How to Create a Wiki for Your Company or Team

An easy step-by-step guide on how to set up a modern wiki.

McKinsey has found that employees spend almost 20% of their time searching for internal information, rather than focusing on their primary tasks. That's a full day each week!

While FAQ sections and help centers for customers are commonplace, many companies neglect to create a business wiki or a knowledge base for their own teams. Employee productivity is, however, no less important than customer satisfaction, and can potentially make or break your business.

Whether it's questions about an HR policy or setting up your company email account, if you feel like you're sending daily emails containing the same instructions or procedure checklists, chances are good that you could use a wiki.

What is a wiki (and why you need one)

The term "wiki" originally came from the Hawaiian language where it means "quick". The first person to create a wiki site was Ward Cunningham, a computer programmer who aimed to build a space where software developers could document and share chunks of their code. He described his software, WikiWikiWeb, as "the simplest online database that could possibly work".

Wikis have come a long way since then, and many modern solutions failed to retain the speed and simplicity that used to be at the core of the idea. Over time, commercial wiki tools have accumulated more and more features, cluttering the virtual workspace and distracting the users. Therefore, when choosing an internal wiki for your team it is important to keep in mind the purpose that it is meant to serve.

An ideal corporate wiki is an internal company site designed for people to quickly and easily capture and share their ideas, knowledge, and best practices. This information needs to be structured and clustered in a way that makes it easiest to navigate. Rather than simply storing company information, a team wiki should be searchable and intuitive enough for anyone to find what they are looking for. It can also serve as your team's online collaborative workspace for members to collectively contribute to projects and pool resources.

Here is an example of what a modern wiki could look like (created using Nuclino):

Create a wiki in Nuclino

Your team can create a private wiki for a variety of uses: engineering teams use wikis to collaborate on technical documents and plan sprints, HR teams can create onboarding guides and track applicants, customer support specialists can create and share canned responses to speed up handling of requests, and more.

How to create a wiki

Step 1: Select the perfect wiki software

Finding a wiki software that is right for your team depends on what you want to accomplish with it.

Ask yourself the following questions before investing in a tool:

With a multitude of enterprise wiki tools out there, Nuclino was developed to be as flexible and lightweight as possible to accommodate any team regardless of size and industry. It aims to live up to the core values of the original wiki concept and remain as fast and easy-to-use as possible, facilitating seamless team collaboration rather than hindering it.

Give it a try and see if it's the right wiki for your team.

Wiki example search function

Step 2: Set up the wiki structure

Once you have found the perfect tool for your team, it is time to create a wiki!

People will only use a team wiki if it is set up and structured in a way that makes it easy to navigate and helps them find relevant up-to-date information. If things are chaotic, getting people on board will be hard and the wiki will eventually get abandoned.

To set up your wiki on Nuclino, start by creating workspaces for every topic you intend to include in your wiki. Each workspace comes with its own privacy and access settings, so you can keep confidential information safe and prevent unauthorized team members from changing or deleting important documents.

Build wiki structure

Step 3: Populate your wiki with content

Now, it's time to create – or import – the content of your wiki. The intuitive WYSIWYG editor of Nuclino makes it easy to get started.

All content in Nuclino can be collaborated on in real time, automatically saving every change in version history and preventing version conflicts. Integrations with 40+ different apps allow you to bring your wiki pages to life with interactive media embeds.

Wiki editor

One of the core features of a wiki is internal linking. In Nuclino, linking pages together is as easy as typing an "@", allowing you to instantly organize information without even thinking.

Internal wiki links

Step 4: Get your team on board

A wiki can only serve its purpose when every member contributes, so invite people to collaborate! If your team is already familiar with company wiki tools, getting them on board should be easy. However, newcomers may be reluctant to use the wiki and start falling back on more familiar tools like email and chat to share information.

To prevent this from happening, make sure to communicate the purpose and the benefits of the wiki to your team and invest time in changing their habits. Choose a wiki tool that is easy-to-use and intuitive to reduce the learning curve and allow new team members to contribute from day one.

Step 5: Keep your wiki up-to-date

A team wiki is an evolving knowledge base that needs to be maintained. No matter how well the wiki is set up, if users have no confidence in the information it contains, its purpose will be undermined.

Collaboration on a wiki page

To encourage people to contribute, Nuclino tracks the history of each edit, so nobody's work will be lost if someone changes or deletes it accidentally. Team members can easily interact and engage their colleagues by tagging each other and leaving comments.

At the end of the day, a corporate wiki can only serve its purpose if it's regularly consulted and updated. If your team has never used a wiki before, make sure to invest some time into communicating its value to your colleagues.

Nuclino: Your team's collective brain

Nuclino

Nuclino brings all your team's knowledge, docs, and projects together in one unified space. It's a modern, simple, and blazingly fast way to collaborate, without the chaos of files and folders, context switching, or silos.

Try it now

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