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Management guru Peter Drucker once said: “For 21st-century organizations, the most valuable asset is their knowledge workers and their productivity.” In the information age, knowledge has become the primary source of wealth, and knowledge workers are the most vital assets. Knowledge management gives organizations and individuals stronger competitive strength and enables better decisions.

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01 | What is knowledge management?

Knowledge management refers to building a knowledge management system within an organization that combines human and technological elements. Information and knowledge within the organization continuously innovate through processes such as acquisition, creation, sharing, integration, recording, access, and updating. These outcomes feed back into the knowledge system, allowing individual and organizational knowledge to iterate and accumulate over time. From an organizational perspective, this becomes the organization’s intellectual capital, helping the enterprise consistently make the right decisions and adapt to market changes. From an individual perspective, it provides stronger competitiveness, enabling continuous improvement through ongoing accumulation.

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02 | What challenges arise during knowledge management?

An enterprise’s greatest wealth is its employees, and the knowledge they create in daily work is one of its most important assets. In today’s era of high talent mobility, accurately capturing knowledge has become a critical task for enterprises. However, daily work often presents the following challenges:
Past materials are scattered, lack unified management, and cannot be used efficiently.Core materials are held by individual employees, making it difficult to build consensus.Project materials are hard to preserve, causing the enterprise to lose valuable experience.Enterprise experience lacks accumulation, preventing employees from quickly sharing and learning.Cross-team sharing within the enterprise is difficult, and successful experience relies heavily on individuals and cannot be replicated efficiently.External communication materials are chaotic and hard to control, making it difficult to balance efficiency and security.
Solving these challenges requires effective management of internal enterprise and organizational knowledge. DingTalk Docs helps enterprises prioritize knowledge management and unlock its value in production and operations. 03 | How to use DingTalk Docs for knowledge management Effective knowledge management requires focus on three core areas: knowledge creation, management and accumulation, and application and circulation.

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Knowledge creation | Quickly move enterprise assets to the cloud

With DingTalk Docs, enterprises and organizations can collaborate online in real time. Compared with local documents, DingTalk Docs offers the following advantages:
  • Collaborative editing: Multiple users can edit online simultaneously.
  • Multi-user, multi-device: Discussions and edits are not limited by time, location, or device.
  • Cloud storage: No need to save manually, and no risk of data loss from power outages.
  • One-click sharing: Saves local space, and files circulate as links, enabling internal knowledge flow within the enterprise.
  • Deep integration: Seamlessly incorporates DingTalk’s high-frequency scenarios such as To-Do, Notes, Meeting, Event, and Mail.
  • Manage permissions: Comprehensive permissions and security settings, supporting authorization for individuals, departments, and group chats.
  • Security and confidentiality: Supports watermark encryption to guarantee information security.

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Case study 1: Collaborate on a weekly report with multiple contributors

DingTalk product development involves multiple roles, including product, development, and design. Writing a weekly report requires participation from several people, and online documents make joint editing possible.Typically, a product weekly report is initiated by the lead and jointly written by product, design, and development team members. Each person updates their own progress without waiting on others. Once everyone finishes, the weekly report is complete—efficient and simple.

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Case study 2: Event planning starts with a single document for collaboration

The initiator of an event plan uses DingTalk Docs to draft the project framework, then shares it to a DingTalk group with one click (immediately granting group members edit permission). Group members complete their sections in the document and can quickly comment on specific content.After project kickoff, progress tracking and task assignment can all be handled within the document. Documents support inserting Tables, flowcharts, roadmaps, and other elements, along with Events, To-Dos, and more, allowing projects to move forward more efficiently. All of this can be done around a single document.

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Management and accumulation | Use Knowledge Base to efficiently manage and accumulate enterprise knowledge

With DingTalk Docs’ “Knowledge Base,” you can quickly build an enterprise knowledge management hub. While efficiently organizing and accumulating enterprise knowledge, it activates intellectual resources and provides enterprise-grade security controls:
  • Supports content creation in multiple formats, including Documents, Spreadsheets, and Mind Maps.
  • Past local document content can be imported to the Knowledge Base with one click for unified management.
  • A directory tree structure displays content, making it easy to continuously update, iterate, present, and read.
  • Comprehensive permissions and security management safeguard enterprise knowledge assets.
Case study 1: DingTalk’s company-wide learning and growth hub
When first using the Knowledge Base, start with company-wide content such as corporate policies, regulations, compensation and benefits, and internal newsletters. The DingTalk team extensively uses the Knowledge Base to spread cultural values across the team, for example through learning hubs, customer service guides, and data security standards.Take DingTalk’s company-wide learning and growth hub as an example. It is jointly authored by various teams and granted view permission to all employees, who can read without requesting access. This builds a systematic learning Space within the organization, where employees can independently find, read, and study knowledge in a structured way.Adding a watermark to the Space also prevents concerns about Screenshots being leaked.
Case study 2: Daily document management and accumulation for operations teams
The DingTalk team’s daily management and project management also rely on the Knowledge Base. For example, you can manage daily affairs, accumulate business knowledge, and brainstorm around a team, or you can capture project process documents and lessons learned around a project.For example, the image below shows the Knowledge Base used by the DingTalk Collaboration Office operations team for daily affairs, capturing team goals, weekly reports, Meetings, key projects, briefings, and routine operational actions.
Application and circulation | Keep enterprise knowledge flowing Knowledge circulation must be both efficient and secure. When sharing knowledge among organization members, use Knowledge Base permission controls to spread knowledge across the organization. Bidirectional document references keep knowledge moving. The Enterprise Wiki delivers enterprise knowledge to all employees naturally through daily chat conversations.
  • Permission controls: keep enterprise knowledge flowing securely
Flexibly use DingTalk Knowledge Base permission management to grant access to all employees, specific teams, specific DingTalk groups, or individuals. The Space appears in the recipient’s Space list, where employees can independently find, read, and systematically study knowledge. For an entire Space, the Space Owner and administrator can “Add,” “modify,” or “Hide chat” Space user permissions. These permission settings apply to the entire Space. Adding, modifying, or removing users will simultaneously grant, adjust, or remove corresponding permissions for all documents within the Space.
  • Enterprise Wiki: enterprise knowledge “entries” effectively delivered in chat
Enterprise Wiki is an encyclopedia that efficiently aggregates and delivers enterprise information. It distills information with specific meaning within the enterprise (proprietary terms, industry jargon, abbreviations, etc.) into “entries” stored in Enterprise Wiki, effectively reducing the cost of acquiring knowledge and helping enterprise knowledge accumulate rapidly. With Enterprise Wiki, these small pieces of knowledge are automatically delivered through chat windows, making knowledge readily accessible. Employees can learn during fragmented time, lowering the cost of acquiring knowledge.
  • Bidirectional Links: associate knowledge and let enterprise knowledge flow freely
When reading a document, view the document’s “Quote” and “cited by” relationships at the bottom of the page to easily Discover related knowledge. Knowledge is no longer isolated, flows more freely, and inspires more creative ideas. In addition, on the DingTalk Docs homepage, click the upper-right corner to view “Document Relationship Graph” and understand your document network.
  • Public publishing + approval: securely distribute enterprise knowledge externally
DingTalk Docs Knowledge Base’s patented “Public publishing + approval” feature allows you to share knowledge with external customers and partners after approval. Recipients can view content without logging in, truly achieving both “efficiency” and “security.” This patented feature solves the challenge of securely publishing enterprise information. It is especially suitable for creating externally published help guides, product descriptions, and API documentation. For example, the DingTalk product User Guide Knowledge Base can be read directly across the web after public publishing and approval. Use DingTalk Docs to quickly build a knowledge system for your organization. Knowledge within the organization is continuously innovated through creation, discovery, sharing, integration, recording, access, and updating, boosting organizational competitiveness and vitality so that individuals and the organization grow together.
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