Notion – HR Knowledge Base Template

Notion – HR Knowledge Base Template

This template is perfect for organising your company’s HR policies. Communicate and manage your employee policies with a searchable knowledge base. Share it with new team members to help them ramp up to your organization’s policies and perks, or with clients to minimize one-off requests. Communicate and manage employee policies with a search-friendly knowledge base. Share it across teams to help everyone get up to speed quickly. Or share it with clients to avoid one-time requests. Keep your HR info updated with reminders to review topics & detailed changes.

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What you need before purchase

• Basic knowledge of how to use Notion
• Paid Notion account if you want to add lots of content to your template / Notion account (sign up here). Not much content? You’re able to use their free account.

After purchase, you’ll be able to view the template immediately. The template can be added to your Notion account by:

• Click on the template download link in Gumroad
• When viewing the Notion template, click on the “Duplicate” link in the top-right of your screen
• The template will now be available in your own Notion account

How to create an HR knowledge base for your company

Planning the structure of your internal HR knowledge base is an important step in creating a successful HR Knowledge Management System (KMS).

The following are some key points to consider when planning your HR KMS:

1. What type of information will be stored?
2. How will it be organized and how will you access it?
3. Who will have access to this information?
4. Will there be any restrictions on who can view or use the information?
5. How often do you plan to update the contents of the system?
6. What other systems does your organization already have in place that could be used to store and share HR-related information?
7. Are there any legal requirements that must be met before implementing a new HR KMS?
8. Do you want to make sure that the system complies with HIPAA regulations?
9. Does your organization have a formal training program for employees regarding the use of the system?

What type of information will be stored?

The first thing to decide is what kind of information you’ll be storing. This includes both structured and unstructured data. Structured data refers to data that has been categorized into predefined categories. Examples include employee records, job descriptions, policies and procedures, etc. Unstructured data refers to data without a defined structure. Examples include notes, memos, emails, etc.

How will it be organized?

Once you know what kinds of information you’re going to store, you’ll need to determine how you’ll organize it. You may choose to categorize it by department, position, location, etc. Or you might decide to group similar items together so they can easily be found. For example, if you’re using a spreadsheet application like Excel, you could create one sheet for each department and then add all the relevant documents pertaining to that department to the appropriate sheet. If you’re using an online document management system, you could create folders for each department and then upload all the relevant files to those folders.

Who will have access to this info?

Once you’ve decided how you’ll store the information, you’ll also need to decide who will have access to it. The most common way to set up a HR KMS is to give everyone in the organization access to everything. However, this isn’t always practical. In many cases, only certain people will need access to specific pieces of information. For example, if your organization uses a payroll software package, you might want to restrict access to only the payroll manager. On the other hand, if you’d like to allow anyone to edit their own personal profile, you might want to open up access to everyone.

Will there be any restrictions on viewing/using the information?

If you’re giving everyone access to everything, you’ll probably want to put some restrictions in place. For example, you might not want to let everyone view every single piece of information about every single person in the organization. Instead, you might want to limit access to just the basic information (name, address, phone number). You might even want to limit access to only the information that’s needed to perform a particular task. For example, if someone wants to apply for a job, you might want to give them access to only the information related to that job.

How often do you plan to update the contents of the system?

You should consider how frequently you plan to update the content of your HR knowledge management system. Some systems are updated by staff daily or weekly. Others are updated once a year or whenever new changes occur. Whatever frequency you choose, make sure you keep it consistent throughout the organization. Otherwise, you run the risk of having outdated information floating around the network.

What other systems does your organization already have in place that could be used to store and share HR-related information?

One of the biggest challenges with creating a new HR knowledge management system is figuring out where to start. One option is to use an existing system as a starting point. After all, if you’ve got a good system already in place, why reinvent the wheel? Another option is to take advantage of the tools available within your current system. For example, if the system you’re currently using has a built-in search engine, you might be able to use that tool to help you find the information you need.

Are there any legal requirements that must be met before implementing a new HR KMS?

Depending on the size of your organization, there may be legal requirements that must be followed when setting up a new HR KMS. These requirements vary from state to state, but typically include things like privacy laws, data security regulations, and employee rights. Before you begin planning your new system, check with your local government offices to see whether any additional requirements exist.

The following terms are key to understanding the basics of human resources:

• Human Resources Management System – A computerized database designed to manage personnel records.
• Personnel Record – Information about employees such as name, position, salary, and date hired.
• Payroll – Process by which employers pay wages to workers.
• Employment Agreement – Contract between employer and employee outlining conditions of employment.
• Employee Handbook – Guidebook containing policies and procedures for employees.
• Job Description – Detailed description of duties and responsibilities required for successful performance of a specific job.
• Performance Appraisal – Formal evaluation of job performance based on set criteria.
• Organizational Chart – Listing of positions and their titles.
• Organizational Hierarchy – Structure of organizational units.
• Organizational Unit – Group of people working together toward common goals.
• Organizational Role Model – Example of behaviour expected of members of a group.
• Organizational Structure – The way in which groups are organized into departments and divisions.
• Organizational Unit Designation – Title assigned to each member of an organizational unit.
• Organizational Position – Level at which one works within an organization.
• Organizational Policy – Statement of principles governing the operation of an organization.
• Organizational Processes – Steps taken by an organization to accomplish its objectives.
• Organizational Relationship – Interaction between two organizations.
• Organizational Theory – Conceptual framework explaining how organizations work.
• Organizational Values – Beliefs held by individuals regarding what is important in life.
• Organizational Vision – Goal shared by members of an organization.
• Organizational Culture – Pattern of values, beliefs, and behaviours shared by members of an institution or organization.
• Organizing Principle – A basic principle used to organize an organization.
• Organization Development – Methodology used to improve the effectiveness of an organization.

Do you want to make sure that the system complies with HIPAA regulations?

HIPAA stands for Health Insurance Portability and Accountability Act. This act was passed by Congress in 1996 and signed into law by President Clinton. It requires all healthcare providers to protect patient information. In order to comply with this regulation, you will need to have a Privacy Impact Assessment (PIA) completed before implementing your HR Knowledge Management System.

Does your organization have a formal training program for employees regarding the use of the HR KMS?

If not, it’s time to start one! Training programs can be very effective if they are well-planned and implemented. They should include:

• Introduction to the HR KMS
• How to access the system
• What to do when problems arise
• How to update the system
• How to submit changes to the system
• How the system will benefit the organization
• How to report issues/problems
• How to handle sensitive data
• How to secure the system
• How and why to document changes made to the system
• Who has access to the system
• When to change passwords
• How to back up the system