As you think about the knowledge you would like to populate in Guru, it's helpful to also consider how you will want to organize this knowledge in a way that will be helpful and accessible by everyone on your team. Tags can help you organize your knowledge so that your team can easily find knowledge when they are looking for a specific Card or discovering new knowledge created across Boards and Collections in Guru.
Follow these instructions to create a tag strategy that will help your team adopt and leverage tags effectively!
Check out our Guru Deep Dive to learn how we revamped our own tagging structure internally to improve search!
1. Select "Collection Champs" for each Collection
Teamwork makes the dreamwork! ✨ The more users invested in the Knowledge Philosophy of Guru, the easier it will be to create and maintain a knowledge-driven culture that increases user adoption, team engagement and the trust score of your knowledge base.
These users can be the Collection Owner or Subject Matter Experts of your Collections, managers of your team, or just Guru-enthusiasts who are on board to help make your knowledge in Guru as best as it can be! Have these users ready and on-deck to mobilize change throughout the process.
Please note that users must have at least Author access to a Collection in order to create Cards and add tags.
2. Pull Together a list of "All Team Tags"
This is the time to think big-picture and envision what tags will connect your Guru knowledge with the content your team is searching for. These are the tags that users from all different departments will need at their disposal, which is why we call them your ALL Team tags.
Create a Guru Card to write all your tags down or use our Tag Structure Worksheet to help you stay organized as you brainstorm.
Don't worry if this is not your perfect, end-all list of all tags that will ever live in your Guru instance. Your knowledge base will grow and evolve over time, and you can always refine this. list of tags later.
Examples of All Team Tags
Tags for your personas and use cases
Tags for each feature or product in your catalogue
Tags for company goals or metrics
Organize this tag list into different "buckets" or groups based on topics, types of assets, steps in process, etc.
3. Create a tag category and Populate your tags
4. Meet with your designated "Collection Champs" on tags
Meet with you designated Collection Champs to help you create a list of tags specific to their Collection or Department in a Guru Card.
These are the tags that are owned by the primary Authors of this Collection. For instance, the Marketing Team creates tags for #Blog or #Competitive Battle Card since these Cards are created by Authors in the Marketing Collection.
Once you have your list of tags specific to a department or Collection, organize this list into different topics, groups, etc. similar to how our organized the tags in the ALL Team tags. Now, create a tag Category in Tag Manager and title it [NAME OF COLLECTION/TEAM] team tags.
Refer to your Board titles for existing knowledge to help create tags related to broader topics in your Collection. Then drill-down to create more specific tags that can be layered on these tags.
5. Build a Team Tag Architecture to Bring all the Tags together
Now that you have created tag Categories for your ALL Team tags and for your Collection or specific departments, it's time to bring all the pieces together.
To help you visualize this architecture, open Tag Manager for an overview of all tags you've created and to picture all of the tag Categories as parts of a car.
Your ALL Team tags are the hood and carriage of your car. Just like the hood and carriage is visible for everyone who looks at your Car, these are the tags that are most visible and most used by your team as a whole.
The [Collection/Name of Team] Team tags are all of the other parts of the car. Each part has a specific function and purpose for how it is used. These tags are less visible to the broader team's eye. They are tags that should be used by each team to surface knowledge that is most relevant to their role, materials, processes in their day-to-day workflow.
Just like you can teach someone to drive stick-shift, you can also teach other departments how to use some of the tags in your team tags category that are most relevant to them.
6. Re-tag existing knowledge using your new tags
Tag, you're it! 🏃♀️With your tool belt of tags assembled and Collection Champs by your side, it's time to tag any existing knowledge using your tag Structure as your guide. Re-tag the Collection by either navigating through each Card on your Boards or utilizing Card Manager to tag Card quickly by using Guru's bulk tag action.
We advise dividing and conquering this project by designating specific Boards for your Collection Champs to tackle and tag.
As you work through tagging the Collections, make a note of any additional tags you may want to add to the Team specific tags or ALL team tags. This is great to to find any tags you might have overlooked!
Once you are finished tagging a Collection, give you and your Collection Champs a virtual high-five 🤚for doing an awesome job.
7. Educate the broader team on how to use Tags
Share the wisdom to help your team! 🤓 Now that your Collection or Collections are tagged in adherence to your shiny new tag Structure, it's time to educate the broader for how to use them to both search and create Cards.
Author a Card for "How to Search [BLANK] Collection" and include a list of the tags most relevant to each team and how they can use them.
Send a Knowledge Alert on this Card and make sure to point out what tags are in the ALL Team tags and which tags are in the specific Team tag Categories relevant to them/
See an example of our Public Card created by our internal Guru-on-Guru Team here on how we educated our team to search using these new tags with a Template that can be modified by Collection.
For Card Creation:
Create Card Templates for your Team to use for authoring knowledge in their Collections. In the Card Template, assign auto-tags that are relevant to each type of Card.
Create a note at the top of the Card reminding Authors to tag the Card following the tag Structure and link out to Card you created for "How to Search [BLANK] Collection".
8. Create a Tag Maintenance Cadence and Check in
In order to make sure tag structure aligns with your team's Knowledge Philosophy, you need to monitor, audit and create new tags as your knowledge in Guru grows and evolves.
We suggest creating a cadence with your Collection Champs to conduct a Guru Audit and tag maintenance session.
Choose a meeting interval that meets the needs of your knowledge base. Some teams do bi-weekly sessions (1 hour each), while others opt for a monthly meeting for 2 hours.
We've seen teams get creative and have a virtual "tagging party" with music to make these sessions engaging for those who volunteered to help. Two, three or four set of hands are better than one in a building a long-lasting and fruitful knowledge base!