What is a team wiki?
A team wiki is a user database that contains all information needed to streamline work processes. Team members can add, change, and remove content and pages. Different wikis are also dedicated to different parts of your company.
For example, if you have a marketing team, they'll have their own wiki covering customer pain points and buyer personas. Your customer success team will have pages talking about how to ensure clients get the most out of your product or service.
Team wikis are powered by wiki engines like Kbee and allow a level of collaboration that makes it easy to take your business to the next level.
How to create a team wiki in 6 easy steps
By now, you may be wondering how to create a wiki. Well, here's how to build one in six simple steps using Google Drive. The best part is, these steps shouldn’t take more than a few minutes:
Determine why you need a wiki page
Choose your wiki page engine
Link your Kbee to Google Drive
Set up controls and security
Add additional content
Step 1: Determine why you need a wiki page
First, establish why you need to create a wiki page. What problem is your business currently facing that you're looking to solve? Maybe you find the onboarding process tedious because previous employees leave with siloed information, or you want to build your company culture.
Regardless of what you want to solve, you need to design your team wiki around this problem.
For example, if you find important data and knowledge is lost when people leave, you'll want to design a wiki that encourages the sharing of work processes. Or, if you're going to build a work culture, you'll need a wiki that contains all information about your story, vision, and dreams.
Step 2: Choose your wiki page engine
Next, choose a wiki engine to build your company collaboration page. This is a confusing process since there are so many tools available. However, you want a software that:
Is easy to use
Is quick at updating content
Integrates with your current technologies
Offers an interactive dashboard where collaborating is easy
Fortunately, Kbee meets all these criteria. The interface is clean and straightforward but still offers powerful features. Whenever a new team member signs up, they’re greeted with a detailed tutorial ensuring they use Kbee to its full potential.
You'll also find Kbee is quick at making updates. For example, if you want to update your current FAQ page, simply head over to your Google Drive, make the changes, and when you go back to Kbee, the changes will be waiting for you.
Step 3: Link your Kbee to Google Drive
As you grow, the information in your Google Drive starts to pile up, making it harder to access. It may reach a point where multiple results will pop up if someone searches for a specific keyword.
Luckily, linking your Kbee wiki to Google Drive takes only a few minutes.
First, go to your Kbee dashboard, and you'll find an option on the right allowing you to choose existing content from Google Drive. Select this option, and a window will open where you can pick which Google Drive documents you'd like to import.
With a push of a button, Kbee goes through all the content in your selected folders and transports this content onto your wiki.
All you have to do from there is share your wiki link with your team, and they can view all the content you've put together.
Anytime you want to add or update information in your wiki, go to Google Drive, edit your document, and Kbee will recognize the changes and automatically update your wiki page.
Step 4: Set up your controls and security
Once you've connected Kbee to Google Drive, set up your controls and consider the level of security you'll need. These controls give you complete control over who can view what. So, for example, if you have some sensitive documents that you only want management to view and edit, create permissions that give them access.
Doing this with Kbee is super easy. After adding a file, simply go to the top-right corner to find a permissions icon, similar to Google Docs. Click on this button and you'll be able to invite and restrict certain team members.
Step 5: Add additional content
It's unlikely you already have all the information needed for your team wiki in Google Drive. So once you've updated permissions, go to your Kbee dashboard and select "Add Article."
Kbee presents you with options like a Google Doc, Google Spreadsheet, or Google Form. You could also choose from the built-in templates like:
After selecting an option, start writing your content. With Kbee, you can even record a video and publish the link in your team wiki for those who are visual learners. When you're finished creating content, click the eye icon next to your topic title, and your entire team will be able to access the article or video.
Step 6: Start collaborating
Now comes the fun part. If you haven't already done so, encourage members to look at specific pages like the FAQ or work processes. This is when you begin reaping the benefits of setting up a wiki.
But your job isn't over yet. You'll need to regularly manage, add, and update the information to keep everything relevant. We’ll address this challenge in another article.