The Governance Dashboard is your early warning system for content quality. It proactively surfaces content that is outdated, underutilized, or mistrusted by your users — so your team can focus maintenance efforts where they matter most and keep your knowledge base trustworthy, discoverable, and aligned with user needs.
📌 Quick-Jump Topics
- 1. What is the Governance Dashboard?
- 2. Getting Started with the Governance Dashboard
- 3. How to Understand Your Overall Content Health
- 4. How to Address High Priority Content Issues
- 5. How to Audit and Clean Up Your Content
- 6. How to Audit and Clean Up Your Topics
- 7. Suggested Alerts and Dashboard Agent Questions
1. What is the Governance Dashboard?
The Governance Dashboard is designed to streamline your content management process by identifying every piece of content that needs attention before it becomes a problem. Whether you're dealing with negative feedback, content gaps, or a growing library of stale and unused content — this dashboard tells you exactly where to focus and what to do.
Why you should use the Governance Dashboard:
- Risk Mitigation: Pinpoint content that has received negative feedback or that users are unable to find before it erodes trust.
- Trust Building: Identify high-traffic content that hasn't been updated in over six months so users always find accurate, reliable information.
- Efficiency: Simplify auditing by focusing your time only on content that requires immediate attention or cleanup.
- Accountability: Ensure every piece of content has an Expert owner responsible for keeping it current.
2. Getting Started with the Governance Dashboard
Access Requirement: You must have Account Admin, Team Admin, or Expert-level access.
Step 1: Open the Spekit Web App. Step 2: Navigate to the Analytics tab. Step 3: Click on the Governance Dashboard.
Filtering your data:
Use the filters at the top of the dashboard to scope your audit to the right content:
| Filter | Options |
|---|---|
| Timeframe | Any time, in the past, before, on, after, on this day, custom, and more |
| Creators | Filter by specific content creators |
| Content Type | Any, or specific types: PDF, Presentation, Spek, etc. |
| Custom Columns | Filter by any custom fields in your system (e.g., Expiration Date) |
| Topics | One or multiple topics |
| Teams | One or multiple teams |
| Include Admin Views | True or False |
| Exclude Hidden Content | True or False |
💡 PRO TIP: Use the Creators filter when conducting an expert accountability audit — filter by a specific creator to review all content owned by that person and identify anything that needs reassignment or updating.
3. How to Understand Your Overall Content Health
Start here when: You want a high-level snapshot of your knowledge base health before diving into specific issues, or you need to report on content quality to leadership.
The three charts at the top of the dashboard give you an instant overview of where your content library stands:
| Chart | What It Measures | What to Look For |
|---|---|---|
| Fresh vs. Stale Content (Pie Chart) | Fresh = edited in the last 180 days. Stale = edited over 180 days ago. | Risk Check: If Stale is high, users are at risk of finding inaccurate information. |
| Hot vs. Cold Content (Pie Chart) | Hot = one or more views in the last 90 days. Cold = zero views in the last 90 days. | Prioritization: A high Cold percentage signals a large amount of unused content cluttering your library. |
| Updates by Month (Bar Chart) | Visualizes content update velocity over time. | Resource Planning: Look for consistent update activity. Spikes followed by long gaps suggest reactive rather than proactive maintenance. |
The most critical combination to look for: Hot + Stale content.
Content that is highly viewed but hasn't been edited in over 180 days is your highest risk — users are actively consuming information that may be out of date. Use the Audit Your Content table (covered below) to find and prioritize these items immediately.
✅ Content Health Best Practices
| ✅ Do This! | ❌ Avoid This! |
|---|---|
| Review the Fresh vs. Stale and Hot vs. Cold pie charts together — neither tells the full story on its own. | Focusing only on stale content — cold content that is stale is a lower priority than hot content that is stale. |
| Use the Updates by Month chart to set a consistent content review cadence rather than reacting to problems. | Only updating content when users complain — by then trust has already been damaged. |
| Aim to keep your Fresh percentage above 80% as a baseline content health target. | Treating all stale content the same — hot and stale content needs immediate attention, cold and stale can be evaluated for deletion. |
4. How to Address High Priority Content Issues
Start here when: You want to identify and resolve issues that are actively harming user trust and adoption right now.
This section covers the three tables that represent your most urgent content risks. Review these before anything else on the dashboard.
1. Content with Recent Feedback to Review
This table surfaces all content that has received a reaction, with a focus on negative feedback. For each item you can see:
- Content Name and Type
- Reaction and Feedback text
- Username who provided the feedback
- Feedback Date
- Last Edited Date
- Views in the last 90 days
- Freshness (Fresh/Stale) and Popularity (Hot/Cold)
Below this table you will find two KPIs:
- Total Content Feedback — total number of reactions received
- Total Thumbs Down Feedback — total number of negative reactions
What to do:
| Scenario | Action |
|---|---|
| Content has negative feedback and is stale | Update the content immediately, then reach out to the user who left feedback to let them know it's been resolved and ask them to remove their negative reaction |
| Content has negative feedback but is fresh | Review the feedback text carefully — the content may be accurate but unclear or incomplete |
| High views + negative feedback | Treat as urgent — this content is actively misleading a large number of users |
✅ Negative Feedback Best Practices
| ✅ Do This! | ❌ Avoid This! |
|---|---|
| Always follow up with the user after updating content — ask them to remove their negative reaction to confirm the issue is resolved. | Updating content without following up — the negative reaction remains and continues to signal distrust to other users. |
| Check the Last Edited Date alongside the feedback — if the content was recently updated, the issue may already be addressed. | Dismissing feedback without reading the full feedback text — sometimes the issue is subtle and easy to miss. |
| Prioritize content with high 90-day views — negative feedback on popular content has an outsized impact on trust. | Waiting to batch feedback reviews — address negative feedback as soon as it appears. |
2. Sidekick Responses with Negative Feedback
This table shows every instance where a user indicated that an AI Sidekick response was not helpful. For each item you can see:
- Question posed to AI Sidekick
- Date the question was asked
- Username who asked the question
- Source 1, Source 2, Source 3
- Selected Source, Clicked View More
- URL and Source Available
What to do:
| Scenario | Action |
|---|---|
| AI gave an answer but user said it wasn't helpful | Review the source content — it may be inaccurate, incomplete, or poorly written for AI consumption |
| No source was available | This is a content gap — create new content to fill it |
| User clicked View More or selected a source link | The AI's direct answer was insufficient — improve the source content so the answer is more complete |
3. Unsuccessful Searches and Sidekick Chats
This table surfaces every search query and Sidekick question that returned no results. For each item you can see:
- Search Query
- Source (Search or Sidekick)
- Username
- Date
- User Role
- Results Available (will always be No in this table)
Below this table you will find two KPIs:
- No Results Found — total searches and Sidekick queries that returned zero results
- Searches with No Clicks — users found results but didn't click on any of them
What to do:
| Scenario | Action |
|---|---|
| High volume of no results for the same query | A clear content gap — create content to address this topic immediately |
| Searches with no clicks | Users found results but they weren't relevant — review the search query and top results to confirm the content actually answers user intent |
| Single user repeatedly searching the same term | Reach out personally — they may need help finding existing content or it may need to be created |
✅ Search and Content Gap Best Practices
| ✅ Do This! | ❌ Avoid This! |
|---|---|
| Review the No Results Found list weekly — it is the most direct signal of missing knowledge in your library. | Only creating content when users ask for it directly — search data surfaces gaps proactively. |
| Once you create content for a missing search term, notify the user who searched for it — this builds trust and drives adoption. | Ignoring Searches with No Clicks — users not clicking on results is just as important a signal as no results at all. |
| Use the Dashboard Agent to ask "What are the most common searches with no results?" for a fast content gap analysis. | Treating all unsuccessful searches equally — prioritize by volume and user role to maximize impact. |
5. How to Audit and Clean Up Your Content
Start here when: You want to perform a bulk content audit, identify ownership gaps, or clean up your library to improve searchability and discoverability.
The Audit Your Content table is your most powerful tool for bulk content management. You can review all content at once or use the Recommended Content Categories to Review filter to drill into specific subsets.
For each piece of content you can see:
- Content Name and Type
- Freshness Factor (Fresh/Stale/Hot/Cold)
- Last Viewed Date and Last Edited Date
- Created On Date and Creator Name
- Hidden (Yes/No) and Shareable (Yes/No)
- Total Views and Unique Viewers
- Total Times Sourced by AI Sidekick
- Custom Field values (e.g., Expiration Date)
- Total Teams with Access
- No Expert Assigned (True/False)
Use this table to tackle the following audit tasks:
| Audit Task | How to Do It | Action |
|---|---|---|
| Find Hot but Stale content | Filter for Hot = True and Stale = True | Update immediately — this is high visibility, potentially inaccurate content |
| Find zero-view content | Filter by Last Viewed Date with no views in 90+ days | Review relevance — if obsolete, Delete or Hide using the ellipsis (...) menu |
| Find unowned content | Filter for No Expert = True | Assign an Expert to drive accountability for future updates |
| Find expiring content | Filter by your Expiration Date custom field | Review and update before expiration to prevent stale content from slipping through |
| Find content hidden from teams | Filter by Total Teams with Access = 0 | Review and update permissions or delete if no longer relevant |
✅ Content Audit Best Practices
| ✅ Do This! | ❌ Avoid This! |
|---|---|
| When updating hot content, click Save without notifying users — this refreshes the Last Edited Date and maintains trust without spamming users with notifications. | Notifying users every time you make a minor update to hot content — notification fatigue causes users to ignore future updates. |
| Use the No Expert = True filter regularly to catch content that has lost its owner due to role changes or offboarding. | Waiting for annual reviews to audit Expert assignments — content can go unowned for months if not monitored proactively. |
| Use custom fields like Expiration Date to build a proactive review schedule rather than relying solely on Last Edited Date. | Deleting content without checking Total Teams with Access first — content accessed by multiple teams needs a replacement or redirect. |
| Filter for Cold + Stale content as a starting point for deletion — this is the lowest risk content to remove. | Hiding all underperforming content instead of deleting it — hidden content still clutters your library and can surface in searches. |
6. How to Audit and Clean Up Your Topics
Start here when: You want to review the structure, visibility, and discoverability of your topic library to ensure content is organized and accessible to the right teams.
The Audit Your Topics table gives you a full view of every topic in your library. You can review all topics or filter to specific ones. For each topic you can see:
- Topic Name
- Date Created
- Total Speks in Topic
- Total Views
- Accessible by All Teams (True/False)
- Total Teams with Access
- Teams with Access (listed)
- Domains Associated
- Has Parent Topic (Yes/No)
- Has Subtopics (Yes/No)
Use this table to tackle the following topic audit tasks:
| Audit Task | How to Do It | Action |
|---|---|---|
| Find topics hidden from all teams | Filter for Accessible by All Teams = False and Total Teams with Access = 0 | Click the Topic, click Edit, and add the appropriate teams to ensure visibility |
| Find topics with no domain associations | Filter for Domains Associated = empty | Link the topic to relevant URLs to improve in-app discoverability |
| Find topics with fewer than 5 items | Filter for Total Speks < 5 | Determine whether to merge with another topic or delete based on relevance |
| Find orphaned topics | Filter for Has Parent Topic = No and Has Subtopics = No | Review whether these standalone topics should be incorporated into a larger topic structure |
✅ Topic Audit Best Practices
| ✅ Do This! | ❌ Avoid This! |
|---|---|
| Associate topics with relevant domains to ensure content surfaces in the right in-app context — discoverability is one of the biggest drivers of adoption. | Creating new topics without checking if a similar one already exists — duplicate topics fragment your content and confuse users. |
| Regularly review topics with fewer than 5 items — small topics are often the result of content that was never fully built out. | Leaving topics visible to all teams when the content is only relevant to a specific group — irrelevant content in a user's view reduces trust and engagement. |
| Use the Has Parent Topic and Has Subtopics columns to audit your topic hierarchy and ensure your structure is logical and navigable. | Deleting topics without first checking Total Teams with Access and Total Views — active topics need a migration plan before deletion. |
7. Suggested Alerts and Dashboard Agent Questions
📬 Suggested Scheduled Alerts
Use the ellipsis menu (...) on any table or the share icon at the bottom of the dashboard to set up alerts and scheduled deliveries. Here are some high-impact alerts to set up for the Governance Dashboard:
| Alert Idea | Condition | Table |
|---|---|---|
| New negative content feedback | Results have changed | Content with Recent Feedback to Review |
| New negative Sidekick feedback | Results have changed | Sidekick Responses with Negative Feedback |
| New unsuccessful searches with no results | Any results returned | Unsuccessful Searches and Sidekick Chats |
| Weekly governance summary for content team | Scheduled – Weekly | Entire Governance Dashboard |
| Content with no Expert assigned | Any results returned | Audit Your Content |
| Hot and stale content needing updates | Any results returned | Audit Your Content |
| Topics with no team visibility | Any results returned | Audit Your Topics |
🤖 Suggested Dashboard Agent Questions
Use the ✨ Dashboard Agent to dig deeper into your governance data. Here are some questions to get you started:
- "Which content has the most negative feedback this month?"
- "What are the most common unsuccessful search terms?"
- "Which content is hot and stale?"
- "How many pieces of content have no Expert assigned?"
- "Which topics have no team visibility?"
- "Which topics have fewer than 5 items?"
- "What content has zero views in the last 90 days?"
- "Which Sidekick responses have received the most negative feedback?"
- "What are the most common searches with no results returned?"
- "Which content is due for review based on its expiration date?"
- "Which topics have no domains associated?"
- "What percentage of my content library is currently stale?"