How to Build a Company Wiki | Guide with Tools & Templates (2023)

As a company grows, it accumulates a wealth of knowledge, from what your company vision is to best practices to follow, that helps direct and form its path for growth. And preserving such knowledge is nothing but critical to its progress.

However, without a proper system to capture them, these valuable stores of information may get scattered across the organization or lost. This is where you can use a company wiki. It helps collect all the information into a centralized repository, thus providing an easily accessible resource for everyone. In this post, we will discuss how to build a company wiki step by step.

1. What Is a Company Wiki

2. Benefits of an Internal Wiki

3. Knowledge Base vs. Wiki

4. How to Build a Company Wiki

4.1. Decide the Reason for Creating a Wiki

4.3. Creately to Build Your Company Wiki

4.4. Create an Initial Wiki structure

4.5. Populate it with Content

4.6. Keep Your Wiki Updated

(Video) How to Create a Company Wiki with Microsoft Sharepoint 2019

5. Best Practices to Build a Company Wiki Effectively on Creately

5.1. Make Your Company Wiki More Flexible

5.2. Ensure a Proper Navigation Structure

5.3. Keep Content Consistent

5.4. Limit the Number of Editors

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6. A New Way to Wiki

What Is a Company Wiki

A company Wiki (also known as an internal Wiki or corporate Wiki) is an online database used to centralize information about the company and its processes, employees, projects, clients, etc. Companies often consider it as a single source of truth for capturing, organizing, and sharing company knowledge internally. A company wiki allows every team member to access, create or edit content.

A wiki can include information such as,

  • Important company processes
  • Company culture, values, and policies
  • Company roadmap
  • HR and administrative documents
  • Project documentation

Benefits of an Internal Wiki

Wikis make everyone’s job easier. For new employees, it’s the quickest way to find all the information they might need. And more established employees can refer to it to understand how the rest of the company operates better, and further improve how they work.

  • Internal wikis provide a centralized point for all internal documents, be it employee training material, SOPs, whitepapers, emails, or webinar content, making it easier to find information.
  • They help avoid knowledge loss and streamline storing, retrieving, and sharing knowledge.
  • They enhance team collaboration by providing a common space for teams to work together on mapping out company processes and information.

Knowledge Base vs. Wiki

A company wiki is not the same as an internal knowledge base. Knowledge bases are authoritative resources with a dedicated team of content producers and managers.

On the other hand, wikis are a collaborative tool. Not only can any employee access, create, or edit the company wiki at any time, but teams can also collaborate on content population. And the changes are typically designed to be instantly displayed after an edit.

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How to Build a Company Wiki

Your company wiki is a place for capturing, organizing, and managing organizational knowledge. It’s important that you have a streamlined process in place to ensure that you structure company-wide information productively. Here we have listed down the steps on how to build a company wiki effectively.

Decide the Reason for Creating a Wiki

Whether it’s to document company processes and procedures, onboard new employees or create a team playbook, have the goal of your wiki defined prior to actually building it. This will help,

  • Identify the type of information that you need to include
  • Define the target audience you need to consider (i.e. new employees or existing employees or both)
  • Accumulate the existing documents, resources, reports, and material that you may need to integrate into the new wiki.
  • Identify the key contributors such as senior managers or team leads with specialized knowledge of the subject matter.

Choose a Wiki software

The next important step is to find the software that suits your needs. Since you have already narrowed down your goal, you now have a specific idea about the capabilities you are looking for in the software.

Here are a few important capabilities every wiki software should possess;

  • Unified workspaces to centralize your documents
  • Features to easily edit and search content
  • Real-time multi-user collaboration features such as in-line commenting, discussion threads, @mention tagging, live mouse tracking, smart notifications, offline sync, etc.
  • A rich text editor with the ability to create or add visual content such as diagrams, charts, images, etc.
  • Folders to organize documents within
  • Integrations to other tools in your workflow such as Slack, GitHub, MS teams, Google Suite apps, etc.
  • Ability to facilitate communication (meeting minutes/ weekly updates), learning (onboarding instructions/ handbooks), and project management (project plans/ progress reports)
  • Document download options including PDF, SVG, and PNG exports

A few popular company wiki software that you can consider include Google Drive, Confluence, and Microsoft SharePoint.

Creately to Build Your Company Wiki

Creately, a work management software that runs on a smart visual canvas, used by teams to brainstorm, plan, manage projects, and capture knowledge, also serves as a modern wiki software solution.

It offers all these features mentioned above and more, including workspace version history, customizable tables, built-in agile project management tools such as Kanban boards to create workflows, ready-made templates for Wiki structures, project documents, and 100+ use cases spanning across industries. Moreover, Creately also offers integrations for Google Drive and Confluence as well.

Create an Initial Wiki structure

Create a basic structure depicting the document or information hierarchy of the wiki. This will provide you with a bird’s eye view of or a preview of what the wiki will look like, and you can keep it as a reference during content curation and creation.

Populate it with Content

With the basic structure at hand, start writing content for each section or title. This is where you need to bring in content from other platforms to centralize everything in one place.

In Creatley, you can add them as link resources, copy and paste content from other sources directly on Creately shapes, or even migrate them directly from third-party apps including data in CVS files, GitHub issues, Spreadsheets, and Google Sheets.

A few of the best practices you can follow to create engaging content are as follows;

  • Insert visuals such as images, diagrams, charts, videos, etc. as much as possible to break blocks of text. For example, you can use a process map to depict process steps.
  • Add internal links to make navigation easier and make information easier to find.
  • Include bulleted or numbered lists, checklist items, shorter paragraphs, etc. to make content more scannable.

Keep Your Wiki Updated

Company information or processes won’t remain the same. As they evolve, so should your wiki.

As employees rely on your company wiki to obtain timely information, it’s important to regularly consult with the key contributors and make necessary changes to reflect the current state of things.

You can also identify areas for improvement by monitoring your team. Observe whether they are finding the information helpful, or if they are confused and keep asking questions which you can then answer better by updating the content.

In Creately, the full version history is automatically tracked for all workspaces. So every change you make to your wiki is recorded separately. You can name versions in history to keep track of key points in the evolution of the wiki and branch out from an earlier version if needed at any time.

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Best Practices to Build a Company Wiki Effectively on Creately

A wiki for your company knowledge might sound like a good place to facilitate collaboration between your team members, however, it comes with disadvantages that cannot be disregarded including limited search functions, inconsistent content, edit permissions, etc.

Following we have listed down some best practices that you can follow to overcome these challenges when you build a company wiki on Creately.

Make Your Company Wiki More Flexible

One of the biggest complaints a wiki has is its inflexibility. With multiple documents across pages and folders, it can become quite difficult to effectively organize content in a wiki. However, with a proper hierarchical workspace or folder structure, you can easily overcome this.

In Creately, what you usually store in multiple pages and folders in a traditional wiki software can be placed within a single workplace using simple visual structures that logically make sense.

For example, you can create an org chart for employee information or a process map to contain process documentation. Each shape can hold a magnitude of information varying from pages of content, attachments, links, images, data fields for role assignment, tasks, estimates, and more that can be added via Shape Data. This way you can easily centralize information contained in multiple pages in a single visual structure. Plus, with Creately’s infinite canvas, you can also place any number of these visual structures in the same place.

You can also connect shapes across workspaces and folders with shape links and create navigational flows and link information. Click on the linked shape to automatically zoom in on the connected shape in the same workspace or open the workspace the connected shape is in.

Ensure a Proper Navigation Structure

A major downside of maintaining a company wiki is that it can be a hassle to locate information from among the multiple documents that you continuously add to it. However, with a proper navigation menu or search capabilities, this can be eliminated.

Creately’s smart search capability will fetch you any information you are looking for in a workspace or folder in seconds; simply do a Cntr+F (or “Command+F” on a Mac) search for the keyword to find the information you are looking for instantly. Once you select it from the search results, it will take you to the exact spot it is contained in on the workspace.

Or you can create a navigation menu with the help of the Navigation panel where you can list down links to the items on the workspace and use it to find the information easily.

Keep Content Consistent

With multiple team members from different departments contributing to wiki documents, there can be inconsistencies, which may also result in knowledge gaps.

To prevent this from happening, ensure that there are templates or a standard format that anyone can refer to when they write content.

Limit the Number of Editors

Wikis allow the contribution of multiple authors. However, it might not always be ideal for a company wiki, especially since employees rely on it to gather reliable information about organizational processes and knowledge.

Thus, it will serve you well to authorize only a limited number of editors – especially subject experts – to write, edit and publish content to your Wiki.

With Creately you can define roles for writing and accessibility. It provides different access levels and roles to streamline how you manage sharing and permissions. While you can assign some team members as owners and editors to a workspace, you can add the rest of the employees whom you only wish to share the information with as commenters or viewers.

This way you can also control who you share information with and separate private and public information.

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A New Way to Wiki

A wiki, although containing layers and layers of documents, doesn’t have to be too complicated to create or manage. With the right software providing the right tools, you needn’t fret as much.

Try Creately to build your company wiki today. Simplify the process with smart visual tools and advanced real-time collaboration.

Got more tips on how to build a company wiki? Do share your thoughts and suggestions with us in the comments section below.


What should be included in a company wiki? ›

Departments or business groups

The sub pages for each group within the wiki might include: Overview of the team (e.g. “About Success”) How to handle tasks related to this team. Things to do/not do if you work within this group.

How do I create a custom wiki? ›

Create a wiki page library
  1. On the Your Apps page, type Wiki into the search field and click Search . ...
  2. Click Wiki Page Library.
  3. In the Name box, type a name for the new wiki page library, such as Wiki Pages.
  4. Click Create.
  5. In the Contents list, click the new wiki to open it.
  6. To add users, Click Share.

What are the 5 types of wiki? ›

List of Wikipedias
  • MediaWiki.
  • Wikibooks.
  • Wikidata.
  • Wikimedia Commons.
  • Wikinews.
  • Wikiquote.
  • Wikipedia.
  • Wikisource.

What software does wiki use? ›

MediaWiki is a free and open-source wiki software. It is used on Wikipedia and almost all other Wikimedia websites, including Wiktionary, Wikimedia Commons and Wikidata; these sites define a large part of the requirement set for MediaWiki.

What are the five steps in using wiki? ›

These quick-start steps will set your team up for long-term wiki success.
  1. Step 1: Identify wiki goals. ...
  2. Step 2: Choose a wiki software. ...
  3. Step 3: Identify key contributors. ...
  4. Step 3: Create a brief outline of your wiki. ...
  5. Step 4: Have a kick-off meeting. ...
  6. Step 5: Use a template for faster document creation.

What are the 6 steps in using wiki? ›

Six Basic Steps of Creating a Wikipedia Page
  1. Research before you start. Before anything, you need to research the subject area you will be writing and the format of writing styles that will be tooled in it. ...
  2. Get an account. ...
  3. Initiate slowly. ...
  4. Collect data. ...
  5. Compose a content. ...
  6. Get a review.
May 19, 2021

How do you structure a wiki page? ›

Structure. The wiki should be arranged to allow people to easily find the content they are looking for starting from the Main Page. Some key content is linked directly from the Main Page, but other main page links take you to 'start pages' on a particular topic. They are the next level in a kind of navigation hierarchy ...

Can anyone create a wiki? ›

You can, but you shouldn't. Wikipedia rules say that you should not create your own Wikipedia page. Doing so would be a conflict of interest. If you decide to write one anyway, and it gets taken down, it is very difficult to get a new page because your name will be flagged.

Can I create a wiki page for my company? ›

How to create a Wikipedia page for your company, brand, or business. Create an account. Get promoted to an autoconfirmed user. Create the page.

How do I use wiki templates? ›

Creating and editing templates

Any Wiki user can create a template. To create a template add a line to your article that looks like this {{Name of my template}} . It will appear as a broken (red) link, for example . Clicking on it will take you to the template page and you can now add the content for the template.

Can companies edit their own Wikipedia? ›

The fact that anyone can edit Wikipedia means that it attracts public-relations professionals, as well as employees and supporters of a variety of organizations – from businesses to government agencies, the military and non-profits – who may decide to edit pages about their organizations.

What are the steps in creating wiki? ›

Follow these steps to get started:
  1. Open a Web browser to
  2. Near the top there will be a Create Wiki button, click on it. ...
  3. Pick a name for your wiki, followed by a Web address. ...
  4. Sign up for an account on Wikia if you don't have one already. ...
  5. Enter a description for the type of wiki you are creating. ...
  6. Pick a theme.
May 27, 2011

What is the wiki format? ›

The markup language called wikitext, also known as wiki markup or wikicode, consists of the syntax and keywords used by the MediaWiki software to format a page. (Note the lowercase spelling of these terms.) To learn how to see this hypertext markup, and to save an edit, see Help:Editing.

Does Google have a wiki tool? ›

Google Sites is a structured wiki and web page creation tool included as part of the free, web-based Google Docs Editors suite offered by Google. The service also includes Google Docs, Google Sheets, Google Slides, Google Drawings, Google Forms, and Google Keep. Google Sites is only available as a web application.

Does Microsoft have a wiki tool? ›

Create a Wiki tab

Wiki tabs are a great way to post content and communicate with your channel teams. Create multiple Wiki tabs for different discussions and focuses within your team. To add a Wiki tab to your team: Open Microsoft Teams and select your channel team in Teams.

How much does wiki cost? ›

How is the Wikimedia Foundation funded? The Wikimedia Foundation is funded primarily through donations from millions of individuals around the world. The average donation is about $15 USD, and we are grateful that so many people find value in Wikipedia and want to sustain its future.

What are the three examples of wiki? ›

Here are 10 examples of wikis that are worth checking out.
  • Wikitravel.
  • WikiHow.
  • WikiBooks.
  • Wiktionary.
  • Fandom.
  • Wikispecies.
  • Gamepedia.
  • Wikimedia Commons.
Jul 19, 2021

What makes a good wiki page? ›

As contributors create the wiki pages, encourage them to: Write in simple, concise language. Follow a consistent format and use the same font across all pages. Break up sections with headlines, subheads, and text boxes.

How do you write a good wiki? ›

Many people struggle to know how to start writing a page, or to know what goals it should fulfill.
Within the Page
  1. Target the audience. Think of the audience who will need to read your documentation. ...
  2. Identify the page well. ...
  3. Front-load an overview. ...
  4. Combine brief narrative with bullet points. ...
  5. Link to related content.
May 30, 2020

What are the key features of wiki? ›

A wiki allows non-linear, evolving, complex, and networked text, while also allowing for editor argument, debate, and interaction regarding the content and formatting. A defining characteristic of wiki technology is the ease with which pages can be created and updated.

What are the different types of wiki? ›

There are two main types of wikis: private and public. While both are powered by the same technology, they serve very different functions. Private wikis, or internal wikis, contain your company's proprietary data, knowledge, and expertise.

What are wiki rules? ›

Avoid esoteric or quasi-legal terms or dumbed-down language. Be plain, direct, unambiguous, and specific. Avoid platitudes and generalities. Even in guidelines, help pages, and other non-policy pages, do not be afraid to tell editors directly they must or should do something.

How it is designed a wiki? ›

Wiki design includes creating pages, assigning permissions as to who may write on a page, or creating a table or grid for student contributions on the pages. It also helps to provide clearly written directions on a page on the wiki.

What font is used in wiki? ›

Arial, the base font. Comic Sans MS. Georgia.

How many pages are in a wiki? ›

Wikipedia:Size of Wikipedia
English articles6,593,258
Total wiki pages57,181,306
Article percentage11.53%
Average revisions19.68
Total admins1,015
3 more rows

Can you make a wiki for free? ›

If you decide to bring in new technology, there are both free and paid-for options. Some systems allow you to design your own wiki in full, while others provide templates or can even produce the "foundation" wiki pages for you. Free software packages such as MediaWiki allow you to create wikis on your existing servers.

What is the first wiki software? ›

The WikiWikiWeb is the first wiki, or user-editable website. It was launched on 25 March 1995 by programmer Ward Cunningham to accompany the Portland Pattern Repository website discussing software design patterns.

What is the best free wiki tool? ›

1. Slite. Slite is the wiki tool for thousands of growing companies around the world, and of course, it's our #1. With a clean and clutter-free interface, and features built specifically for remote communication, Slite is the best place to share knowledge with your team.

Does it cost money to make a wiki? ›

It can vary on some factors like notability and published sources. The Cost to Create a Wikipedia Page starts with the amount of information available. It includes adding everything and the cost can be around $500 to $2000. They take care of very minor details and make a well-researched and optimized Wikipedia page.

Is editing wiki illegal? ›

Yes, you can edit Wikipedia. Everyone can unless a page is "protected". Editing is open to anyone and everyone with an internet connection.

Is making a wiki hard? ›

Creating a wiki isn't as difficult as one might think. An idea, internet access, and hosting for the site is really all you need. However, anyone hoping to create a successful one will need to understand a few things prior to getting started.

Can WordPress be used for wiki? ›

WordPress wasn't designed with wikis in mind, but it is still flexible enough to accommodate them. By using the right tools, you can create your own WordPress wiki quickly and easily. There are even multiple methods you can try, including plugins, themes, and custom code snippets.

Can I use SharePoint as a wiki? ›

Creating A Wiki Page In SharePoint

To create a Wiki page, just go to the Pages, click the New button, and select Wiki Page. After that, it'll ask us to name the page. For this example, we'll name it “Expense Page”. Then, click the Create button to create this page.

How does Wikipedia make money? ›

Since Wikipedia does not carry any advertisements, it depends almost entirely on donations made by its millions of readers around the globe. A tiny slice of the website's total revenue is generated from merchandise, including t-shirts, pencils, notebooks, and pins embossed with Wikipedia's branding.

Do Wikipedia edits need approval? ›

If an administrator or a person who is considered trustful by any two administrators believes the edit is a valuable contribution to Wikipedia, they will approve the edit. The recent changes page, as well as the edit history of the page that has been edited, will mark this edit as an approved edit.

Can I create a wiki page for myself? ›

To create a new page, all you need to do is create an account on Wikipedia, and then add your new article. While only registered and signed-in users can create pages, anyone can modify a page, and the edits are simply attributed to their IP address.

Can I create my own private wiki? ›

Creating a wiki requires an investment in security and privacy, no matter whether the use will be internal (for personal thoughts) or external (for your company). Managing permissions, access, and content is critical for any organization's good security practices.

What is a wiki template? ›

A template is a Wikipedia page created to be included in other pages. It usually contains repetitive material that may need to show up on multiple articles or pages, often with customizable input. Templates sometimes use MediaWiki parser functions, nicknamed "magic words", a simple scripting language.

Does making a wiki cost money? ›

It can vary on some factors like notability and published sources. The Cost to Create a Wikipedia Page starts with the amount of information available. It includes adding everything and the cost can be around $500 to $2000. They take care of very minor details and make a well-researched and optimized Wikipedia page.

What is the first step in starting a wiki? ›

How to start your own wiki
  1. Open a Web browser to
  2. Near the top there will be a Create Wiki button, click on it. ...
  3. Pick a name for your wiki, followed by a Web address. ...
  4. Sign up for an account on Wikia if you don't have one already. ...
  5. Enter a description for the type of wiki you are creating. ...
  6. Pick a theme.
May 27, 2011


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