In a recent poll, ‘how to make the most of your time in between tender submissions, 42% of respondents said that they used this time to update their knowledge library. This is a smart strategy, as it allows you to improve the quality and relevance of your bids and proposals.
In this blog post, we will explore some of the best practices for keeping your knowledge library current.
A knowledge library is a centralised repository of information and resources that are relevant to the bidding and tendering process. Essentially, it is a collection of documents, templates, guidelines, and best practices that can be used by individuals or teams involved in bidding.
A knowledge library is a valuable resource for any company; however, it is essential to keep your knowledge library current to ensure that it remains a useful tool for your team. Below, we explore some best practices for keeping your knowledge library up-to-date and relevant.
The first step in keeping your knowledge library current is to assign ownership and accountability. Identify a point person or team responsible for maintaining the library and ensuring that it’s up-to-date. This person or team should regularly review the library’s contents, identify gaps, and update the library as needed.
To keep your knowledge library current, establish a regular review schedule. Determine how frequently you will review the library’s contents, and put this on your team’s calendar. This will help to ensure that the library is reviewed regularly and that any necessary updates are made in a timely manner.
Encourage feedback from library users. Ask them to provide feedback on the usefulness of the library’s contents and any suggestions for improvement. This feedback can be used to identify gaps in the library and make necessary updates.
Regularly audit your knowledge library to ensure that the contents are accurate and relevant. Review each item in the library and verify that the information is up-to-date and accurate. Remove any outdated or irrelevant information to ensure that the library remains a valuable resource.
Keep an eye on external changes that may impact the relevance of your knowledge library. Changes in regulations, standards, or best practices may require updates to your library. Stay informed of these changes and make updates as needed.
Use technology to your advantage. Many knowledge libraries are now hosted online or in the cloud, making it easy to update and access from anywhere. Consider using a content management system (CMS) to make it easy to manage and update your library’s contents.
Finally, make sure that your team is trained on how to use the knowledge library effectively. Provide training on how to search for information and resources, and how to use the library to improve their work. This will ensure that the library is utilized effectively and that it remains a valuable resource for your team.
In conclusion, keeping your knowledge library current is essential to ensure that it remains a useful tool for your team. By assigning ownership, establishing a review schedule, encouraging feedback, auditing regularly, monitoring external changes, leveraging technology, and training your team, you can ensure that your knowledge library remains up-to-date and relevant. By following these best practices, you can ensure that your knowledge library remains a valuable resource for your team for years to come.