The Ultimate Guide to Knowledge Bases: Benefits, Examples, and Best Practices

Creating and maintaining an accurate knowledge base is critical – especially since 61% of customers prefer to use self-service for simple issues, according to our research. A knowledge base and other customer self-service options not only help you meet customer expectations, they also deflect cases, giving service reps more time to handle complex tasks. Here's how to build a knowledge base that drives success for your team.

A knowledge base is a centralized digital information hub where customers and service teams can quickly find answers to questions, troubleshoot issues, and access helpful resources. A good knowledge management strategy and knowledge management system include both people (knowledge managers, typically people within your service organization) and technology that keeps your knowledge organized and accessible to search. Knowledge bases have long been important for customer service. But now, with artificial intelligence transforming customer service, they have a new purpose to serve. A knowledge base is an essential asset to connect to your AI model, so that it can provide the most accurate, relevant information to customers using your self-service channels, and to service teams working on cases. The process of giving your AI model key information – like your knowledge articles – to help it learn is called AI grounding. And it’s one of the best ways to make your AI generated content more helpful for your service reps and your customers.

A well-organized knowledge base has a mix of resources that are easy to navigate and understand. You may choose to include:

• FAQs: Quick answers to common questions, such as "How do I track my order?" or "How do I schedule an appointment online?"
• How-to guides: Step-by-step instructions for specific tasks, like "How to apply discount codes during checkout" or "How to access your purchase history through your customer portal."
• Troubleshooting tips: Solutions for resolving common problems, such as resetting a device or navigating an error message.
• Glossaries: Definitions of key terms and industry-specific concepts.
• Case studies and articles: Deep dives into relevant topics, like customer success stories, product use cases, and best practices.
• Video tutorials: Visual guides that clarify guidance for tasks such as assembling furniture or completing complex software integrations.

• What is a knowledge base?
• Why is a knowledge base important?
• Benefits of a knowledge base
• Types of knowledge bases
• How does a knowledge base work?
• How to create a knowledge base in 6 steps
• 4 knowledge base examples
• Best practices for managing a knowledge base
• How to choose the best knowledge base tools and software
• Knowledge base FAQs

A knowledge base makes it easy for users to find the information they need quickly. By empowering customers to find answers on their own, knowledge bases reduce the need for direct service rep involvement. This gives reps more time to focus on more complex or higher-value customer interactions.

A knowledge base can streamline workflows, enable personalized support, and help reps and AI customer service agents deliver accurate answers quickly. Here are some of the benefits of building and maintaining an accurate knowledge base:

• Faster response times: A knowledge base powered by AI speeds up customer service. Reps spend less time researching topics and crafting responses, since autonomous AI agents can handle many customer interactions and resolve many issues without a human in the loop – thanks to access to the right knowledge. Assistive AI cuts down on the time reps must spend researching topics and crafting responses. Salesforce’s Agentforce can surface relevant information and draft suggested responses to customers – again, with the right knowledge in place to guide it.
• Improved customer experiences: Knowledge bases provide customers with a vital self-service option so they can resolve simple issues on their own. This lightens reps' caseloads and can also shorten customer wait times.
• Round-the-clock support: Providing 24/7 customer support can be challenging and expensive – but it’s what many customers today expect. A self-service knowledge base offers a cost-effective alternative that gives customers access to resources any time they need them.
• Consistent employee training: Centralized knowledge management simplifies training by consolidating resources into a single, easily accessible location. New hires can quickly get up to speed with consistent, up-to-date content.
• Preserved institutional knowledge: Employee turnover can lead to a loss of valuable expertise if their knowledge isn't documented. By capturing insights and processes in a secure and accessible knowledge base, organizations protect critical information, ensure continuity, and minimize disruptions caused by staff changes.

When integrated with your customer relationship management (CRM) platform, a knowledge base can streamline workflows, enable personalized support, and help reps and AI customer service agents deliver accurate answers quickly.

Knowledge bases can be broadly classified into two categories based on their intended audience and purpose.

• Internal knowledge bases are designed for an organization's employees and contain information such as HR policies, technical documentation, and best practices. These internal repositories can facilitate things like employee onboarding and consistency in organizational processes.
• External knowledge bases, on the other hand, cater to customers, offering information about a company’s products and/or services. They often include things like support articles and FAQs, helping users to resolve common issues on their own.

By having these distinct types of knowledge bases, organizations can effectively manage and disseminate information to their target audiences.

A knowledge base is designed to store, manage, and provide access to a vast amount of data. The stored information can be retrieved and queried using various methods, including natural language processing, keyword searches, or formal query languages.

By providing a single source of truth, a knowledge base lets users access accurate and up-to-date information, reducing the complexity and improving the efficiency of information management.

An effective knowledge base typically comprises several essential components, including:

• Search functionality: This is key so that users can find the specific information they’re looking for using a phrase or keyword.
• Self-service portal: This is where users can navigate to find help content and documentation to resolve support-related issues.
• Taxonomy management: Admins should be able to group content based on tags and categories so users can navigate and find information quickly.
• Analytics and reporting: These tools help your company to understand how customers use your product, and can help improve your knowledge base content over time.

Building an effective knowledge base requires a thoughtful approach, but it doesn’t have to be complicated. You can start off small, focusing on just a few articles, and build up your knowledge repository from there. The following steps can help you create an adaptable, scalable knowledge management system that’s ready to integrate with AI for customer service and future innovations.

Aim to understand your customers' top questions and pain points. You can do this in a few ways. First, look at your customer service data to see the top reasons customers reach out. It’s also smart to consult your customer service reps to identify the most common issues they see.

Check your keyword search volume to see what service-related terms come up frequently, such as “return policy” or “shipping options.” Review all digital customer service channels, social media, and other feedback management areas to ensure you see the full breadth of customer concerns.

Lastly, evaluate your current knowledge management system (if applicable) to determine what existing content you can update or build on, and how you can integrate it into your new system.

Create a process that aligns with your long-term knowledge management goals. Set up a structure that can grow with your business over time. You may want to consider these elements for your process:

• Grouping content by popular topics
• Linking related pieces for deeper context
• Establishing a process for how to write a knowledge base article

To be successful, your knowledge must provide content that offers value to your customers. Focus first on topics that address the most pressing customer concerns identified in your research. Once those are addressed should you move on to less urgent topics. Of course, your products, services, and customer needs will certainly change over time so you should factor this into your roadmap, with a plan for how and when you will update content.

It’s smart to provide a variety of content formats — for example, written step-by-step guidance as well as video tutorials — to meet different learning styles. Content should be detailed enough to be helpful, but not so overly technical or lengthy that it overwhelms your customers. (Check out our guide to preparing your knowledge base for AI grounding for some great tips.)

Selecting the right technology will depend on your customer support goals. Custom solutions can be tempting, but out-of-the-box platforms offer scalability and reliability. Consider these factors:

• Seamless integration: Choose knowledge management solutions that integrate with your customer service software to streamline workflows. For example, Service Cloud connects your knowledge base and customer support interactions, and uses the power of AI to expedite case resolution.
• AI-powered capabilities: Be sure that your knowledge base takes advantage of the new innovations in AI. Agentforce autonomous agents not only answer common and complex customer questions based on relevant knowledge articles, they also take action to resolve the customer’s issues within the guardrails your business has set. If Agentforce can’t resolve an issue, it can escalate it to your service reps on its own. Like your service reps, Agentforce continues to learn. And Agentforce’s assistive AI acts as a virtual assistant to your service reps, helping them work more efficiently, focus on more important tasks, and reduce burnout.
• Intuitive navigation: Look for tools with user-friendly interfaces to ensure customers and reps can easily find what they need.
• Diverse content formats: The best tools allow you to include how-to guides, videos, case studies, and FAQs, making it easy to provide information in the format users prefer.
• Analytics and reporting: Select software with customer service analytics and reporting features that offer actionable insights to help you track performance, identify opportunities for improvement, and optimize content.

Without the right infrastructure and analytics, a knowledge base can become unwieldy, outdated, inaccurate, and overwhelming to maintain. To understand the effectiveness of your existing knowledge articles, track impactful key performance indicators (KPIs) that help you measure success. This will give you a better idea of where your knowledge base is helping solve customer pain points and where it's falling short.

Focus on metrics like:

• Time to resolution
• Customer wait time
• Customer satisfaction score (CSAT)
• Case deflection rate

Once your knowledge base is live, look at how your customers and service reps use it. Ask questions like:

• Do internal site search patterns change over time?
• What parts of your knowledge base do customers engage with most?
• Are there any content gaps that should be addressed?
• Which articles help close a case, and which result in greater confusion or longer times to resolve?
• Do customers and reps find your knowledge base easy to navigate?

The answers to these questions will help you identify opportunities for improvement. A knowledge base must change over time, and your technical infrastructure should support that.

Here are four examples of how different industries can use knowledge bases to improve customer self-service and support.

In the tech industry, knowledge bases are commonly used to provide critical support tools and other information such as:

• FAQs that cover system requirements, subscription plans, and pricing information
• How-to guides that lead users through software installation or how to use certain features
• Troubleshooting articles that help users resolve error codes or connectivity issues
• Video tutorials that provide easy-to-follow instructions for advanced features or integrations

Manufacturers can create knowledge bases to support distributors, suppliers, and customers with detailed product information such as:

• FAQs that cover inquiries about parts compatibility or warranty claims
• How-to guides that provide instructions for equipment maintenance or assembly
• Troubleshooting articles that address technical issues with machinery
• Case studies that highlight successful product applications

For ecommerce businesses, a knowledge base might include:

• FAQs for topics like tracking orders, return policies, and accepted payment methods
• How-to guides that cover applying discount codes during checkout, resolving payment issues, or starting a return or exchange
• Troubleshooting articles for how to reset a locked account, cancel an order, or redeem a gift card
• Video tutorials for the most popular items that offer product assembly guidance or style tips

In field service management, utility providers can use knowledge bases in to inform and assist residents in the following ways:

• FAQs might address concerns such as paying bills, setting up new services, or transferring services
• How-to guides might explain reporting outages, tips for becoming more energy efficient, or what to do during an emergency
• Troubleshooting tips might walk users through accessing their online account or resolving service interruptions
• Video tutorials might demonstrate how to use self-service portals or submit payments electronically

These examples illustrate how knowledge bases can be customized to meet the needs of diverse industries, improving efficiency and delivering better outcomes for users.

A knowledge base should evolve with your customers' needs, business goals, and technology landscape. Here are some practical strategies to maintain your knowledge base and keep it relevant and impactful over time:

• Peer collaboration: Tap into the knowledge of others in your industry. The Serviceblazer community on Slack is a great resource, where you can discuss the ins and outs of your challenges with fellow service professionals. Learning from peers who work both in and outside of your industry may help you uncover new ideas for optimizing your knowledge base.
• Ongoing training: Access to knowledge and resources empowers your team to stay agile and innovative. Trailhead, Salesforce’s free online learning platform, can teach your service reps to do things like set up a knowledge base for the first time. This can boost expertise, build confidence, and create a shared commitment to excellence within your organization.
• Data-driven optimizations: Combine peer insights and education with robust analytics to guide improvements. Use metrics like internal search patterns, engagement rates, and customer feedback to identify gaps, outdated content, or opportunities for evolution.

Selecting the right tools and software is essential for building an effective and adaptable knowledge base. To recap, consider these factors when choosing the right tool:

• Seamless integration
• AI-powered capabilities
• Intuitive navigation
• Diverse content formats
• Analytics and reporting

A knowledge base has the potential to transform how you deliver customer service. Focus on building a scalable, adaptable knowledge base tailored to your customers' and employees' needs. Choose tools that integrate seamlessly with your CRM and offer analytics for continuous improvement. Finally, be sure to keep your content relevant, user-friendly, and regularly updated to maintain its value over time.

Here are additional answers to FAQs to help you better understand knowledge bases:

Knowledge base software is a technology solution that allows you to build, organize, maintain, and search for your knowledge articles. It should allow you to choose whether each article is available to just your service team or also to your customers. Today’s knowledge base software has customer service AI features that make it faster and more helpful to search and use – including AI-generated first drafts of new knowledge articles.

An effective knowledge article should be clear, engaging, and helpful. This blog on how to write a knowledge base article has some great tips to get you started.

A knowledge base improves productivity by reducing time spent on repetitive questions, enabling users to find information independently and allowing teams to focus on more complex tasks.

Update your knowledge base regularly — at least quarterly or any time major product, service, or policy changes occur — to ensure content remains accurate and relevant.