Your bid library is a hungry beast – it needs to be fed up-to-date content to remain useful. You put a lot of work into building a knowledge base, so you want to make sure you’re maximising its benefits; letting your information become outdated will erode users’ confidence in it and make them less likely to use the system you’ve introduced.
So how do you make sure your knowledge base is as up to date as possible, and reflects the current state of your organisation?
There are two good opportunities in any bid process for updating your content:
1) Immediately after your bid is submitted
At this point, any changes made to existing content, or new pieces written up, are still fresh in everyone’s minds.
If you don’t already have a knowledge management step in your lessons learnt process, introducing one will give contributors, bid team members and knowledge managers the chance to feed back on current content and put the wheels in motion for any improvements needed. The process will help to identify any areas where existing content is incomplete or not of high enough quality.
2) Once a bid decision is received
Ask for feedback whether you won or lost, so you can gauge the quality of your content. Then think about how you capture and use that feedback to tweak and refine content based on how it scored.
Knowledge Central’s star rating and notes functions are ideal for this; you can use the star rating to reflect the evaluator scores, and add notes to detail any specific feedback they gave that you can use to improve your content.
To ensure your content updating processes run smoothly, you’ll also need to think about:
Who will be responsible for updating content? – Will it be the responsibility of a single knowledge manager, the core bid team, or will each subject matter expert (there may be many) be responsible for updating their own content in the knowledge base?
However you choose to do it, make sure everyone involved knows what their responsibilities are.
How will new content and changes to existing content be communicated to those updating the knowledge base? – Having one knowledge manager controlling the updating is beneficial for version control and uniformity, but if they weren’t involved in writing the bid, they will need to be told what changes needs to be made.
Subject matter experts will know what they changed or added to content that came through their hands, but may not be aware of any further changes made later by the bid team.
You’ll need to establish an efficient process for collating all the changes needed to make sure everything is captured.
Once you’ve mastered these processes you’ll really start to reap the rewards of your bid library – we estimate that a fully up-to-date knowledge base will save a minimum of 60% effort on every bid.
To find out how else Knowledge Central can help you manage your content, contact our Knowledge and Content Manager Kate Gregory by email on email@example.com, or by phone on (0113) 225 6098.