Houston, we have a knowledge problem (but not for long!)

In this playbook, we'll cover:

  • Defining Your Team's Guru Success

  • Structuring Your Knowledge Base to Scale

  • Building Out Your Knowledge in Guru

  • Training the Team and Monitoring Adoption

Wahoo! You got Guru.

Welcome to the knowledge-sharing networkβ€” we're glad you're here!

To ensure your team's success, we've laid out a clear path to guide you

and your team to Guru greatness, complete with questions to keep in

mind as you're getting started and tips and tricks for driving strong Guru adoption.

Getting Started in Guru πŸŽ‰


    1. Invite your users to the Guru instance

    2. Add your users to the appropriate Groups. Groups and advanced permissions are available in our Builder/Expert editions.

    3. Assign permissions to your Collections so your Groups have Author or Read-Only access.

  2. Send your team training resources for them to complete πŸ“

    1. Create a Card in your instance with the following resources:

      1. Download the Guru Browser Extension

      2. Learn how to search with filters

      3. Take a Guru Academy course

    2. Use Guru's announcement feature to send this Card out to the team!

Week 1: Capture the low-hanging fruit πŸ’

  1. Capture High-Value Knowledge

    Follow these three easy steps to quickly capture the information your team is currently sharing - that's likely going to waste!

    1. Step 1 - Count:

      1. How many questions have been asked in a common Slack channel or shared email account over the past 7 days;

      2. How many times a few top "experts" have been asked questions over the past 7 days (ask them to estimate).

    2. Step 2 - Add these up, and you'll probably find:

      1. There's a lot of wasted information;

      2. Customers aren't getting fast / accurate answers;

      3. Experts are spending non-trivial amounts of time answering internal questions;

      4. New employees don't even know what to ask and / or are sharing half-truths.

    3. Step 3 - Add as many of the above into Guru as you can in 30 minutes

      1. We've found it takes just 30 minutes to create 25 Guru Cards from wasted knowledge.

πŸ’‘ Tip

To complete Step 3, try using:

  1. Guru Slack action to create new Cards or add to existing Cards in Slack;

  2. Knowledge Clipper to create Cards from webpages;

  3. Copy / Paste into Spreadsheet for bulk import.

Week 2: Push information to users

  1. Send an Announcement

    1. For critical updates you want to A) get in front of your team, and B) certify that they received it, try using an announcement.

  2. Create Knowledge Triggers for Key Systems

    1. To push information to your team in the Guru Browser Extension, based on key words and fields, set up Knowledge Triggers.

  3. Create Slack Activity Feeds

    1. To automatically post an update to a Slack channel each time you add new information to Guru, create a Guru Slack Activity Feed.

Week 3: Import, sync, and curate

  1. Import information that will live in Guru

    1. The power of Guru is the immediate accessibility of your content. Our content migration options will expedite the process of importing your existing content, so your team can experience the benefit of Guru right away.

  2. Sync information that will continue to live in an external system

    1. The Guru Knowledge Sync feature enables Guru to extract content from an external source and populate that content into a Read-Only Collection within Guru. This way, Guru users can search both internal and external-facing content from one place.

  3. Assign others to keep the information in Guru up to date

    1. It's important to ensure that Cards are being verified by subject-matter experts and in a timely fashion. Thus, Verifiers and Verification timelines for Cards should be updated to reflect any personnel changes on your team, such as promotions or transfers. You can edit the Verification timeline and Verifier on individual or multiple Cards using Card Manager.

Week 4: Measuring success and adoption

  1. Gain buy-in from the team

    1. To help get the team onboard with Guru, remind folks of why you are adopting Guru as a company.

    2. Get your managers, executives, & team leads to commit to documenting their team meeting outputs, projects, and processes in Guru. Your company goals & OKRs are a great thing to put in Guru!

    3. Remind users to add the Guru Browser Extension. Then, click the extension while navigating the systems and web pages they use when working. Guru's Google Chrome Browser Extension ensures you have a layer of verified knowledge on top of the apps you use every day. Adding the extension is crucial to realizing Guru's potential for increased efficiency and access to information from your workflow.

  2. Review Analytics

    1. Once these users use Guru in their normal workflows, review the Analytics tab to determine the Cards they used the most, what they searched for and found, and more importantly, what they searched for but didn't find. The latter provides a great indication of what to add to Guru next!

  3. Use our Slack or Microsoft Teams integration to answer questions with Guru Cards

    1. When your team asks a question in Slack or Microsoft Teams, answer with a Guru Card! This is a great way to encourage users to check Guru before asking a question.

πŸ“‘ Related articles

Using Guru for a specific use case? Check out these articles in order to set your team up for success:

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