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The ultimate guide to corporate wiki

Corporate wikis have become useful tools in modern business environments, changing the way organizations manage information, foster collaboration, and streamline communication.

8 minute read
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A corporate wiki has become a useful tool in modern business environments, changing the way organizations manage information, foster collaboration, and streamline communication.

Enhance your intranet knowledge management

In this ultimate guide to corporate wiki you’ll learn:

Understanding corporate wiki

A corporate wiki is a dynamic online platform designed to facilitate collaborative editing and sharing of information within an organization. Unlike traditional static intranet pages, a corporate wiki enables users to create, edit, and update content in real-time.

Key features of corporate wiki

  1. User-friendly interface: user-friendly interfaces for easy content creation and editing without technical expertise.
  2. Version control: track edits, allowing users to monitor changes and revert to previous versions.
  3. Access control: provide detailed permissions for administrators to manage access to specific pages or sections.
  4. Search functionality: robust search capabilities for quick information retrieval.
  5. Multimedia support: support diverse media types for engaging content creation.

Benefits of using a corporate wiki

A corporate wiki offers many benefits that enhance internal operations within organizations. This versatile tool is essential in today’s business landscape, empowering productivity, teamwork, and openness.

  1. Knowledge management: Knowledge loss can lead to incidents causing millions of dollars in damages. A corporate wiki centralizes organizational knowledge for easy access, updates, and sharing by employees.
  2. Collaboration: A study showed that three out of four employees emphasize the importance of collaboration and teamwork within a company. A corporate wiki enables real-time collaboration for seamless teamwork and idea sharing among employees.
  3. Communication: A corporate wiki unifies internal communication for announcements, updates, and company-wide messages.
  4. Efficiency: According to a study, 73% of employees dedicate 1-3 hours to searching for information or locating specific documents while at work. A corporate wiki streamlines information retrieval and content management, improving productivity with version control and search functionality.
  5. Transparency: A corporate wiki promotes transparency by providing visibility into decision-making, updates, and policies.

Corporate wiki best practices

Select a corporate wiki platform that allows you to design an effective corporate wiki structure.

Choosing the right corporate wiki platform and designing an effective structure are critical components of successful implementation and optimization strategies. Examples of corporate wiki platforms include Google Drive, Microsoft SharePoint, Confluence, and ThoughtFarmer

Here are tips for selecting the right corporate wiki platform:

  1. Assess your organization’s needs: Talk to all departments to understand pain points and gather prioritized requirements.   Factor in your organization’s team size, nature of work and projects, and budget constraints.
  2. Evaluate features against your needs and use cases: Consider features like ease of use, collaboration tools, security, customization, and integration capabilities.
  3. Choose a user-friendly interface: Select a user-friendly platform for widespread adoption among employees, as well as ease for use for admins and content creators.
  4. Plan for scalability: Choose a scalable corporate wiki platform to meet future organizational needs.
  5. Check that vendor security meets your compliance requirements: Prioritize platforms with strong security to safeguard sensitive information and prevent data breaches.
  6. Ensure you’ll have dedicated customer support: Look for platforms with reliable customer support and resources, ideally with your own dedicated customer success manager, as well as training materials and technical assistance.
  7. Try before buying: Take advantage of free trials or demos to test various corporate wiki platforms before finalizing your decision.

Implementing a corporate wiki

TF Search
Some corporate wiki platforms allow you to integrate existing software and systems, such as Google Workspace, into the platform.

Implementing a corporate wiki platform requires careful planning, execution, and ongoing management to ensure its success within an organization. 

Here’s a high-level outline for implementing a corporate wiki platform.

  1. Assess organizational needs: Identify your organization’s goals, requirements, and challenges that the corporate wiki will address, including team size, workflow processes, collaboration needs, and existing communication tools.
  2. Research and select a platform: Conduct thorough research to evaluate different corporate wiki platforms available in the market, as mentioned above.
  3. Customization: Customize the corporate wiki platform to meet your organization’s branding guidelines, user interface preferences, and content structure requirements. 
  4. Content migration: Plan and execute the migration of existing documentation, files, and knowledge repositories to the corporate wiki platform.
  5. User training: Provide comprehensive training and onboarding sessions for users to familiarize them with the corporate wiki platform. Educate users on how to create, edit, and collaborate on content, as well as how to navigate the platform effectively.
  6. Integration with existing systems: Integrate the corporate wiki platform with other existing systems and tools used within the organization, such as project management software, CRM systems, document management systems, and email clients.
  7. Scalability and growth: Plan for the scalability and future growth of the corporate wiki platform. Consider factors such as increasing user base, expanding content volume, and evolving organizational needs. 
  8. Continuous improvement: Implement processes for ongoing monitoring, evaluation, and improvement of the corporate wiki platform, such as establishing metrics, seen below.

Check out our full step-by-step guide on intranet project planning.

How a corporate wiki improves internal communication processes

Add interactive elements to your corporate wiki, such as polls, quizzes, and discussion forums, for a more engaging experience.

Unlike traditional communication methods such as email or printed memos, a corporate wiki offers a central hub where employees can find up-to-date information, contribute their insights, and engage in discussions on relevant topics. This fosters a culture of transparency and collaboration, where employees feel empowered to share their knowledge and expertise, leading to more effective communication processes.

To ensure that your content resonates with employees, consider the following tips:

  1. Keep it concise: Break down complex information into digestible chunks to make it easier for employees to absorb.
  2. Use multimedia: Incorporate visuals such as images, videos, and infographics to make your content more engaging and memorable.
  3. Tell stories: Use storytelling techniques to convey key messages and illustrate real-world examples that resonate with employees.
  4. Encourage interaction: Include interactive elements such as polls, quizzes, and discussion forums to encourage employee participation and feedback.
  5. Provide value: Ensure that your content provides actionable insights, tips, or solutions to address common challenges or issues faced by employees in their day-to-day work.

Check out our article on how to craft a communications plan for your intranet.

Measuring the success of a corporate wiki

Great, you’ve now successfully implemented a corporate wiki—now what? If you want to ensure its long-term effectiveness and relevance, you should establish some key metrics for measuring success

  1. Usage metrics: Monitor metrics such as the number of active users, page views, unique visitors, and session duration to gauge overall platform engagement and adoption.
  2. Content contribution: Track metrics related to content creation and contribution, such as the number of new pages created, edits made, comments posted, and files uploaded, to assess user participation and collaboration levels.
  3. Search effectiveness: Measure search-related metrics, such as search queries, click-through rates, and relevance scores, to evaluate the effectiveness of the search functionality and content discoverability within the corporate wiki platform.
  4. User feedback: Gather qualitative feedback from users through surveys, interviews, and feedback forms to understand their perceptions, satisfaction levels, and areas for improvement regarding the corporate wiki platform.
  5. Knowledge capture: Assess the quantity and quality of knowledge captured and documented within the corporate wiki platform, including the creation of new knowledge articles, documentation of best practices, and resolution of frequently asked questions.
  6. Workflow efficiency: Evaluate metrics related to workflow efficiencies and productivity improvements, such as time saved on information retrieval, reduction in email communication, and faster decision-making processes facilitated by the corporate wiki platform.
  7. Business impact: Measure the direct impact of the corporate wiki platform on key business metrics, such as employee productivity, project success rates, customer satisfaction scores, and overall organizational performance.

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Ensuring success of your corporate wiki

A corporate wiki plays a pivotal role in transforming internal communication, collaboration, and knowledge management within organizations. You can empower your teams, streamline workflows, and foster a culture of collaboration and innovation by embracing corporate wikis as a cornerstone of your intranet communication strategy.

Key Takeaways

  1. A corporate wiki serves as a platform for knowledge sharing, collaboration, and information dissemination, enabling teams to work more efficiently and effectively.
  2. Organizations can optimize their platforms by implementing corporate wiki best practices such as customization, integration, and user training.
  3. A corporate wiki provides a centralized hub for accessing up-to-date information, contributing insights, and engaging in discussions.
  4. Measuring success through key metrics allows organizations to enhance their corporate wiki platform over time and drive tangible business outcomes.

Ready to revolutionize your organization’s internal communication and collaboration? Take the first step by exploring ThoughtFarmer’s free resources, tips, and guides on corporate wiki and intranet knowledge management. With ThoughtFarmer’s user-friendly interface, robust features, and customizable solutions, you can empower your teams to work smarter, faster, and more collaboratively than ever before.