Build a Knowledge Base with ClickUp 3.0
Summary
TLDRThis webinar, hosted by Elliot and Samantha from ClickUp, introduces Knowledge Management in ClickUp 3.0. The presentation covers how to build and manage a knowledge base within ClickUp, including organizing documents by departments and using ClickUpβs universal search and AI tools to improve accessibility. Samantha demonstrates how to maintain up-to-date documentation, collaborate efficiently, and protect important files. The session also highlights the use of ClickUp dashboards to create a centralized hub for company resources, making information easily accessible and fostering better internal communication.
Takeaways
- π’ Knowledge management in ClickUp 3.0 focuses on organizing information effectively using spaces, folders, and nested pages for seamless access and collaboration.
- ποΈ Spaces are used to separate departments or create a knowledge base, and folders organize documents for teams, making it easier to find Standard Operating Procedures (SOPs) and other key documentation.
- π ClickUpβs Universal Search and AI capabilities enhance accessibility by allowing team members to search for information quickly and ask questions directly from documents.
- βοΈ Document maintenance is managed through resource lists and assigned ownership to keep documents updated. Recurring tasks can be used to prompt regular reviews and revisions.
- π ClickUpβs AI-powered document creation allows for easy generation of documents based on specific department needs, and AI can help refine content by expanding or shortening text as required.
- π The platform provides options to protect documents, ensuring that finalized content can be locked and only revised after the protection is lifted.
- π¨ Employee handbooks and wide documentation can be customized to create engaging experiences using rich content like images, videos, and interactive elements.
- π ClickUp dashboards act as a centralized hub, offering quick access to key information like company objectives, OKRs, org charts, and support channels.
- π Dashboards can also display company news, birthdays, and other updates, serving as an interactive portal for employees.
- πΌ The combination of AI tools, universal search, and interactive dashboards makes ClickUp a powerful tool for knowledge management, ensuring documentation is accessible, up-to-date, and easy to maintain.
Q & A
What is the main topic of the webinar?
-The webinar focuses on Knowledge Management within ClickUp 3.0, specifically how to build and manage a knowledge base using ClickUp's features.
How does ClickUp allow users to organize and access company documentation?
-ClickUp enables users to organize company documentation through spaces and folders. Spaces can separate departments, and folders can be used to store documents like standard operating procedures (SOPs) for specific teams or departments.
What is the benefit of using team folders in ClickUp for documentation?
-Team folders offer a centralized location for teams to store and easily find documents. It provides a structured way to organize resources specific to each team or department, enhancing accessibility and efficiency.
How can users quickly find documents in ClickUp without navigating through folders?
-Users can use ClickUp's Universal Search feature, which allows them to search for documentation across the platform. It can pull up documents and even show where specific terms are referenced.
How does ClickUp help ensure that documents remain up-to-date?
-ClickUp enables assigning ownership of documents and setting up recurring tasks to review and update documents. For instance, a user like Ray can be assigned to review and update the marketing SOP every three months.
How can team members collaborate on documents within ClickUp?
-Team members can collaborate on documents by leaving comments, assigning tasks, and tagging other members for review or input. For example, a user can invite others like Bob to review or contribute to a document.
What does it mean to 'protect' a document in ClickUp?
-Protecting a document in ClickUp ensures that it is finalized and locked, preventing any further edits. The document can be unprotected later for revisions or updates if necessary.
How does ClickUp enhance the employee handbook experience?
-ClickUp allows for an engaging employee handbook experience by incorporating rich content like images, videos, and external links, creating a welcoming and interactive resource for new team members.
What role does ClickUp AI play in creating new documents?
-ClickUp AI can assist in generating documents like SOPs based on prompts. Users can customize the output by adding details, and AI can make documents shorter or longer based on specific needs.
How can ClickUp dashboards be used as an intranet for companies?
-ClickUp dashboards can serve as a central hub or intranet, offering quick access to essential resources like org charts, employee handbooks, company objectives, and a platform for communication with leadership.
Outlines
π€ Introduction to Knowledge Management Webinar
Elliot welcomes attendees to the webinar on 'Knowledge Management in ClickUp 3.0.' He explains the format, mentioning the availability of a Q&A section, a live chat for audience interaction, and a post-webinar session for additional questions. Elliot then introduces his teammate Sam, who will dive into the main topic of building a knowledge base within ClickUp.
π Building a Knowledge Base in ClickUp 3.0
Sam Pelin, a Senior Solutions Engineer at ClickUp, introduces herself and begins explaining how to create a knowledge base within the platform. She emphasizes using ClickUp spaces and folders to organize company documents, such as onboarding and offboarding procedures, and program management policies. Sam highlights the benefit of team folders for easy access to documentation, supported by ClickUp's Universal Search and AI features for quick retrieval and understanding of documents.
π Managing and Maintaining Documentation
Sam describes how ClickUp helps manage documentation updates, mentioning a company-wide resource list that assigns ownership of documents for periodic reviews. She walks through an example where Ray is responsible for reviewing the marketing SOP every three months, with direct links to the relevant document for seamless updates. Sam also demonstrates the use of nested pages for organizing content and discusses how teams can collaborate on documents within ClickUp to ensure accuracy and timeliness.
π‘οΈ Document Protection and Collaboration Features
Sam explains the process of protecting documents in ClickUp once they have been reviewed and finalized, ensuring no unauthorized changes are made. She highlights the ability to unprotect and update documents as needed. For broader documentation, like an employee handbook, she stresses the importance of creating an engaging experience for team members by integrating multimedia elements and offering easy access to essential resources.
π€ Creating Documents with ClickUp AI
Sam introduces ClickUp AI as a tool for generating new documents, like a customer support workflow SOP, through customizable prompts. She shows how AI can help create content based on specific guidelines and modify the length and details of the document as needed. Sam emphasizes the role of AI in providing inspiration for teams and highlights the flexibility of using ClickUp AI to tailor documents to meet organizational needs.
π Leveraging Dashboards for Knowledge Management
Sam discusses the use of ClickUp dashboards as a central hub for company knowledge management. Dashboards provide quick access to essential resources like org charts, employee handbooks, OKRs, and company news. She highlights the dashboard's role as a 'one-stop shop' for team members, offering a streamlined experience to access important information and interact with leadership through built-in communication features.
π Webinar Recap and Closing Remarks
Elliot returns to thank Sam for her presentation and reminds the audience that the Q&A session will remain open for an additional five minutes. He also informs attendees that the session was recorded, and they will receive a copy along with other resources. Elliot wraps up by encouraging participants to continue engaging with the content and asking questions.
Mindmap
Keywords
π‘Knowledge Management
π‘ClickUp 3.0
π‘Spaces
π‘Folders
π‘Universal Search
π‘AI Integration
π‘Recurring Tasks
π‘Protected Documents
π‘Employee Handbook
π‘Dashboards
Highlights
Introduction to the webinar and mention of a Q&A session where questions can be answered in real-time.
ClickUp 3.0's ability to build a knowledge base within the platform using spaces, folders, and documents for company-wide SOPs and team-specific policies.
The flexibility of ClickUp spaces to organize departments and documentation, providing easy access to essential files.
Universal Search in ClickUp, enabling users to easily find specific documents and pull relevant information using AI.
Assignment of document ownership, allowing recurring tasks to ensure documents, such as SOPs, are regularly updated.
Nested pages feature in ClickUp, allowing for detailed collaboration and document protection to ensure content accuracy.
ClickUp's collaboration tools allowing teams to update and review documents together with task assignment features.
Document protection feature in ClickUp, ensuring reviewed documents remain unchanged until future updates are required.
The ability to enhance employee handbooks with multimedia elements such as videos and external links, creating a more engaging experience.
Use of ClickUp AI to generate new documents based on prompts, including the creation of customer support workflows.
Flexibility to refine AI-generated documents, allowing users to adjust length, tone, or style to meet specific needs.
ClickUp dashboards can be used as a company's intranet, offering a central location for essential resources like org charts, employee handbooks, and OKRs.
Dashboards also provide quick access to company news, birthdays, and direct communication lines with leadership.
ClickUp provides a streamlined and engaging experience for documentation management, improving accessibility and team visibility.
Summary of the presentation, emphasizing the use of ClickUp dashboards and wikis to organize knowledge management across departments and teams.
Transcripts
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hey everyone welcome to this webinar on
Knowledge Management in clickup 3.0 I'm
your host Elliot I a member of the
solutions org here at clickup and there
were a couple things I wanted to go
through before we get started first off
there we are here answering questions in
the Q&A so feel free to ask your
questions in the Q a box we've also got
a live chat going so if you want to talk
to other members of the audience or
react with an emoji to something you
like or love please feel free to do so
in the chat and finally we are going to
be sticking around for an extra 5
minutes after the presentation to answer
any additional questions that you may
have so I'm going to go ahead and turn
things over to my teammate Sam who's
going to teach you all about Knowledge
Management in clickup
3.0 hey everyone and welcome to the 3.0
Spotlight I'm building a knowledge base
within clickup my name is Samantha Pelin
and I'm a Senior Solutions engineer over
here at clickup I've been here for just
about two and a half years and I've
watched clickup continue to bring more
use cases and features into the
platform in the next 10 minutes or so
we'll be going over what Knowledge
Management in clickup looks like what
does it mean and how can we break that
down from company to teams and processes
within the platform so let's get into
it over on the sidebar over on the left
hand side here we have spaces that
separate out departments but because of
the flexibility clickup we can also use
spaces to create a knowledge base
throughout the
company here we're going to leverage
folders to offer an easy way to access
certain documents for our company and
departments we pop open the company sop
folder here you can see we're hosting
all of our company Sops from onboarding
all the way down to
offboarding while in project management
we have documents that are more focused
on the pmo department program
documentation templates and even
specific team
policies some might be thinking well Sam
that's what's the benefit of having
these in team folders and that's a great
question having a team folder for your
documents offers your team a single
location to go to to easily find what
they're looking for now this doesn't
mean that the only way to find documents
is to go into this folder and sift
through all the pieces of paper that are
here clickup to Universal search it's
got your back it's always there and it's
going to allow your team at any given
time to search for documentation so
let's say we're looking for the program
summary can see how easy it is to access
that information and if the team has a
quick question that they know is
documented they can then start to ask a
question about the program summary
itself what is the objective
behind the program
summary and you can see here it's going
to generate it's going to pull
information from the document itself and
answer that question and it's even going
to show you where it's
referenced so the team can easily use
Universal search pairing that with AI
within clickup to answer questions about
documentation within the
platform now when it comes to making
sure that those
documentation is kept up to date a
companywide resource list is the way to
go this is going to allow the
team to easily assign ownership of
documents and make sure nothing is being
missed here we have a ray as the asse
for this marketing sop and we've set a
recurring dat to say that every 3 months
we're going to have Ray go in make sure
that there's updates that have need to
be posted to the marketing sop and then
nothing's being
missed offer it's going to offer the
team direction if they have questions on
specific policies or on the content
itself they know that they can go to Ray
to ask those questions about the
marketing
sop foray when it comes that time every
three months to review she can jump
right into the task and and access the
linked document now the reason why the
link the document is linked here is
because we still want it to live in that
folder in the knowledge base this way we
can click right through and Ray can get
to
work over on the left hand side you'll
see right away we have nested Pages
layers of nested pages and content that
our team can
access you can see that Rays worked hard
on creating some of this content putting
in objectives adding in images and if
anything need if anyone needs help if
she needs help with anything she can
pull in her team members here you can
see we've reached out to Bob to bring
him in to this review for the marketing
procedures you can collaborate within
these documents making sure that the
content is up to speed it's
100% And when we get to the point to
where raise comfortable with what's
going on within the document she can
come in and protect the
document protecting the document means
that this is ready to go this has been
reviewed it's up to date and we're not
going to let anybody else come in here
and make any changes now three months
from now we might want to unprotect this
review it and collaborate again on new
procedures or changes to active
procedures when it comes to wide
documentation like an employee
handbook it offers you a great
opportunity to create an experience for
your team members it's inviting it's
exciting it's very
straightforward what's great about this
is you can collaborate here you can put
gifts in you could add videos if you
wanted to have a welcome video for your
new team
members you can quickly jump into a
company story
get easy access to external links or
slide Decks that you have in Google Docs
or Google
Slides it's really going to be that one
source of Truth for everything as it
regards in regards to the employee
handbook within your
company now what about new documents
that need to be
created how how can we get that going
well for new documents like customer
support workflow
let's lean into clickup AI one more time
using clickup AI prompts we can select a
department and a certain
prompt and what we're looking
for click up AI is going to generate a
customer support workflow sop for us now
within the prompt that you just saw you
can add as much detail as little detail
as you'd like you can get very very
specific even down to not using
contractions within the document
itself and when you insert this
information you can come back in use AI
to make something shorter or even
longer and you're always going to get a
chance to regenerate and insert the
information that you like within the
document
itself what I really really like about
this is it gives me the ability to draw
inspiration from what AI has created for
me so using clickup AI prompts is going
to offer you a great starting point for
what your team is looking
for and like I said don't forget you can
easily make adjustments to anything that
has been
created oftentimes I hear clients say
what's the easiest way to bring all of
this together to create that true
knowledge management internet feel
within the platform
and honestly it's going to be through
clickup dashboards clickup dashboards
can be leveraged as your company's
One-Stop
shop here you have quick access buttons
for the team a quick link to the org
chart HR Central which is your employee
handbook and a team can even come over
and access the company objectives and
okrs from this quick Action Link
here other useful information for your
team might be something like the latest
news that's happening throughout the
company whose birthdays are this month
and if they have direct questions we're
going to open up that direct line of
communication to leadership they can
come in here they can ask questions they
can submit support it really is a
One-Stop shop for your team it acts as a
portal for them to get all the
information they need have it at their
fingertips without feeling the need to
dig through a couple layers of documents
to find what they're looking
for click up offers a robust way to not
only document but to create an
experience for your team through
documentation accessibility and
visibility so we just covered a lot and
I understand it was a lot and it was
quick but to sum it all up we walked
through how you can use clickup
dashboards as an internet for the
company offering the team quick access
links to things like org charts and
those employee handbooks as well as
support
we walked through company wikis from the
company side all the way down to teams
and we saw how we can create a really
great employee handbook experience for
the
team this is Knowledge Management with
clickup thank
you hey everybody Elliot again thank you
so much Sam for that amazing
presentation as a reminder the Q&A will
stay open for an additional 5 minutes so
please feel free to ask any question
that you still may have also just wanted
to mention that the session was recorded
and we will be providing a copy of the
recording to you along with additional
resources I'm going to jump back to the
Q&A to continue answering questions but
I just wanted to say thanks again for
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