What is an internal wiki and how do I create one?

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It’s difficult to synchronize your company’s knowledge among all employees when you don’t have a good way to store and share information. This results in lower productivity as employees spend more time looking for answers instead of working.

An internal wiki can help you solve this problem. In this article, we’ll walk you through the process of setting up your wiki, but first:

What is an internal wiki and what are its advantages?

An internal wiki is a knowledge repository that allows employees to create, edit, and share relevant company content and best practices. It’s like a centralized database that allows each employee to communicate information to improve your team’s collective knowledge and eliminate redundant questions.

It’s a valuable asset that can act as your company’s encyclopedia to preserve institutional knowledge as your team grows.

Although an internal wiki is similar to a knowledge base in that it promotes information sharing, the main disparity is that it is a more collaborative tool that allows everyone to share their expertise. (mainly for internal use). On the other hand, a dedicated team usually manages a knowledge base and includes information for internal and external use (products and services).

Here are some reasons why you should create an internal wiki:

  • Providing quick access to information in your organization will improve collaboration between different departments or within a remote / hybrid workplace.
  • Having a place that has all the relevant information will increase the learning speed and productivity of employees.
  • An internal wiki can improve your onboarding process. It contains all the relevant information new employees need to adapt to their new environment and get started.
  • Internal wikis also provide an additional level of security and reliability. You can configure them to be accessible only to members of your organization, and this eliminates the risk of data loss on local hard drives.
  • The internal wiki tools are user-friendly and allow anyone to create and edit content in a clean and organized manner using bullet points, hyperlinks, different colors, and other useful features.
  • Having an internal wiki can help you create a more inclusive workplace, as it encourages everyone to build the central nervous system for your business.
  • An internal wiki allows your teams to communicate asynchronously, reducing the stress of finding overlapping times and the risk of context switching.
  • It allows you to avoid the loss of knowledge when employees leave.

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What kind of content can you store in your internal wiki?


Documents

While an internal wiki can contain all the information about your organization, it’s best to focus on the most relevant content your teams need in their day-to-day operations, including:

  • Company News and Updates
  • Practical tutorials for internal software
  • Training and integration documents
  • Technical Notes
  • Common workflows
  • Meeting Notes
  • Company policies, etc.

Choose your internal wiki software

While every business has different needs and requirements, there are some essential features that should be considered when choosing an internal wiki tool. Here are some key features to consider:

  • Choose wiki software that integrates popular internal communication tools like Slack, Microsoft Teams, Asana, email, and more to avoid continually switching between them for access to vital information.
  • One of the main goals of your company’s internal wiki is to reduce the time your teams spend searching for information. Since your company wiki can contain a lot of information, it is essential that you choose a tool with efficient search capabilities to quickly browse files.
  • Internal wiki software must provide access and rights management to protect content from outsiders.
  • Your wiki tool must allow multiple users to access and contribute in real time.
  • Choose a tool that allows you to create separate workspaces for different departments. Indeed, your teams will be more productive when they can directly access the relevant content for their functions.
  • The wiki software you choose should allow you to keep up with changes and updates. You, or the team in charge of maintaining the wiki, should know who is making the changes and when the changes are made.


So, a few tools offer the above functionality while still being user-friendly, one of which is Tetra.

Best practices for building your internal wiki using Tetra

It is essential that you have a step-by-step plan for creating your internal wiki before joining teams. Here are some steps you can follow:

1. Structure your information


Screenshot of the Tettra page

After choosing your wiki software, you can divide your content into main categories for better organization. For example:

  • A Society section where you’ll add company-wide information, such as company updates and news.
  • Created a TIME section for company policies, employee rewards and benefits, vacation policies.
  • You can also configure a Departments category where different departments in your organization can quickly access relevant information.
  • Another practical category can be Coaching, for your tutorials and other training materials.


You can create more categories based on your business needs. The goal here is to better organize your content so that everyone knows where to find specific information.

2. Import or create content


Tettra Screenshot: Getting Started Guide

After creating a clean and organized structure for your company wiki, you can now import existing content, if you have any, or create new content in your wiki categories.

A good place to start would be to create a To start category to include your Internal Wiki Guide. You can use this guide to explain how this project will be useful in your organization and best practices on how to operate it.

3. Configure integrations


Screenshot of Tettra showing integration settings

Set up integrations to ensure that you can use your existing internal tools to add / update content in your internal wiki. That way, you’ll easily contribute content that would otherwise take too long, or just create a better overall experience for users.


This includes connecting your chat app, so users can brainstorm ideas, post them to Tettra for others to see, and even open a task item there if needed. Doing this will help increase adoption of the internal wiki by making it an integral part of everyone’s daily workflows.

4. Configure access rights and permissions


Screenshot of Tettra showing administration settings

By configuring access rights and permissions, you can determine who has access to what content. This is important because you can add content that is only relevant to a specific team in your organization. Or you might want to restrict access to particular documents. You can do this in Tettra under the Team settings.

5. Launch your wiki


Screenshot of the Tettra page showing how to invite a team

Now it’s time to turn on the lights and get everyone to use your internal wiki. To do this, you can send emails to team members directly through Tettra’s settings. Once you’ve done that, be sure to encourage them to read the wiki guide you added under the Getting Started category.


Boost your team’s collaboration by configuring your company’s wiki

Setting up an internal wiki is a great way to store and share information. A lot of companies don’t have it, but it can be helpful in so many ways.

It allows for better collaboration between teams and departments, and more opportunities for employees to learn from each other. Use these tips as a basis for building your business wiki.


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