A well-maintained knowledge base is one of the most valuable assets your internal support team can have. But if it’s only updated by one person—or worse, only by IT—your documentation will never keep up with the pace of change inside your company.
The truth is, the best knowledge comes from the people closest to the work. It’s your IT admins solving tricky access issues, your HR team refining onboarding flows, and your Ops leads navigating complex tools who have the insights everyone else needs.
So how do you get those people to contribute? Without nagging. Without making it feel like homework. Without letting it fall to the bottom of the to-do list every single time.
Here’s how to make knowledge contribution feel natural, lightweight, and even—dare we say—rewarding. And yes, we’ll show you how Siit makes this a whole lot easier.
1. Make Contributing Simple and Seamless
If contributing to your knowledge base feels like an extra job, employees are going to avoid it. The trick is to make the process fast, light, and embedded in tools they already use.
People aren’t lazy—they’re just busy. If contributing to the knowledge base means jumping into a separate tool, writing a mini essay, and formatting it perfectly… it’s not going to happen.
With Siit, employees can:
- Convert Slack or Teams conversations into draft articles
- Use pre-built templates to submit content
- Create Response Templates while answering common requests
Documentation should happen in the flow of work—not outside it.
2. Capture Knowledge While It’s Fresh
The best time to document something is right after you solve it. Waiting until “later” means you forget the steps, skip the nuance, or don’t do it at all.
Encourage employees to log solutions while the context is still top of mind. This doesn’t need to be polished—it just needs to be accurate and fast.
Siit supports instant capture through:
- Slack/Teams request logging
- Request flagging for follow-up documentation
- Quick-save content into article drafts or Response Templates
Speed > polish when it comes to real-world documentation.
3. Use Slack and Teams Bots to Prompt Contribution
Sometimes all it takes is a gentle nudge. After solving a request or answering a recurring question, prompt the contributor to consider turning it into a KB article.
With Siit’s bots:
- Admins get reminders right in Slack or Teams
- They can submit or assign documentation tasks without leaving chat
- Contribution becomes a habit, not a task
Automated prompts keep contribution top of mind—without nagging.
4. Assign Ownership and Rotate Responsibilities
If knowledge base maintenance is nobody’s job, it doesn’t get done. But if it’s always the same person’s job, burnout sets in fast.
Assign documentation responsibilities by topic, system, or department. Rotate ownership quarterly or tie it to projects.
Siit makes this easy:
- Tag owners on articles
- Set review reminders
- Track updates via Analytics & Reporting
Shared responsibility builds a sustainable documentation culture.
5. Provide Contribution-Friendly Templates
No one likes starting with a blank page. Templates make contribution easier by removing ambiguity.
Siit’s Rich Text Editor supports templates that prompt:
- Article title and summary
- Who it’s for and when to use it
- Step-by-step guidance
- Related requests and links
This standardizes your content and makes contributing less intimidating.
6. Build Documentation into Project Workflows
New tools, policies, or systems are perfect opportunities to document. But unless it’s baked into your process, it often gets skipped.
Make documentation a required deliverable for:
- Internal tool rollouts
- Team process changes
- Postmortems and retros
With Siit integrations to Asana, ClickUp, and Monday, you can trigger article creation as part of project workflows.
If it’s worth launching, it’s worth documenting.
7. Celebrate Contributions Publicly
Recognition drives repeat behavior. Employees are more likely to share knowledge if their effort is acknowledged.
Create visibility for contributors with:
- Slack shoutouts for top articles
- Monthly leaderboard for most-used docs
- “KB Hero” badges in internal newsletters
Siit makes it easy to track contribution activity and celebrate wins.
8. Show the Impact With Data
Want more contributions? Show contributors their work matters.
Use Siit’s data to share:
- How many service requests from employees a doc deflected
- How many times it was viewed or used in Slack
- How much time it saved the internal support team
When employees see real ROI, they’re more motivated to keep contributing.
9. Make Feedback and Edits Collaborative
Contribution isn’t just about writing brand-new articles. Encouraging comments, edits, and suggestions makes documentation feel like a shared resource—not a static one.
Siit supports:
- In-line feedback collection
- Article satisfaction ratings
- Tagging admins for updates
This approach helps maintain content quality without putting all the work on one person.
10. Bake It Into Onboarding and Training
If you want contribution to become a habit, teach it from the start.
Use Siit’s Self-Service Portal to:
- Introduce the KB during onboarding
- Assign knowledge-sharing as part of shadowing or ramping
- Include examples of great internal documentation
The earlier employees learn the habit, the more naturally they’ll contribute.
Knowledge Sharing Is a Team Sport
Iinternal documentation really works best when everyone feels like they play a part—but it definitely doesn't have to be a drag! With the right tools and a supportive culture, sharing knowledge can just become part of what you do every day.
Siit helps make this happen by bringing contribution right into Slack and Teams, offering handy templates and ways to respond, and even keeping track of who's contributing and giving them a nod.
Sign up for a free trial and turn your knowledge base into a living, evolving resource—built by your team, for your team.
