A few weeks ago I blogged about wiki technology, and how it can be used collaboratively among several users. The blog post was inspired by this ARS Technica posting that considers wiki technology as a replacement for all we try to do with Microsoft Word.
A Wiki’s biggest benefit, is that it allows several users to work on a single document, by accessing one online version. A user can edit or make changes as necessary, and simply save the document. The next user needing access, logs on to the Wiki to make the next set of edits. This four-minute video explains Wikis in easy-to-understand terms.
Wiki usage
Wikis are well suited for so called “living documents” that need to be reviewed or updated on a daily, weekly, or monthly basis. New users will find an instant comfort level when working within the Wiki document, as the software includes all the basic word processing tools (underline, bold, italics, strikethrough) as well as a variety of fonts sizes and styles. Basic charts are also possible thanks to an easy-to-use table builder. Wikis also work well for any type of daily report that must be completed by several team members.
For example, my team of six has successfully implemented a Wiki-based document for our end-of-day reports. Previously, team members would send separate reports via e-mail to one designated person per day, who would then compile the information into a spreadsheet. Depending on his workload, compiling the e-mails would sometimes force unwanted overtime.
Now we use a daily wiki set up on pbworks.com, which requires a free account for all collaborators. At the end of our shift, each team member logs on to the wiki, and adds the number and status of appointments delivered throughout the day. A separate section allows for any text comments regarding successes or problems we might have encountered. At day’s end, a designated team member saves the report as a .pdf file, then e-mails it to all the necessary parties.
The .pbworks web software allows for several documents within a workspace, so we also added a text document that acts as a tickler file for our monthly meetings. Team members log on and record thoughts or concerns they would like to bring up at our gatherings. Managers involved with our team also have access to the Wiki, and can add or address concerns as they appear on the wiki document.
Challenges to overcome
Of course, anytime you try something new, a few problems arise, and our wiki migration was no exception. Using our previous model, spreadsheets were able to calculate totals automatically. Since the Wiki is more of a word processor, we’ve sacrificed that ability. After reviewing the data, we concluded that the overall totals were not a necessary metric, so losing that capability is not a concern.
The Wiki also requires that one person clear out data from the previous day, which might seem akin to the previous routine where a designated person compiles several e-mail reports. After a few days, we determined that deleting the previous day’s data was not nearly as time consuming as compiling e-mail reports. Data clearing is also a task that can be accomplished by any team member.
Try it!
Interested in experimenting with the Wiki platform for your workflow? Several free web-based options exist. The previously mentioned pbworks.com, and wikispaces.com offer free Wikis with enough features to get started. Both sites also offer paid versions offering more flexibility. Larger organizations and enterprise can also turn to these sites for customized Wiki databases.
Wiki technology is not new. The world’s most famous Wiki, Wikipedia.com, is accessed every day by thousands of users, but many of those readers don’t realize that Wikipedia is built on software that allows them to simply log on and make changes or contributions.
