In fast-moving workplaces, scattered information slows teams down and leads to mistakes, missed deadlines, and tension between team members. Plus, according to a study by McKinsey, the average employee spends around 1.8 hours each day just looking up things. That’s 25% of a person’s working hours!
The best way to improve productivity and reduce wasted time is to centralize your company’s information into a single, easy-to-access hub that ensures everyone is on the same page, whether they’re onboarding, troubleshooting, or learning something new.
If you’re ready to make the move to a centralized database, here’s how to build a high-impact video knowledge hub that’s organized and easy to maintain.
1. Centralize and Categorize Your Content
Gather your scattered video assets from wherever they’re currently hiding (shared drives, inboxes, random cloud folders) and run a quick content audit.
Once you know which videos you want to add to the database, choose a platform that makes organization easy. Tools like Loom, Notion, SharePoint, or a lightweight Learning Management System (LMS) let you tag videos, control access, and create custom categories.
Next, you need structure. Group videos by team, process, or task — whatever makes the most sense for your users. Think of it like building a digital library: the more intuitive the layout, the more likely people are to use it.
2. Maintenance and Regular Updates
A knowledge hub is only as useful as its relevance. Outdated videos with old logos, deprecated processes, or missing context can cause more confusion than clarity.
To keep things easy and avoid disrupting your work flow, set up a review system. For instance, you can assign owners to different video categories and have them revisit content quarterly. Other teams prefer working with micro-updates, where they splice a quick explainer or add an updated note in the description of a full 20-minute tutorial.
You also have to keep up with your video knowledge base maintenance. Besides making sure everything is still working from a technical point of view, you also need to assess whether the information still reflects how your business works today. That includes reviewing outdated workflows, replacing clunky or irrelevant examples, and ensuring your videos align with current tools, policies, or priorities.
Without this kind of ongoing attention, your hub may turn into a digital graveyard. It’s almost like tending a garden: a little care on a regular basis keeps everything growing and usable.
3. Make It Engaging and Measurable
Research from the National Library of Medicine shows that the dopamine release from having an enjoyable work experience helps boost memory retention and learning. If you want employees to actually use your video knowledge base, you have to make it intuitive, interactive, and a little fun.
Start by making content easier to digest. Break long videos into chapters or add timestamps so viewers can jump straight to what they need. Layer in visual cues, captions, or quick recaps to improve accessibility and retention. Platforms like Loom or Vimeo make these enhancements simple, but you can choose whichever platform fits your team’s needs best.
To boost engagement, encourage two-way interaction. Allow viewers to leave comments, rate content, or suggest updates. Add quizzes or checklists to reinforce learning and confirm that key points are sticking.
Just as important: measure what’s working. Use built-in analytics to track watch time, drop-off points, and completion rates. If nobody finishes your 15-minute “Intro to Sales Ops,” it might be time to rethink the format (or the soundtrack).
Wrap Up
Building a high-impact video knowledge hub doesn’t require a production studio or a six-month plan. It’s enough to have a smart structure, regular upkeep, and a user-first mindset. When done right, it becomes a go-to resource that empowers your team, saves time, and keeps knowledge flowing even when key players are out.