How to Create An Internal Wiki: Types, Benefits & Tools (2023)

Did you know that employees spend nearly 2 hours per day searching for and gathering information? This is a huge waste of time and effort that could be better spent on productive tasks, like completing mission-critical work or coming up with new ideas. The problem is, most company knowledge is stored in different places, lurking in email chains or hidden in Slack conversations. It’s no wonder that it takes employees so long to retrieve the information they need to do their jobs. This is where a powerful internal wiki comes into play.

What is an internal wiki?

Also known as a corporate wiki, an internal wiki is a place where employees can store, share and collaborate on content. It allows your resident experts to contribute their knowledge to a centralized place and to collaborate effortlessly with other team members.

An internal wiki can contain anything you want it to. From standard operating proceduresto training manuals, to customer support information, your wiki becomes the single source of truth for everyone in your company.

How to Create An Internal Wiki: Types, Benefits & Tools (1)

Example of Standard Operating Procedure

Your wiki is maintained by the employees themselves as they add and maintain content collectively. A wiki takes virtually no effort to set up and grows organically with your team – becoming a crucial business asset for your company. There are many specialized software solutions out there to help you create your wiki.

Read more: The Definitive Guide to Internal Knowledge Base Software

Types of wiki

There are two main types of wikis: Private and Public. While both are powered by the same software they serve very different use cases.

Private Wiki

Private Wiki is also called Internal Wiki. They are the central repository of the company’s information: proprietary data like

  • Vacation policies,
  • Company holidays,
  • New job postings,
  • Onboarding training materials,
  • Work process,
  • Employee information, and much more.

These Private wikis at large enterprise levels are called corporate wiki which is mostly managed by a specific team like knowledge sharing experts or allow all the employees to contribute their knowledge.

Types of Private Wiki
  • Company Wiki
  • Team Wiki
  • Partner and contractors Wiki

Public Wiki

Public Wiki is also called External Wiki. They are sites developed for self-serving customers or audiences across the internet. The best example of a Public wiki is the largest encyclopedia – Wikipedia itself. Here the knowledge collection is from various sources, any stakeholder can contribute to the public wiki.

At organizations, public wiki are gaining popularity as the customer self-service help centers. With new modern alternatives to wiki software now you can have restrictions on the contributors. Where the site is contributed and fully maintained by the organization itself avoiding spamming.

Types of Public Wiki
  • Customer-facing Wiki
  • Product Wiki
  • FAQ sites

Help customers help themselves instantly with a Knowledge Base!

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How to Create An Internal Wiki: Types, Benefits & Tools (2)

Benefits of an internal wiki

Here are just some of the benefits of creating a wiki is a worthwhile investment:

1. Faster employee onboarding

when new hires start at your company, they have endless questions that they usually have to ask other employees to answer. It takes them a while to get up to speed and for the first few months they are less than productive. With a wiki, you can direct your new hires to take advantage of the helpful content which answers their questions instantly.

2. More productive employees

when you have your company knowledge centralized in a wiki, employees spend less time searching for information and there is less duplication of work. A wiki is a mine of information that employees can consult and they can also share the knowledge that they find valuable.

Read more: How Knowledge Management Application Tools Improve Employee Productivity

3. Retaining business knowledge

a sad fact of life is that many employees leave their jobs or even just go on vacation. Other employees have to spend time learning what they knew from the very beginning, resulting in wasted time and knowledge loss. Valuable company knowledge is retained in the wiki as employees document what they know, for the benefit of both current and future employees.

Also Read: Ultimate Guide To Build a Business Wiki

4. Collaboration

Knowledge needs to be shared in an organization. To enhance knowledge sharing culture and improve collaboration the employees need the right platform. Yes, the internal wiki is the right choice to improve collaboration.

Read more: How to Enhance Internal Communication using a Knowledge Base

5. Security

Data security is a big concern for all organizations. Company information stored on the private wiki is more secure than the files being stored on hard disks. With new technologies, you can add more layers of security to mitigate the risk of information leaks.

6. Organized Structure

The information stored on an internal wiki powered by the latest wiki platforms allows the contributor to taxonomically arrange the contents and add a hierarchy of content structure. This allows the users to easily navigate through the content without being lost.

Now you know the value of an internal wiki and why it’s a worthwhile investment, how do you go about implementing one for your company?

How to create an internal wiki?

Here is the step-by-step guide to creating your wiki

1. Organize your information architecture

Once you’ve selected your wiki solution, you’ll need to spend time creating categories or sections for your wiki. You don’t want to start adding content to a blank slate, or it will quickly become a disorganized mess.

You’ll want to choose some high-level categories for your wiki.

  • HR
  • Company-wide
  • Engineering Support
  • Finance

The list goes on. The important thing is to give your employees sections into which they can upload content in an organized manner. Make sure that your information architecture makes sense to a wide variety of people – get several coworkers to review it if you can. Your categories will be how employees navigate the wiki apart from search and they need to reflect company priorities. You might want to let each team structure their own wiki section in a way that meets their needs. No two teams are alike, and each team has their own way of working that should be reflected in the wiki.

2. Start importing or creating content

Once you’ve created your categories for your wiki you can start importing content from another tool such as Microsoft Word or Google Docs. Make sure you choose the right wiki software with import options. If you don’t have any content to import, you can start creating pages in your wiki. Get started on your content so that other employees have an example from which to work. Make sure you have all your new content in place before you officially launch the wiki. Some popular documentation includes a company handbook, and a Getting Started with the wiki guide.

3. Plan the launch of your wiki

You’ll need to decide if you’re going to roll out your wiki to a specific team or introduce it to the whole company at once. If you’re rolling out to a single team, they can start exploring the product and creating their own subcategories. Then, when you finally get round to bringing in the whole company, this team can provide a benchmark for others to follow when building their wiki content.

You can even provide training to your team to help them get up to speed with the software. If you decide to roll out your wiki to the whole company at the same time, don’t forget to ensure that everyone is introduced to your wiki management process to help you control contributions. You can appoint knowledge ambassadors that lead their team’s contributions to the wiki and to help if anyone has problems.

4. Configure who has access to what content

When you launch your wiki, it’s likely that you’ll want some content to remain private or to be read-only for your team members. Spend time configuring access permissions to your wiki. Think about: What information do you want to make public and what should be private? Which team members should be able to edit your content and post new articles? Who should have access to the account settings of your wiki? Choose wiki software that makes it easy to control who has access to different parts of your wiki.

5. Launch your wiki

If your company has never had a wiki before, it’s likely you’ll need to spend some time communicating the value of a wiki and what difference it makes to your business operations. When you launch your wiki, you should make a public announcement to the team or company that you are asking to use the software. Make it clear why you are implementing a wiki, introduce the wiki to your team, and explain how each team member should contribute content.

Start the ball rolling by contributing content yourself and demonstrating how the wiki should work. When you’ve got a decent amount of content, make sure you interlink your pages to help your team explore your wiki. Voila! Your wiki should be up and running, and become a veritable goldmine of information that your employees can consult when they have questions.

Also Read: 15 Steps to Create a Runbook for your Team

Choosing the right internal wiki software

The next step to creating a wiki is to decide what software to invest in. Here are the top features you should look for when selecting your wiki:

  • Easy and intuitive search for finding content
  • Sensible content hierarchy organized into sections
  • Interlinking between pages to connect your content
  • Integrations with other popular tools
  • Access and rights management to control who can see your content

There are some preferred solid wiki SaaS solutions out there to get you started with your wiki.

Top Internal Wiki Software & Tools


Document360 is an easy to use internal wiki software that allows your team to create a knowledge base, organize, collaborate and integrate with any application.

How to Create An Internal Wiki: Types, Benefits & Tools (3)

An intuitive knowledge base software to easily add your content and integrate it with any application. Give Document360 a try!

Get Started

How to Create An Internal Wiki: Types, Benefits & Tools (4)


Dokuwiki is a popular traditional open-source tool for creating a corporate wiki. Contrary to other wiki-creation tools, it doesn’t require any database running behind it.

How to Create An Internal Wiki: Types, Benefits & Tools (5)

3. Mediawiki

MediaWiki is one of the very first wikis’s developed and is mostly used by larger enterprises. It is very customizable but not for someone new to documentation. It requires expertise support to set it up. Take your time to evaluate a few different solutions until you find one that meets your needs.

How to Create An Internal Wiki: Types, Benefits & Tools (6)

Also Read:Best Customer Service Support Tools in 2022

Challenges of using Traditional internal wiki

There are some challenges associated with setting up a traditional internal wiki and will be difficult to manage when your team grows.

Disorganized content

wikis have the potential to become unmanageable over time. Employees add content without proper organization and then it’s hard for people to browse the content. If your wiki is a mess, then employees will be likely to stop using it.

Hard for employees to contribute

if you don’t choose wiki software that is easy to use, you’ll find your employees running into a barrier when it comes to contributing content. Employee-generated content is the lifeblood of your wiki, and without content contributions your wiki will be useless.

Lack of analytics

in the absence of analytics it’s hard to gauge the effectiveness of your wiki. You won’t be able to see which articles are popular or which ones need updating. If you lack access to the hard data it’s difficult to improve your wiki and make it more user-friendly for your team.

Traditional wikis are hard to use and difficult for employees to contribute. When the systems aren’t easy to work with, which leads to declining usage within your company.

With Document360 we try to keep things modern, simple, and easy to use. It will be the central repository of your company’s information. We also integrate with the tools you already know like Microsoft Team, Slack, and many more.

Final remarks

A wiki can be a valuable asset for your company but it will only work if you have regular contributions and updates from team members. Make sure the wiki tool you choose makes it easy to author content so your wiki doesn’t become full of tumbleweed.

Also Read: Internal Customer Service Best Practices

Spend some time communicating the value of the wiki to your company and provide incentives for employees to contribute. For example, you can reward the most prolific contributors and make it a team KPI. Get your team excited about your new wiki. After all, conserving company knowledge is a worthwhile investment and a wiki should improve productivity.

An intuitive knowledge base software to easily add your content and integrate it with any application. Give Document360 a try!

Get Started

How to Create An Internal Wiki: Types, Benefits & Tools (7)


How do I create an internal wiki? ›

How to create an internal company wiki
  1. Select your software. ...
  2. Import content or start creating. ...
  3. Implement internal links. ...
  4. Decide on permissions and access rights. ...
  5. Welcome your team to the wiki and solicit involvement. ...
  6. Content creation and editing. ...
  7. Open ownership. ...
  8. Knowledge and ownership verification.

How do you create a wiki step by step? ›

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 is a wiki and benefits? ›

A wiki is a collaborative site where users can add, edit or remove content. From fansites to encyclopedias, wikis are one of the most popular ways to read, write, and share information online. As community-driven projects, wikis thrive thanks to grassroots networks of people that run them.

How do you structure a wiki? ›

A wiki is made up of discrete units of information - but you get to determine how to structure those units. The primary ways to structure info in a wiki are hierarchical and content-based. There are two ways to organize information in a wiki: hierarchical, and content-based.

What does internal mean wiki? ›

Internals usually refers to the internal parts of a machine, organism or other entity; or to the inner workings of a process. More specifically, internals may refer to: the internal organs. the gastrointestinal tract.

Can you create a wiki for yourself? ›

You can, but you shouldn't. Wikipedia rules say that you should not create your own Wikipedia article. 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 article because your name will be flagged.

What are the five steps in using wiki? ›

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

What is a wiki example? ›

The best-known example of a wiki website is Wikipedia. Common wiki features, such as page comments, search functions and discussion forums, make them ideal collaborative platforms for many organizations.

How do you write a simple wiki? ›

When writing articles here:
  1. Use Basic English words and shorter sentences. This allows people to understand complex terms or phrases.
  2. Write good pages. The best encyclopedia pages have useful, well-written information.
  3. Use the pages to learn and teach. ...
  4. Simple does not mean short. ...
  5. Be bold!

What is the main benefit of a wiki? ›

Wikipedia is completely free, providing access to information on millions of topics to anyone with Internet capabilities. 2. Wikipedia is constantly updated by the hour. In comparison, print encylopedias are usually updated annually.

What is a wiki and how does it work? ›

A wiki is a website or online resource that can be edited by multiple users. Some wikis, such as Wikipedia , are publicly accessible. Others are used by organizations to manage information in-house, enabling teams to easily share knowledge and work together more effectively.

What is the biggest advantage of a wiki? ›

A main advantage of a wiki is that it provides the ability to collaborate asynchronously, or without any time constraints. Team members working on a report can log in and work whenever they are able.

What are the nine types of wiki sites? ›

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

Can anyone write a wiki? ›

Wikipedia is written from a neutral point of view. Wikipedia is free content that anyone can use, edit, and distribute. Wikipedia's editors should treat each other with respect and civility. Wikipedia has no firm rules, only policies and guidelines.

What is an example of internal? ›

Internal is a directional term that means inside or closer to the centre of an organ or cavity. The opposite of internal is external which means outside of or farther from the centre of an organ or cavity. For example, the organs of the abdominal cavity are internal to the muscles of the abdominal wall and vice versa.

What is internal information examples? ›

Examples of internal data include sales data, website data, customer information and financial data. Since you're responsible for collecting, maintaining and storing internal data, it's more reliable, accurate and credible as compared to external data.

What is internal content? ›

Internal content describes content on your business's website. This includes text and graphics. For example, if you have your logo on your home page, that's considered internal content. A small “About” blurb at the bottom of that same page is also considered internal content.

What would you consider one of the key features of a 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.

Can anyone edit wiki? ›

Wikipedia is a wiki, meaning anyone can edit nearly any page and improve articles immediately.

Can anyone access a wiki? ›

User access levels are determined by whether the Wikipedian is logged in, the account's age and edit count, and what manually assigned rights the account has. Anyone can use the basic functionalities of Wikipedia even if they are not logged in. Unless they are blocked, they may freely edit most pages.

What are the 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 the requirements for wiki? ›

Information on Wikipedia must be verifiable; if no reliable, independent sources can be found on a topic, then it should not have a separate article. Wikipedia's concept of notability applies this basic standard to avoid indiscriminate inclusion of topics. Article and list topics must be notable, or "worthy of notice".

What is wiki for dummies? ›

For Dummies is an extensive series of instructional reference books which are intended to present non-intimidating guides for readers new to the various topics covered. The series has been a worldwide success with editions in numerous languages. For Dummies. Author. Various.

What is the difference between Wikipedia and wiki? ›

"Wiki" is usually not a proper name and, when it is, it does not refer to Wikipedia. Please understand that "wiki" is a generic term that describes a type of website or software. The term "wiki" refers to a type of site patterned after C2 Wiki, the original site to use the term "wiki" (an abbreviation of WikiWikiWeb).

Is Google Sites a wiki? ›

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.

Can you make a wiki for anything? ›

Wikis can be personal pages, sprawling communities, or anything in between. You can use a wiki to track your life goals, create a product manual for your business, collaborate with coworkers on a project, create a neighborhood newsletter, create a discussion place for a hobby, and much more.

How do I create a Google wiki? ›

How to Create a Wiki Using Google Sites
  1. Visit Google Sites. First, you must ensure you have an active Google account. ...
  2. Create a New Site. Click on the plus sign on the new page to open a blank page where you can begin your site-building with Google Sites. ...
  3. Title and Format Your Wiki. ...
  4. Add Your Content. ...
  5. Publish Your Wiki.
Oct 31, 2022

What are the benefits of internal wiki? ›

Benefits of Internal Wikis
  • One Location for Employees To Access Company Information.
  • Make Company Knowledge Accessible and Easier To Find.
  • Retain Company Knowledge.
  • Foster Collaboration.
  • Make Support Teams More Efficient.
  • Structured Employee Onboarding.
  • Save Employee Training Costs Over Time.

What are three advantages of wikis? ›

Advantages of wikis include: Offer content access at all times, no matter where the user is located. Support many forms of media, including URLs, photos, videos, and music. Let the user view every change and entry for group assignments.

What are 4 benefits of using Wikipedia? ›

PROS to using Wikipedia
  • Can help you get started with a general idea of what a topic is about.
  • Nicely-organized and easy-to-use pages.
  • Cross-referenced to related information.
  • Wide range of information, much of which is becoming more reliable.
Dec 22, 2022

What are the purposes of a wiki? ›

A wiki is a collaborative tool that allows students to contribute and modify one or more pages of course related materials. Wikis are collaborative in nature and facilitate community-building within a course. Essentially, a wiki is a web page with an open-editing system.

What is the role of wiki? ›

Wikipedia's purpose is to benefit readers by acting as a widely accessible and free encyclopedia; a comprehensive written compendium that contains information on all branches of knowledge.

Is wiki a good source of information? ›

Wikipedia is not a reliable source for citations elsewhere on Wikipedia. As a user-generated source, it can be edited by anyone at any time, and any information it contains at a particular time could be vandalism, a work in progress, or simply incorrect.

What are the three disadvantages of using wikis? ›

And here are a few more disadvantages of using a wiki, while we're on the subject:
  • Main Disadvantages of Using a Wiki as Knowledge Base. ...
  • Poor Usability for Non-Technical Users. ...
  • An Impossible Search Feature. ...
  • Few Sharing Possibilities. ...
  • Little or No Control Over the Quality of Your Content. ...
  • Hard to Manage and Personalise.
Sep 6, 2018

What are two benefits of using Wikipedia? ›

The advantages are: finding information in a concise, easy way; finding references on the bottom of the page of the document linked to Wikipedia; learning and finding new things never heard of before and much more.

What are the weaknesses of Wikipedia? ›

Wikipedia Weaknesses

Entries may be disorganized, have duplications, and be inconsistent. Take a look at the long list of Wikipedia articles needing factual verification. Wikipedia itself makes no guarantee of validity! Founder Jimmy Wales notes, “It's good enough knowledge, depending on what your purpose is.”

How do I create a personal wiki on Google? ›

How to Create a Wiki Using Google Sites
  1. Visit Google Sites. First, you must ensure you have an active Google account. ...
  2. Create a New Site. Click on the plus sign on the new page to open a blank page where you can begin your site-building with Google Sites. ...
  3. Title and Format Your Wiki. ...
  4. Add Your Content. ...
  5. Publish Your Wiki.
Oct 31, 2022

Can anyone write a wiki page? ›

Wikipedia is written from a neutral point of view. Wikipedia is free content that anyone can use, edit, and distribute. Wikipedia's editors should treat each other with respect and civility. Wikipedia has no firm rules, only policies and guidelines.

Can you make a Wikipedia page without an account? ›

You do not have to log in to edit, and almost anyone can edit almost any article at any given time. But be aware that the source of an edit is always publicly displayed; making edits with an artificially named Wikipedia account means your account's name will be linked to every edit.

What is wiki used for? ›

A wiki is a website or online resource that can be edited by multiple users. Some wikis, such as Wikipedia , are publicly accessible. Others are used by organizations to manage information in-house, enabling teams to easily share knowledge and work together more effectively.

Does Google have a wiki tool? ›

The knowledge base made for Google Drive and G Suite. Fulcrum Wiki is a knowledge base, that saves everything in your Google Drive. It bridges the gap between Google Keep and Google Docs.

How to start a wiki? ›

How to create a wiki?
  1. Choose what type of wiki you want to create (internal or external).
  2. Pick the platform you're going to use.
  3. Set security protocols and community guidelines.
  4. Start adding content - make sure to use simple language, visuals, and hyperlinks.
  5. Assign roles and permissions for editing access.
Jan 24, 2023

Do Wiki writers get paid? ›

Paid editing on Wikipedia is defined as writing or editing on Wikipedia in return for money, or similar inducements. This includes inserting or deleting content to the advantage of the editor's employer or client into or from an article, talk page, or policy. Many, but not all, types of paid editing are forbidden.

How much does it cost to make a wiki page? ›

Creating a Wikipedia page can be a hassle at times. Therefore, users desire to have their Wikipedia page created. Often Wikipedia does not allow the creation of a Wikipedia because it can result in a conflict of results or promotional content. Typically, Wikipedia is a free platform for editing and contributing.


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