Knowledgeable

Opportunity

OGP officers waste time hunting for basic workplace information like claims procedures, HR policies, and performance guidelines. The problem? Essential information is scattered across different platforms, duplicated, or outdated. Our current system organises everything by team function, so officers have to guess where to look instead of finding what they need when they need it. This daily friction affects everyone from new joiners navigating their first week to experienced officers seeking specific policies, and it prevents helpful tools like Notion AI from working effectively.

We felt it was important for information to be easily accessible to OGP officers from Day 1 of their journey, so that's where we began. We interviewed a bunch of colleagues who've been at OGP for different lengths of time, to get their feedback on our existing knowledge base, and understand how it could be improved.

One thing that became clear was that our existing knowledge base on Notion didn't really consider the context of a person looking for information. Instead, it's largely organised by function/team, which means an officer needs to know exactly where to look for something.

Velocity

By getting Claude to audit our existing Notion knowledge base, we identified several instances of broken navigation, as well as duplicate, conflicting, and potentially outdated information.

We're starting out by launching three broad sections: Onboarding, Navigating Government 101, and Being an Employee (covering HR policies, claims, and day-to-day processes), so instead of searching across multiple platforms, officers can access refreshed, up-to-date information in a single hub structured around their OGP journey. In the meantime, we'll be migrating and building up the Finance and Workplace team documents. Once the new knowledge base is fully launched, officers will be able to find OGP-related information in one reliable place, organised by when they actually need it.

Traction

We're testing the new system with a group of officers who originally helped us identify these problems, trying to understand if the new information structure is more useful and easier to navigate. Once we've collected and incorporated further feedback, we'll launch to the wider organisation.

We're acutely aware that this isn't a one-time effort, and are working on ways to automate and scale the solution for the long term. To ensure the knowledge base is up to date, we plan to create a working group within OGP to undertake periodic reviews. It's a long road ahead, but we had to start somewhere, and there's really no better time than Hackathon.