# Knowledge Management with Confluence

> How do you share knowledge inside your company? Knowledge management brings the knowledge of every employee together in one place.

Source: https://www.xalt.de/en/blog/knowledge-management-with-confluence/

TEAM XALT Atlassian Platinum Partner · 1 June 2021 · 7 min

Relax for a moment; one of the smartest people of all time once said: “Intelligent people do not always know the answer to a question, but they know where to find it.” Did you know that Albert Einstein had to consult a phone book to find his own phone number? But do not relax too much, because in today’s world there are some must-haves regarding knowledge. You must know where to find it, it must be understandable, and arguably the biggest must-have of all: someone must make it available!

### Also available as a podcast

Listen on [Spotify](https://open.spotify.com/show/77kSRQguaY9le7wjmz4g1p) or [Apple Podcasts](https://podcasts.apple.com/de/podcast/the-agile-working-model-podcast/id1492728454).

![Das Symbol der Apple-Podcasts-App](https://cdn.sanity.io/images/c475o02b/production/63df5950d512ddad247a1df853af627519fee0cf-512x512.png?w=1504&q=75&fit=max&auto=format)

## What is knowledge?

But let us start with the most important question, which is also the most difficult. If you are reading this blog post right now, you are essentially converting data elements (letters) into data. Since you are on our website, you have clicked on a link, perhaps followed an invitation, or maybe you are interested in Atlassian products. You are already reading this data in a specific context that provides you with information. So we are converting data elements into data and then into information. But what about knowledge? That is where it gets difficult.
While you are reading all this information in a context, you process all your experiences, assumptions, values, feelings and skills, which give you personal knowledge about this text. Knowledge is therefore always and at all times something entirely individual and absolutely different for everyone.

### And knowledge management?

Well, now that we understand what knowledge is – let us answer the next question. Keeping in mind how complex knowledge is, let us keep this answer rather short. Knowledge management is about preparing the knowledge of employees and making it usable for all colleagues.

#### This includes six main areas:

**Identification** → What is knowledge?
**Transfer** → Passing on and receiving knowledge from one person to another?
**Acquisition** → How can the user acquire the knowledge?
**Storage** → How can the knowledge be stored and kept up to date?
**Development** → How can new knowledge emerge from existing knowledge?
**Application of knowledge**→ Conversion into competence!

To put it simply: knowledge management means organising all these topics and transforming them into measurable results for the company and for improving teamwork for every employee.

And do not forget: according to our first answered question, the knowledge of employees is the most important capital of a company!

#### But how do you go about doing that?

It sounds like you have to climb a massive mountain, doesn't it? But don't worry - it's about teamwork and simply getting started. Just get the right tools that can help you with that. Then you and your team will see significant progress very quickly. Below, I show you how to take the first steps in knowledge management with Atlassian's Confluence.

![Wissensmanagement mit Confluence](https://cdn.sanity.io/images/c475o02b/production/a16ec4d0c4b622cdc2293fb31de6ae3d1d751a48-2952x1832.png?w=1504&q=75&fit=max&auto=format)

Einfach Dokumentenstruktur für Meetings

## Identification

### Keep it super simple

Just start! Stop overthinking the structuring, every piece of content, and everyone who needs to be involved - gather a team and get going. Confluence gives you the ability to easily restructure Spaces, pages, and all content. You can work on pages together, and you'll see how quickly individual knowledge turns into company knowledge!

### Use templates

![Confluence Templates](https://cdn.sanity.io/images/c475o02b/production/7e241edc6250d4fcdb26404380d854b79c7efa6d-2970x1942.png?w=1504&q=75&fit=max&auto=format)

Templates für Confluence

Not sure how to start your page? Confluence offers several templates to choose from. Again: You don't need to reinvent the wheel! Use an existing template and adapt it to your needs, or simply let it inspire you.

### Search and you will find what you are looking for

![Confluence search view with a structured knowledge base](https://cdn.sanity.io/images/c475o02b/production/e49d65f6a19da1997a9a7a233131f8104c25ec53-2968x1948.png?w=1504&q=75&fit=max&auto=format)

Suchfunktion in Confluence

To return to Albert Einstein: Search! Of course, Confluence offers much more comfortable ways to search for content/people/tags etc. than any phone book ????

## Transfer & Acquisition

### Sharing is Caring

Do people keep calling you to ask the same questions? Have you prepared your knowledge for your colleagues but don't know how to pass it on? Are you unsure whether everyone has received the super important notes the team worked on last week?
Stop worrying about it: Give it a try → share your pages, meeting notes, and blog posts, and initiate a new way of working together. And did you know: It doesn't matter if you are in the same time zone as your colleagues. (Tip: You can also watch Spaces or pages you find interesting and never miss anything again).

### Multimedia

![Multimedia Elemente in Confluence](https://cdn.sanity.io/images/c475o02b/production/f65b517d89a5bc8594e8ea60fe255d1da60e8463-2888x1718.png?w=1504&q=75&fit=max&auto=format)

Binde alle erdenklichen Medien in deine Seiten ein

Do you remember when we talked about how individual knowledge is? With Confluence, you have the option to prepare your content in a multimedia format to make it easier for your team to acquire knowledge.

## Storage and document management

### Structure

![Document management and structure in Confluence](https://cdn.sanity.io/images/c475o02b/production/02e8be1938156e3a70c54bd387f82c43cd5303a5-1592x1334.png?w=1504&q=75&fit=max&auto=format)

Dokumentenmanagement und Struktur

Hold on – didn't she say we don't need structure? Yes and no. Break away from the old-school thinking of document management systems – try new approaches, such as working with labels to structure content (e.g., in Confluence). Of course, you must group similar topics within a space. And you naturally need experts who are responsible for their respective topics. But why? See the next point.

### Knowledge and data maintenance

![Wissensmanagement mit Confluence](https://cdn.sanity.io/images/c475o02b/production/462e75b15a9c8c614631d218b63012591e7897fa-2442x1296.png?w=1504&q=75&fit=max&auto=format)

Versionierung der Änderungen

You and your team have put a lot of work into your knowledge management? Great! But now it's like having a garden. You have a lot of plants and vegetables, some are still growing, and others have withered. Now you need experts or responsible persons who occasionally take a walk through the garden to check if everything is still green, if all plants have enough water, and so on. In Confluence, you can easily review changes in the version history.
(Tip: This is also a great tool if you have made a mistake, such as deleting something and needing to restore the page without contacting IT ????)

## Development & application

### Enablement

As mentioned in the identification phase, when you and your colleagues work together on a topic, you will sooner or later see how the knowledge of each individual grows together. This enables the team to find new solutions and opens new doors. It is great to link other solutions like Jira and Trello with Confluence for this purpose.

### Link everything together

By creating more and more spaces and knowledge bases, a network of topics is created – but this only works if you and your team connect everything! This means that, for example, an article about a software solution must link to the finished product, all meeting notes, the development process, problems that arose along the way, and so on.

![Wissensmanagement mit Confluence](https://cdn.sanity.io/images/c475o02b/production/9e8510377058b1b10186d7512462025bf1ea3dc7-878x258.png?w=1504&q=75&fit=max&auto=format)

Verknüpfe zusammenhängende Informationen miteianander

When you see all these areas of knowledge management – the interplay of components will give the user the opportunity to use knowledge and ultimately convert it into skills. Of course, it is not easy, but if you start with the right team and a partner, you will prepare yourself for this great journey. Everyone has started small (Smile)

Do you want to test Confluence and get an idea for yourself? Here is a link to get started with the free cloud version of Confluence: [To Confluence Cloud](https://www.atlassian.com/try/cloud/signup?bundle=confluence&edition=free)

## Make your company's knowledge visible

We help you build knowledge management with Confluence in your organization and make knowledge usable for your whole team.

[Talk to us](https://www.xalt.de/en/contact/)

## More articles

### [Personal AI Agents Compared: Rovo, OpenClaw, and Agent SDKs Like Claude or OpenAI](https://www.xalt.de/en/blog/personal-ai-agents-compared-rovo-openclaw-and-agent-sdks/)

Rovo, OpenClaw, or Claude/OpenAI: how personal AI agents differ in 2026 and which approach fits your team.

*Atlassian*

### [BaFin Compliance for Atlassian Cloud – What Financial Institutions Need to Know Now](https://www.xalt.de/en/blog/bafin-compliance-atlassian-cloud-migration/)

New EU FSA rules have been in effect for Atlassian Cloud in financial services since December 2024. We show what has changed and how you can migrate to the cloud in a BaFin-compliant way.

*Atlassian*

### [Atlassian Team '26 Recap: The Shift to the AI-Native Organization and the Role of the Teamwork Graph](https://www.xalt.de/en/blog/atlassian-team-26-recap-teamwork-graph/)

XALT was on the ground at Atlassian Team '26 in Anaheim. Our recap covers the Teamwork Graph, Rovo, and the new Teamwork, Service, Product, Software, and Strategy Collections – and what it means for enterprises in Germany.

*Atlassian*

---

*This version is for AI agents. Every page of this site is available as Markdown: append `index.md` to its path. Index of all pages: [llms.txt](https://www.xalt.de/llms.txt)*