Four Tips To Avoid Content Chaos

Rachel Alexander
Rachel Alexander
3 mins
content chaos

Creating high-quality content is a crucial component of educating prospects, customers, and even internal teams about your products or services. However, without a documented and well thought-out strategy in place, it is easy to fall into content or information chaos.

And while content chaos can feel like an epidemic when you’re in the midst of it, it is possible to avoid. With the right tactics and technologies in place, companies can plan for the growth of their content as well as its management and utilization to ensure they are not at risk of content chaos.

What Is Content Chaos?

Many organizations have embraced the need for quality, engaging content that can be used both internally as well as externally to attract, engage, and convert customers. According to one survey, Fortune 500 companies lose up to $31.5 billion a year because they fail to share knowledge effectively.

Content chaos typically manifests when organizations are functioning within silos, despite working toward a common goal. An all-too-common example of this is a sales team making pitches with an old presentation deck even though the marketing team has supplied them with a new, refreshed one. Controlling content chaos goes beyond having one team manage all of your knowledge; it requires coordination between departments. We’ve put together four tips to help you avoid content chaos.

Evaluate Your Tools

Avoiding content chaos is not as easy as simply asking employees to organize their information in a file sharing app — that is optimistic at best, and unlikely at worst. Yet, companies attempt to rein in their company information and content without first creating a strong knowledge sharing program to help make their teams successful.

Do you have a place where employees can go to upload and share content across departments? If you are relying on a dated intranet or file sharing app that doesn’t deep index your content so everything is searchable, chances are you may first need to fill a technology gap in order to reign in your content. Knowledge Sharing Platforms can help make content not only findable but also give you insights into the trends and gaps in your content.

Centralize Your Content

A study conducted by IDC found that the average worker spends an average of 36% of the time searching for information spread across multiple channels and platforms. Even worse, 44% of the time, they don’t find the information they are looking for in the first place.

By centralizing all of your company content into a knowledge sharing platform, content can be accessed easily, searched efficiently, and is made available at any time, to anyone. This will not only lessen employee frustration but also eliminate multiple versions of the same information from being spread across the company. This will also give you a better understanding of the knowledge available across your organization.

Schedule A Knowledge Harvest

Whether you are creating a new knowledge sharing strategy from scratch or revamping an existing strategy for improvements, a company-wide knowledge harvest will be beneficial. Knowledge harvesting is an interview-based way to collect the tacit and implicit knowledge from internal experts — the knowledge that is floating, uncaptured around your organization.

To conduct a successful knowledge harvest, first identify who in your company could use the knowledge that is being hoarded by the experts and then involve them in gathering that information. Using the example above, if your sales team is working off an old sales deck, have marketing interview them to learn how they are pitching services and landing leads. Include seasoned sales pros to share what they do to be successful in their role. As this knowledge is collected, recorded, organized, and stored make sure to add it into your knowledge sharing platform so that it’s accessible to all.

Promote A Culture Of Knowledge Sharing

Once you have harvested, organized, and centralized company knowledge, continue the cycle and avoid future content chaos by promoting a culture of knowledge sharing. A knowledge sharing strategy can encourage forward momentum within an organization, no matter the size of the company, and should be considered an integral part of an organization’s success.

Provide your team with a means for clear and transparent communication through a knowledge sharing platform that allows for constant conversation surrounding company knowledge. In an open knowledge sharing environment, employees will feel empowered to express their ideas to contribute to future success.

One of your most valuable company assets is the knowledge of your employees. Valuable information can come from anyone, at any time, from anywhere. By encouraging your team to embrace a knowledge sharing culture, it becomes second nature to share ideas and knowledge to avoid chaos in the future.

March 28, 2018

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