Knowledge Hub

Centralizing your company's knowledge

Whether you call it a wiki, knowledge base (KB), playbook, intranet, handbook, or how to guides, here's how to bring all your words, data, and team into one hub.
Our Coda team has transformed this past season: we’ve onboarded 14 team members, set up shop in 13 states, and distributed ourselves across every US time zone. As we strive towards thriving remotely, we’re solving ways to welcome new hires, share knowledge, and enhance our culture of transparency... using
of course 😸 . And many clients are doing the same.
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The folks at
and
have each launched wikis,
published a
@Remote Learning
guide, and countless others are building their own unique knowledge hubs with Coda. The docs themselves may be different, but the goals are similar—we want new hires to feel welcomed and onboard efficiently, team members to be aligned, and everyone to have a space for shared understanding and ongoing learning.

Our goal with this guide is to inspire you with
to build a knowledge hub and give you the tools with
to make it your own.

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Our favorite knowledge hubs

Company Wiki
Everything in one place. I don’t have to search in different areas for information about the company, teams, or what we’re working on. But the best part is that through the process of putting this together, we learned more about our company, gained a greater appreciation for our culture, and found gaps in our process.
Open Doc
Employee Handbook
Inspired by the open-source GitLab handbook, this is a comprehensive employee guide with lots of awesome multi-media like YouTube videos, emojis, and engaging tables of information.
Open Doc
Sales Playbook
We just hired our first Account Executive on the Sales team (with many new faces to come). At my past companies, I’ve made or have been part of the creation of thick manuals that were printed and never looked at again after the Sales Kickoff. The Playbook is becoming a living breathing best practice for how we work with clients and make them successful with our software.
Open Doc
New Hire Onboarding
Knowing what you’re supposed to be doing for the first month is hard, especially remote. Each of our 14 new hires gets this new hire doc and have felt supported in their learning and integration into the culture.
Open Doc
Remote Learning
The Canva team, like many others around the world, is suddenly remote. Developed by the Learning & Development group, this guide shares best practices for teams with ongoing education in this new learning environment.
Open Doc
Simple Team Wiki
An easy start for your first wiki; copy this doc and start adding your own team’s knowledge.
Open Doc
Open Doc
Open Doc

Challenges of sharing knowledge

After talking with clients and teammates, I started to see common challenges in gathering and sharing knowledge. I’d love to learn more about your ideas and experiences as leaders so we can reimagine best practices for work in our current remote world and beyond. At Coda, we use voting tables like the one below to spark ideas and conversation. Please 👍 what you’ve experienced, and feel free to add new challenges. Let’s discuss together!

Add a challenge
Challenge theme
Challenge explained
Coming from
Vote
Upvoters
1
Scattered
When vital information sits across tools, it can be
frustratingly difficult to get the full picture
. I want my knowledge hub to be a high-level overview of all information, not be a
labyrinth of links
.
ES
Elaine Sohng
👍
4
JS
AK
JS
LT
2
Static
I write a masterpiece, but it’s
static
. Processes get updated in offline conversations and when change is sudden, it’s disruptive. It makes it harder for a team to feel confident in being flexible and adaptable.
JS
John Scrugham
👍
2
AK
MM
3
Not engaging
It’s hard to find an answer or engage with a 70 page handbook. Flat, stale documents
don’t inspire readers to engage
.
JS
John Scrugham
👍
2
AK
A
4
Buried information
All the content and collateral is stuck in a folder and isn’t surfaced to view or search easily, especially when I need the info right now.
M
mrowley@clinicient.com
👍
2
AE
AK
5
Under-investment
Who owns the wiki?
JS
John Scrugham
👍
2
AC
LS
6
Who owns the content?
Is it the management, a dedicated team like People or Talent?
RC
Raymond Chen
👍
2
AE
LS
7
Multi-media
We share information in so many ways beyond text but my documents are
single media
. The videos, images, and data visualizations the team has made are missing so readers have to jump between tools - losing context, forgetting logins, and slowing down their browsers with 17 open tabs.
JS
John Scrugham
👍
1
AK
8
AE
Anonymous Enneagram
👍
0
9
GA
Gemma de Marcos Alés
👍
0
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Creating engaging and useful content

What I’ve realized is that the best knowledge hubs are the
single source of truth
. They show us what we’re doing and why, how we’re doing and with whom, and when. They create a place to articulate, craft, and align knowledge, a process which is essential to a strong direction and company culture. Once I’ve collected everything into one Coda doc, the next part is funーbut also an essential part to others actually using your toolー
making it engaging and useful
. The goal is to create a doc that informs
and
inspires action.

From link labyrinth to a single source of truth

Start by telling comprehensive stories with everything in one place. Pull together content from many places and put them in various
within your doc. (A quick
makes it easy to get all your various writing in to Coda). Then start connecting all the ideas together with
s.

Many knowledge hubs start as merely a collection of links, as you’re already using apps designed to communicate specific types of information, like resumes in Greenhouse and analytics in Mode. With Coda, you can use
and
to bring in information and knowledge from other places—and save your team the hassle of jumping between tabs and systems.

💡 Try using
and
to make the content more easily navigable.

Get your sheet (and docs) together with a
@Company Wiki


Broken link

Static page to a living doc

Transitioning from printed manuals, static intranets, or many (many) slowly dying documents, I’ve loved creating living docs with Coda—something that people are always contributing to and is getting more useful and growing over time.

And one stand-out feature I incorporate in docs, like our
@Company Wiki
, is
direct engagement.
Once I
the company, leaders have full edit access, readers are making
,
and there’s interactive
to mark items that need updates. With ongoing conversation and collaboration, we’re constantly improving the playbooks and guides that help us improve our work. Content stays fresh, which is especially valuable for our IT and HR leads who
constantly need to update policies & procedures.

The IT Help / FAQ doc with a Request button


Flat, single-media to a multi-dimensional surface

Knowledge is the ultimate shapeshifter because we all communicate and learn in our own unique ways. As a result, resources come in various forms.

Some of my favorite docs have:
: I love the
welcome video in the
@Employee Handbook
and the
in the
@Company Wiki
.
in the same place: The Canva team was using spreadsheets and documents, but could pull this all together in the
for their
@Remote Learning
doc.
: One table that I can be viewed as calendar or like an app like in the
of the
@Company Wiki
.
to make concepts pop and to visually introduce
.


Keeping new hires excited and engaged during onboarding and training.



Building your own knowledge hub

That the first steps towards making your own wiki, guide, or playbook. Some like to start with examples, others like to jump straight in to the features. The journey is your choice 👇





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