What are team wikis?
A team wiki is like a digital treasure chest of information for your team. It's basically a website or a platform where your team can store and organize all kinds of useful material. You’ll find there all your company knowledge – from project details and guidelines to important documents, FAQs, and even fun facts about your team members.
Think of it as a collaborative, editable digital notebook for your team. You can create, edit, and organize pages, connecting them for easy navigation. Team wikis are the perfect tool to collaborate with your teammates!
You can control who sees what, ensuring external contributors only access approved data, protecting sensitive information.
Let me show you how to put the power of a wiki to work for your team.
Use team wikis as your team’s single source of truth
Company knowledge often scatters across various channels like chat messages, former employees' minds, archived email threads, and fragmented notes. Sometimes, it can be very difficult to locate the information you require.
According to a McKinsey study, executives spend 19% of their time searching for and gathering information. A team wiki is definitely the solution to address this challenge. Scrolling through emails and files isn't your core business. Wikis let you focus on what truly matters – creating value.
But saving time isn't the only advantage of team wikis…
Benefits of team wikis: why should your team use one?
We've already discussed this a little above. But team wikis don't just save you time searching for information. They're a way of storing all your company's resources, saving you time on :
- IT department FAQs;
- HR processes and documentation (compliance, policies, holidays…);
- Pretty much everything involving employee consultation of company resources.
And above all, wikis are a way of cutting unnecessary meetings. Rather than spending 45 minutes explaining a complex process in a meeting, you can simply share a wiki link that provides a clear explanation, saving everyone's time.
In this way, you get the maximum benefit from asynchronous communication.
Quick tip: From my experience, I find that these long process explanations are easier to grasp with screen recording videos than long blocks of text. And by the way, it's super easy to record your screen with Claap's chrome extension.
Onboard your new teammates in no time
Dealing with new employee onboarding headaches? Wikis simplify the process, ensuring a stress-free welcome for new team members. All the essential info they need is readily available in the wiki.
And with a specific wiki for your team, asynchronous onboarding isn't limited to reading the company's values.
Your new teammate will be able to get to grips with your team's specific processes in no time. See team wiki examples for engineering, sales and marketing teams below.
Knowledge stays in your team
A team wiki acts as your team’s memory vault. Even when some colleagues move on, their valuable insights stay within the team. It helps capture and store:
- Institutional knowledge;
- Best practices, tips, techniques and expertise;
- Materials from past projects.
This continuity of knowledge plays a vital role in upholding your team’s performance.
I have no doubt that you're a firm believer in the usefulness of wikis now. It’s time to take a look at how to get the most out of wikis for all your teams, using inspiring team wiki examples. In this article, we'll explore 2 company-wide team wiki examples and 3 team-specific wikis.
1. Team directory [Company-wide example]
A team directory is your company's personal who's-who book. It's where you can find all the names, faces, and contact details of your fellow team members. It's a bit like your Facebook friends list, but within your company. It helps you figure out who's the go-to person for everything from tech troubles to lunch buddies.
Why use a wiki for your team directory?
- Centralized location for team member profiles and roles;
- Easy access to contact information for all team members. If you need to send an urgent email to the IT department and can't remember the name of the person who replaced Steve last summer, a quick look at the team directory will save you a lot of time;
- Casual team presentations. Naturally, you'll be presenting your role in the organization through your own presentation. But the team directory is also an opportunity to introduce yourself in a relaxed and chill way to the team;
- Keep the team information up to date. You can easily modify the team directory according to arrivals and departures;
- Promote a team spirit and a sense of belonging to the company. With the comments functions, you can engage your teams in discussion and get to know each other better.
What’s in there?
When you click on the team directory page, you'll first come across a home page. This page should feature several team blocks, depending on your company’s organization.
Clicking on each of these team blocks will take you to the list of profiles belonging to the team. Basic information is normally available at this stage: first name, last name, role and photo.
Want to learn more about your new tech colleague Ashley? Once you are on the “tech team” page, click on her name to display her own page.
What should you include in your own presentation page?
Now that you've mastered team directory navigation on a wiki, you might be thinking about the content to include on your own presentation page. That's totally up to you, nothing is mandatory here.
We advise you to give your colleagues useful business information first (role, date of arrival in the company, expertise, former experience…). And then, add a little personal information to make your presentation more pleasant. Don’t be afraid to share your favorite TV series or sports team.
Claap users bonus: It's much nicer to present yourself with a video than long sentences, isn't it? Include a short video presentation in your team directory to make your presentations fun and casual. It’s super easy to do by recording your webcam. Then, Claap lets you easily organize these presentation videos so you can find them all in one place.
2. Employee handbook [Company-wide example]
An employee handbook is a rulebook for your workplace. It's a manual that lays down the law (well, the company policies and procedures) in a friendly, understandable way. You can think of it as your guide to how things roll in your workplace, from dress code to vacation policies.
Why use a wiki for your employee handbook?
- It provides readily accessible and up-to-date resources for everyone. You’ll find there, in one place, all the company-wide information you need, from company policies to the company’s winter party date;
- It simplifies onboarding for new employees. The employee handbook reduces their learning curve;
- It ensures a consistent understanding of company rules and culture. All the different teams will be on the same page;
- It enables quick updates and notifications of policy changes. Instead of constantly sending long emails for the slightest process change, you can simply update them directly on the wiki.
What’s in there?
In an employee handbook wiki, you’ll find all the answers to the common questions you might have about the company. And you'll even get answers to questions you never even asked yourself.
Here is a non-exhaustive list of what you can find there:
- Company values;
- Company policies and procedures;
- Code of conduct and ethics guidelines,
- HR information (benefits, compensation, vacation and leave policies, no-discrimination policies…);
- Onboarding and orientation details;
- Workplace safety protocols;
- Contact information for HR and relevant departments;
- Reporting procedures for issues or concerns;
- How to effectively work from home;
- Preferred ways to communicate;
- Preferred ways to get things done;
- What teams do;
- Any other information relevant to company rules, culture, and employee expectations.
3. Engineering wiki [Team-specific example]
Your tech-savvy wizards (aka engineers) can share their codes, programming techniques and other magic formulas on a dedicated wiki. Their team wiki is a great way for your engineers to work collaboratively on the development of your company's products and technologies.
Why use an engineering wiki?
- It facilitates knowledge sharing and collaboration among engineers. Your engineering teams can exchange best practices, comments and feedbacks on each other's work with comments and threads on their wiki;
- It serves as a central repository for code, best practices, and project documentation. Most text-based wikis, such as Notion, feature code integration;
- It streamlines onboarding for new developers. All previous projects and codes are available in one place;
- It encourages reusability of code and solutions. No need to reinvent the wheel for every project, your development teams can capitalize on knowledge within the company;
- It helps maintain code quality and consistency across projects.
What’s in there?
- General guidelines to code within your company;
- Code repositories and documentation;
- Product Requirements Document (PRD);
- Best coding practices;
- Former projects and lessons learned from them;
- Sprints handbook;
- Troubleshooting and debugging tips;
- APIs and integration information;
- Architectural and system design diagrams;
- Coding patterns and reusable components.
4. Marketing resources [Team-specific example]
Looking for a place to store all your marketing resources? Look no further than the marketing resources wiki. Your marketing team will be able to store strategies, templates, processes, visuals and all the tools and documents they need for their work.
Why use a wiki for your marketing resources?
- It provides a central hub for marketing materials, strategies, and branding guidelines. And if the HR team wants to use the new graphic, they won't have to bother the marketing team to get their hands on it quickly;
- It encourages creativity and idea sharing among the marketing team. Any ideas? Quickly create a new page in your wiki and share it with your team right away, without wasting time on the process. You'll get fast, actionable feedback on your new project. If you offer video content, you'll love the Claap feature, which lets you point to an area of the video to annotate it and provide very precise feedback;
- Ensures brand consistency across all marketing efforts. No more problems with incorrect logo versions when information is regularly updated on the wiki.
What’s in there?
- Documentation regarding your marketing strategy;
- Brand guidelines and standards;
- Marketing campaigns;
- Customer personas and target audience information;
- Market research and analysis;
- Branding material (logos, graphics, images, color palette, typography, graphic charter, newsletter templates…);
- Communication guidelines;
- Advertising materials;
- Event planning;
- Social media roadmap;
- Data and analytics reports;
- Competitor analysis and benchmarking;
- Case studies and success stories.
5. Sales playbook [Team-specific example]
A sales playbook is a bible for your sales teams. It references all the essential information needed to facilitate sales: what the sales team needs to know, do, say and show.
Why use a wiki for your sales playbook?
- It offers 24/7 easy and quick access to sales material. Sometimes, closing a deal doesn't come down too much. And being able to send a document to your prospect in no time at all can be part of it.
- It stores your sales training material. It's even easier for your sales teams to be at the top of their game with video training.
- It helps you share content with your prospects easily. Thanks to privacy settings, you can monitor who has access to your content. This means you can share personalized content with your customers, without them having access to your entire wiki.
- It stores and shares success stories and best practices for closing deals;
- Keeps the entire sales team on the same page, reducing miscommunication;
- Allows for continuous updates and improvements to sales strategies.
What’s in there?
- Global sales strategies and tactics;
- Target customer profiles and personas;
- Scripts for sales calls/meetings;
- Best practices (successful pitches you were able to record, objection handling techniques, email templates, negotiation tips…);
- Sales processes (mastering the CRM, how to reach out on social media, meeting invite…);
- Competitor analysis and differentiators
- Presentation materials (1-pager, deck of slides, demo storyboard, product demo, customized videos…);
- Success stories and case studies;
- Sales metrics and KPIs;
- Training resources for sales team members.
From team directories and employee handbooks to specialized knowledge hubs in engineering, marketing, and sales, team wikis drive productivity and innovation.
Don’t forget to explore Claap, an all-in-one video workspace, combining meeting recording, screen recording, and a video wiki to boost your team's knowledge sharing and collaboration.
Claap was built for every team (HR, marketing, product, design, customer success…) so you don't miss out on the power of video content to drive your team performance.
You can try it for free for 14 days (no credit card required) to see for yourself!