as you know them from Windows Explorer, i.e. a kind of tree structure for "locating" knowledge. But this is exactly what the usability suffers from: who can say in advance exactly in which cases information will be useful in the future in order to use it today the one real drawer to lay? The fixed storage structure for knowledge management is doomed to failure, with a few exceptions, in which information is to be documented in the form of a process description for exactly one process.
How can one organize knowledge?
PERIMETRIK's approach to knowledge management with WordPress primarily relates to explicit knowledge. This could also be stored in the form of notes, text documents, simple tables, e-mails, browser bookmarks, wikis, databases, mind maps, etc. However, the challenge here is not just storing it, after all, storage space is almost unlimited. Rather, it is about suitable storage forms and taxonomies that help you find it quickly. This structure is project-specific, so it is set up individually for each customer according to their needs.
In what form can knowledge best be stored?
Should “knowledge” be broken down into the smallest snippets of information or stored in the form of complex recipes for “recipes”? The answer results from the respective task: a Knowledge management system for law firms should be set up as a combination of document management and database in order to be able to manage contracts, judgments, comments and laws equally. Against it is Knowledge management for research Focused more on the mapping of processes in order to organize knowledge and instructions for work steps. In both cases, categories and tags help classify the information stored.
Which functions are required for knowledge management?
- Editing should always be done online so that saving and retrieval are possible anytime and anywhere
- The knowledge manager should support several users, ideally in the form of project and team structures with hierarchies
- Knowledge management should offer the possibility of simply exporting or publishing information
- Customized classifications with categories, tags and / or individual characteristics
- Powerful full text search
- Filter for targeted restriction of hits
How can you build knowledge management with WordPress?
First of all, you need one normal WordPress installation on a web server. If the information is to be publicly available, it is advisable to take relevant measures Search engine optimization the website. Real URLs in the form of canonical URLs help to generate unique links. It makes sense to remove the usually mandatory category from the URL in order to enable storage in individual taxonomies.
WordPress offers the option of categories and tags own taxonomies set up that can be used to further classify information. If necessary, "Custom Posts" can be set up in addition to pages and posts, which can carry additional information.
This already provides a simple but powerful form of knowledge management. The user comfort can of course be increased even further: For example, with Adminimize, what is already very clear in itself WordPress backend further tidied up for less needy users. In addition, it can Creating WordPress posts via email help to collect information offline / mobile, which can then be optimized for filing later if necessary.
It makes sense to set up a Lexicon function in WordPressso that you can more easily fall back on your own, recurring term definitions. If the knowledge management tool is available to a large number of users, you can use User management plugins the user access settings can be adjusted.
How can you search for information in a WordPress knowledge management or blog?
The acquired knowledge can be searched for and filtered using the standard Wordpress mechanisms: the full-text search or filtering based on categories or tags help to find information again. With additional tools like that
Static queries for frequently recurring searches can be implemented with the very powerful WidgetQuery Posts even without PHP knowledge. We also rely on the JSearch plugin, which combines the full text search with a filter function.
Which WordPress pluings do you need for knowledge management?
We bet for that PERIMETRIK knowledge management with WordPress-Solution the following functions / plugins:
- Blogging via email (WordPress standard)
- Adminimize to adapt the backend
- User management / user access settings to adapt the rights structure
- Highlighting of keywords as a link
- possibly related posts for easy reading
- Cache optimization of the WP database
Individual adaptations / modifications:
For optimal knowledge management, we add to the PERIMETRIK knowledge management with WordPress Own content types (Custom Post Types) and, depending on the project, create a suitable structure / taxonomy (Custom Taxonomies) for classifying the information. We are also setting up a lexicon function.
The advantages of WordPress as knowledge management summarized:
- Open source, no license costs
- Accessible online anytime and anywhere
- easily expandable
- individually adaptable
- shortest training time
- Availability of mobile themes or themes in responsive design, for optimized access to knowledge management with mobile devices or handhelds such as iPhone, iPad & Co.
A note on our own behalf: We are currently developing and installing a knowledge management system for a law firm and a working group at the Cologne University Hospital and will briefly report on our practical experience here!
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