Introduction (100–200 words)
A wiki is a shared workspace where teams create, organize, and maintain knowledge—everything from meeting notes and SOPs to product specs, runbooks, and decision logs. Unlike static docs, wikis are designed for continuous collaboration, fast navigation, and easy updates as the business changes.
Wikis matter more in 2026+ because teams are increasingly distributed, AI is reshaping how people search and write, and organizations need clearer governance for knowledge that impacts security, compliance, and customer outcomes. A modern wiki can reduce repetitive questions, speed up onboarding, and prevent “tribal knowledge” from walking out the door.
Common use cases include:
- Company handbook + onboarding hub
- Engineering runbooks + incident retros
- Product requirements + decisions (ADRs)
- Sales/CS enablement + playbooks
- Policies, compliance evidence, and process docs
What buyers should evaluate:
- Information architecture (spaces, collections, tags, backlinks)
- Search quality (including AI-assisted search)
- Permissions (RBAC, granular sharing, external access)
- Version history, approvals, and auditability
- Integrations (Slack/Teams, Jira/GitHub, Google/Microsoft)
- Editor experience (blocks vs pages, markdown, templates)
- Content lifecycle (ownership, review reminders, archiving)
- Reliability and performance at scale
- Migration options (imports/exports, APIs)
- Security expectations (SSO, MFA, data residency, logging)
Mandatory paragraph
Best for: operations, IT, engineering, product, support, and GTM teams that need a single source of truth—especially SMBs to enterprises with cross-functional workflows, regulated environments, or frequent onboarding.
Not ideal for: individuals who only need personal notes, teams that require fully public documentation sites only, or organizations that already standardize on a docs-as-code pipeline and want everything in Git (a developer documentation platform may fit better).
Key Trends in Wikis for 2026 and Beyond
- AI-assisted authoring becomes table stakes: rewriting, summarization, and “turn notes into SOP” workflows embedded directly in the editor.
- RAG-ready knowledge bases: wikis increasingly act as the curated corpus for internal AI assistants, with emphasis on permissions-aware retrieval.
- Governance and lifecycle automation: automated review cycles, stale-content detection, ownership nudges, and deprecation workflows.
- Interoperability over lock-in: stronger APIs, webhooks, and integrations to connect tickets, PRs, CRM records, and incident tools.
- Granular security by default: more demand for page-level permissions, external sharing controls, and audit-ready activity logs.
- Hybrid knowledge models: combining wiki pages with databases, lightweight project tracking, and embedded dashboards.
- Search shifts from keyword to intent: semantic search, synonym handling, and “answer-first” experiences that cite sources.
- Template ecosystems mature: teams standardize on templates for SOPs, PRDs, runbooks, postmortems, and enablement.
- Multi-workspace consolidation: enterprises reduce tool sprawl by consolidating knowledge into fewer systems with stronger admin controls.
- Data residency and regional controls: rising expectations for residency options, retention policies, and eDiscovery-friendly exports.
How We Selected These Tools (Methodology)
- Prioritized widespread adoption and sustained mindshare in team knowledge management.
- Included a balanced mix of enterprise suites, modern collaborative workspaces, and open-source/self-hosted options.
- Assessed wiki fundamentals: editing experience, structure, permissions, search, versioning, and collaboration.
- Considered reliability signals: maturity of product, admin tooling, and suitability for larger workspaces.
- Evaluated security posture indicators: SSO availability, role-based access controls, audit logs, and admin policies (where publicly described).
- Looked for integration breadth: common connectors (Slack/Teams, Jira/GitHub, Google/Microsoft) plus APIs/webhooks.
- Considered fit across segments: solo → SMB → mid-market → enterprise.
- Scored tools comparatively on value (not just sticker price), factoring in admin overhead and adoption friction.
Top 10 Wikis Tools
#1 — Atlassian Confluence
Short description (2–3 lines): A mature team wiki and collaboration platform widely used for internal documentation, project spaces, and knowledge bases—especially in organizations already using Jira.
Key Features
- Structured spaces with page trees, templates, and rich permissions
- Deep Jira integration for requirements, release notes, and project documentation
- Robust version history and collaborative editing
- Powerful admin controls for large orgs (policies, access management)
- Page analytics and activity signals (varies by configuration)
- Marketplace apps to extend workflows (approvals, diagrams, publishing)
Pros
- Strong fit for engineering + IT orgs and process-heavy teams
- Scales well for large knowledge bases and multi-team governance
- Huge ecosystem of add-ons and integrations
Cons
- Can become cluttered without information architecture discipline
- Some advanced capabilities depend on plan level or add-ons
- Editing experience may feel heavier than newer “block” editors
Platforms / Deployment
Web / Windows / macOS / iOS / Android
Cloud / Self-hosted (varies by product offering) / Hybrid (Varies / N/A)
Security & Compliance
SSO/SAML (via Atlassian Access for cloud), MFA, encryption, audit logs, RBAC: Supported (plan-dependent).
SOC 2 / ISO 27001: Publicly stated for Atlassian cloud offerings (scope varies by service).
GDPR: Supported via enterprise privacy features (implementation-dependent).
Integrations & Ecosystem
Confluence is frequently used as a hub around issue tracking and delivery workflows, with extensive integrations and marketplace extensions.
- Jira and other Atlassian products
- Slack / Microsoft Teams notifications
- Google Drive / Microsoft 365 file embedding (varies)
- Diagramming and whiteboarding add-ons
- API and marketplace apps for custom workflows
Support & Community
Strong documentation and community ecosystem; support tiers vary by plan. Large pool of admins and implementation partners.
#2 — Notion
Short description (2–3 lines): A flexible workspace combining docs, lightweight databases, and collaboration—popular for modern wikis, product docs, and cross-functional playbooks.
Key Features
- Block-based editor with databases, relations, and rollups for structured knowledge
- Templates for SOPs, handbooks, PRDs, and meeting notes
- Powerful internal linking, backlinks, and page properties
- Granular sharing with teams and guests (controls vary by plan)
- AI assistance for writing, summarizing, and extracting action items (availability varies)
- Multi-device experience with fast capture and organization
Pros
- Excellent for cross-functional adoption (product, ops, marketing, founders)
- Flexible structure supports both wiki pages and structured knowledge
- Strong user experience for everyday contributors
Cons
- Governance at scale requires careful conventions (naming, ownership, databases)
- Granular permission models may not match enterprise needs in all cases
- Some teams prefer markdown-first or Git-based workflows
Platforms / Deployment
Web / Windows / macOS / iOS / Android
Cloud
Security & Compliance
SSO/SAML: Available on certain plans (enterprise-focused).
MFA, encryption, access controls: Supported (details vary by plan).
SOC 2: Publicly stated (scope and details vary).
ISO 27001 / HIPAA: Not publicly stated (varies by offering).
Integrations & Ecosystem
Notion commonly integrates with communication tools and developer ecosystems; extensibility includes API-based automation.
- Slack / Microsoft Teams (varies)
- Google Drive / Microsoft 365 embeds
- GitHub/Jira embedding or connectors (varies)
- Automation platforms (varies) and Notion API
- Importers from other wiki/doc tools (varies)
Support & Community
Large creator community and strong template ecosystem. Support tiers vary by plan; enterprise onboarding depends on contract.
#3 — Microsoft SharePoint
Short description (2–3 lines): A long-standing intranet and content management platform used to build internal portals, document hubs, and wiki-like knowledge centers—best for Microsoft 365-centric organizations.
Key Features
- Team sites and communication sites for structured internal publishing
- Deep integration with Microsoft 365 identity, files, and permissions
- Document management with versioning and sharing controls
- Page layouts and web parts for dashboards and portals
- Governance tooling aligned with Microsoft admin and compliance features
- Search across Microsoft 365 content (capabilities vary by tenant configuration)
Pros
- Natural fit for enterprises already standardized on Microsoft 365
- Strong identity, access control, and admin governance options
- Good for intranets and formal publishing workflows
Cons
- Can feel heavyweight for fast-moving teams that want lightweight editing
- Information architecture requires deliberate planning
- “Wiki-first” collaboration may be less intuitive than modern wiki tools
Platforms / Deployment
Web / Windows / macOS / iOS / Android
Cloud / Hybrid (Varies) / Self-hosted (Varies / N/A)
Security & Compliance
SSO (Microsoft Entra ID), MFA, encryption, audit logs, RBAC: Supported (tenant-dependent).
SOC 2 / ISO 27001 / GDPR / HIPAA: Publicly stated across many Microsoft 365 compliance programs (scope varies by plan and region).
Integrations & Ecosystem
SharePoint benefits from the broader Microsoft ecosystem and admin tooling, with many integration routes.
- Microsoft Teams, OneDrive, Outlook
- Power Automate / Power Apps for workflows
- Microsoft Purview compliance tooling (varies)
- Third-party connectors and migration tools (varies)
- APIs via Microsoft Graph (capabilities vary)
Support & Community
Extensive documentation and global enterprise support options. Large partner ecosystem; implementation quality depends on governance maturity.
#4 — Slab
Short description (2–3 lines): A team wiki designed for fast adoption—clean writing, straightforward organization, and strong search—popular with SMBs and scaling teams.
Key Features
- Simple, structured topics and categories for internal knowledge
- Editor optimized for readable docs and team collaboration
- Search designed for quick retrieval (capabilities vary over time)
- Permissions and roles for teams and guests (plan-dependent)
- Signals for content ownership and freshness (varies)
- Integrations for keeping knowledge connected to daily workflows
Pros
- Easy to roll out with minimal training
- Good balance between structure and simplicity
- Strong fit for creating a “single source of truth” quickly
Cons
- Less flexible than all-in-one workspaces for complex data modeling
- Some enterprise governance needs may require higher tiers or alternatives
- Customization depth may be limited for large intranets
Platforms / Deployment
Web
Cloud
Security & Compliance
SSO/SAML: Available on certain plans (Not publicly stated by tier here).
MFA/encryption/audit logs/RBAC: Varies / Not publicly stated.
Integrations & Ecosystem
Slab typically integrates with chat, calendars, and developer tools to reduce context switching.
- Slack / Microsoft Teams (varies)
- Google Drive / GitHub (varies)
- API or automation tooling (Varies / Not publicly stated)
- Common import paths from other knowledge tools (varies)
Support & Community
Generally known for straightforward onboarding. Support tiers and community depth: Varies / Not publicly stated.
#5 — Nuclino
Short description (2–3 lines): A lightweight, fast wiki for teams that want simple collaboration, internal linking, and a clean UI without heavy administration.
Key Features
- Minimalist editor with quick collaboration
- Internal links and graph-style navigation for connected knowledge
- Collections/spaces for organizing team documentation
- Version history and collaborative editing (capabilities vary)
- Search across workspaces
- Guest sharing options (plan-dependent)
Pros
- Low friction for contributors; easy to keep docs updated
- Works well for small teams and fast-changing knowledge
- Generally quick to set up and maintain
Cons
- Advanced governance and workflow controls may be limited
- May not satisfy complex enterprise permission requirements
- Fewer “suite” capabilities compared to larger platforms
Platforms / Deployment
Web / Windows / macOS / iOS / Android
Cloud
Security & Compliance
SSO/SAML, audit logs, advanced RBAC: Varies / Not publicly stated.
Compliance certifications: Not publicly stated.
Integrations & Ecosystem
Nuclino focuses on core wiki needs; integration options depend on plan and product evolution.
- Slack (varies)
- Embeds for common tools (varies)
- Import/export options (varies)
- API availability: Varies / Not publicly stated
Support & Community
Documentation is typically straightforward. Community size and enterprise support depth: Varies / Not publicly stated.
#6 — Guru
Short description (2–3 lines): A knowledge platform often used by support, sales, and operations teams to capture verified answers and surface them in the flow of work.
Key Features
- Knowledge cards/pages designed for quick consumption and reuse
- Verification workflows to keep answers accurate (subject-matter ownership)
- Browser extension and in-context knowledge surfacing (varies by platform)
- Collections for organizing enablement and internal help
- Search and suggested content for common questions
- Analytics on usage and knowledge gaps (varies)
Pros
- Strong for support and revenue teams who need trusted, current answers
- Verification reduces stale content risk
- Fits “answer-first” operational knowledge well
Cons
- May feel less like a traditional page-tree wiki for deep documentation
- Some features are oriented around enablement rather than engineering docs
- Cost/value depends on adoption across frontline teams
Platforms / Deployment
Web (plus extensions/apps, varies)
Cloud
Security & Compliance
SSO/SAML, MFA, RBAC: Available (plan-dependent; specifics vary).
Audit logs/compliance certifications: Not publicly stated (varies by offering).
Integrations & Ecosystem
Guru is often selected for frontline knowledge and connects to comms and ticketing ecosystems.
- Slack / Microsoft Teams (varies)
- Common CRM/helpdesk integrations (varies)
- Browser-based workflows for knowledge capture
- APIs/automation: Varies / Not publicly stated
Support & Community
Typically includes guided onboarding for business use cases. Support tiers: Varies / Not publicly stated.
#7 — GitBook
Short description (2–3 lines): A documentation platform that can serve as an internal or external wiki, especially for product and developer documentation with structured publishing needs.
Key Features
- Clean editor and navigation optimized for documentation readability
- Spaces/collections for organizing multiple doc sets
- Publishing workflows for internal and external audiences (varies)
- Search optimized for docs consumption
- Support for markdown-based workflows (capabilities vary)
- Collaboration features suitable for documentation teams
Pros
- Great for documentation that needs to be read and navigated like a manual
- Good for hybrid internal/external docs strategies
- Strong information architecture for doc sites
Cons
- Less suited for broad “company everything” collaboration than all-in-one workspaces
- Advanced enterprise governance may be plan-dependent
- Some teams want deeper native integration with Git-based approvals
Platforms / Deployment
Web
Cloud
Security & Compliance
SSO/SAML, audit logs, RBAC: Varies / Not publicly stated.
Compliance certifications: Not publicly stated.
Integrations & Ecosystem
GitBook typically integrates with developer and collaboration tools to keep docs aligned with shipping software.
- GitHub / GitLab (varies)
- Slack (varies)
- Embeds and integrations for common tools (varies)
- API/webhooks: Varies / Not publicly stated
Support & Community
Documentation-oriented community; support tiers vary by plan. Suitable for doc teams; enterprise support: Varies / Not publicly stated.
#8 — Outline
Short description (2–3 lines): A modern, open-source-friendly internal wiki focused on clean writing, collections, and permissions—popular with teams that want a Notion-like experience with more control options.
Key Features
- Markdown-friendly editor with fast navigation
- Collections and nested docs for structured knowledge
- Permissions and sharing designed for internal documentation
- Authentication integrations (varies by deployment)
- Versioning and audit-friendly change history (capabilities vary)
- Self-hosting option for organizations with data control requirements
Pros
- Strong choice for teams that want self-hosting without a legacy UI
- Clean, focused documentation experience
- Good balance of structure and usability
Cons
- Self-hosting introduces operational overhead (upgrades, backups, scaling)
- Integration breadth may be smaller than major enterprise suites
- Some advanced capabilities depend on how you deploy and configure
Platforms / Deployment
Web
Cloud / Self-hosted
Security & Compliance
SSO via OIDC/SAML: Supported (deployment-dependent).
Encryption/audit logs/RBAC: Varies by configuration.
Compliance certifications: Not publicly stated.
Integrations & Ecosystem
Outline is commonly deployed alongside modern identity providers and chat tools; extensibility depends on deployment.
- Slack (varies)
- Identity providers via OIDC/SAML (deployment-dependent)
- Webhooks/API: Varies / Not publicly stated
- Imports/exports (varies)
Support & Community
Open-source community strength can be meaningful; commercial support options depend on chosen offering. Documentation quality: generally solid, but varies by deployment.
#9 — Wiki.js
Short description (2–3 lines): An open-source wiki platform geared toward technical teams that want flexibility, authentication options, and control over infrastructure.
Key Features
- Modern web-based editor with markdown support
- Flexible authentication (LDAP/OIDC/SAML options vary by setup)
- Granular permissions and roles (configuration-dependent)
- Versioning and history for page changes
- Theming/customization options (varies)
- Self-hosted deployment for data residency and control
Pros
- Strong for IT/admin teams comfortable running and securing services
- Flexible integrations via auth providers and configuration
- Avoids SaaS lock-in for organizations with strict requirements
Cons
- Requires ongoing maintenance (patching, monitoring, backups)
- User experience and feature polish can depend on configuration choices
- Enterprise compliance is on you to implement and prove
Platforms / Deployment
Web
Self-hosted
Security & Compliance
SSO/MFA/audit logs/RBAC: Possible (setup-dependent).
SOC 2 / ISO 27001 / HIPAA: Not publicly stated (self-hosted; depends on your controls).
Integrations & Ecosystem
Wiki.js tends to integrate through identity systems and infrastructure patterns rather than large SaaS marketplaces.
- LDAP / Active Directory (via configuration)
- OIDC/SAML providers (via configuration)
- Database and storage backends (varies)
- Automation via API or hooks: Varies / Not publicly stated
Support & Community
Community support is a key resource; official support varies by project/community channels. Best for teams with in-house admins.
#10 — MediaWiki
Short description (2–3 lines): The classic open-source wiki engine known for powering large public wikis; also used internally when teams want a traditional wiki model with full self-hosting control.
Key Features
- Battle-tested page-based wiki model with strong revision history
- Templates and transclusion for reusable content
- Categories and namespaces for organization
- Large plugin/extension ecosystem (varies by deployment)
- Discussion/talk pages for collaborative editing workflows
- Self-hosted scalability patterns for large content sets (implementation-dependent)
Pros
- Proven model for large-scale collaborative knowledge repositories
- Very flexible with extensions and customization
- Full control over hosting, data, and retention
Cons
- UI/UX can feel dated compared to modern workspace wikis
- Setup and ongoing maintenance can be substantial
- Permissions and workflow needs often require extensions and careful configuration
Platforms / Deployment
Web
Self-hosted
Security & Compliance
Security controls depend heavily on hosting and configuration.
SSO/MFA/RBAC/audit logs: Possible via extensions and integration.
SOC 2 / ISO 27001: Not publicly stated (self-hosted; depends on your environment).
Integrations & Ecosystem
MediaWiki’s ecosystem is broad, with many extensions; integrations often require more technical configuration.
- Extensions for authentication and permissions
- Import/export tooling (varies)
- API for content operations (availability varies by setup)
- Theming and workflow extensions (varies)
Support & Community
Very strong global community and deep documentation; enterprise-grade support typically requires internal expertise or third-party services.
Comparison Table (Top 10)
| Tool Name | Best For | Platform(s) Supported | Deployment (Cloud/Self-hosted/Hybrid) | Standout Feature | Public Rating |
|---|---|---|---|---|---|
| Atlassian Confluence | Jira-centric teams, enterprise wiki governance | Web / Windows / macOS / iOS / Android | Cloud / Self-hosted (varies) | Deep Jira + marketplace ecosystem | N/A |
| Notion | Flexible company wiki + structured knowledge | Web / Windows / macOS / iOS / Android | Cloud | Docs + databases in one workspace | N/A |
| Microsoft SharePoint | Intranets and Microsoft 365 standardization | Web / iOS / Android (desktop via web) | Cloud / Hybrid (Varies) | Microsoft 365 identity + governance | N/A |
| Slab | Fast-to-adopt team wiki for SMBs | Web | Cloud | Simple, readable wiki with quick setup | N/A |
| Nuclino | Lightweight wiki for small teams | Web / Windows / macOS / iOS / Android | Cloud | Minimalist speed + graph navigation | N/A |
| Guru | Sales/Support enablement + verified answers | Web (plus extensions, varies) | Cloud | Verification workflows to prevent stale knowledge | N/A |
| GitBook | Product & developer documentation spaces | Web | Cloud | Documentation-first navigation and publishing | N/A |
| Outline | Modern wiki with self-host option | Web | Cloud / Self-hosted | Clean docs UX with stronger control options | N/A |
| Wiki.js | Self-hosted flexible wiki for IT teams | Web | Self-hosted | Configurable auth + modern open-source wiki | N/A |
| MediaWiki | Traditional wiki at large scale | Web | Self-hosted | Mature revisioning + extension ecosystem | N/A |
Evaluation & Scoring of Wikis
Scoring model: 1–10 per criterion, then a weighted total (0–10).
Weights:
- Core features – 25%
- Ease of use – 15%
- Integrations & ecosystem – 15%
- Security & compliance – 10%
- Performance & reliability – 10%
- Support & community – 10%
- Price / value – 15%
| Tool Name | Core (25%) | Ease (15%) | Integrations (15%) | Security (10%) | Performance (10%) | Support (10%) | Value (15%) | Weighted Total (0–10) |
|---|---|---|---|---|---|---|---|---|
| Atlassian Confluence | 9 | 7 | 9 | 8 | 8 | 8 | 7 | 8.15 |
| Notion | 9 | 9 | 7 | 7 | 8 | 8 | 8 | 8.20 |
| Microsoft SharePoint | 8 | 6 | 9 | 9 | 8 | 8 | 7 | 7.75 |
| Slab | 7 | 9 | 7 | 6 | 8 | 7 | 8 | 7.55 |
| Nuclino | 7 | 9 | 6 | 6 | 8 | 7 | 8 | 7.35 |
| Guru | 7 | 8 | 7 | 7 | 8 | 7 | 7 | 7.30 |
| GitBook | 7 | 8 | 7 | 6 | 8 | 7 | 7 | 7.15 |
| Outline | 7 | 8 | 6 | 7 | 7 | 7 | 7 | 7.05 |
| Wiki.js | 7 | 6 | 6 | 7 | 7 | 7 | 9 | 6.95 |
| MediaWiki | 8 | 5 | 7 | 6 | 8 | 8 | 9 | 7.15 |
How to interpret these scores:
- Scores are comparative, not absolute; a “7” can be excellent for your context.
- Weighted totals reflect typical business priorities (usability + value matter alongside features).
- Security scores assume common deployments; self-hosted tools can score higher or lower depending on your implementation.
- Use the scoring table to shortlist, then validate with a pilot (especially integrations, permissions, and migration).
Which Wikis Tool Is Right for You?
Solo / Freelancer
If your “wiki” is primarily personal documentation with occasional sharing:
- Notion or Nuclino fit well for fast capture and organization.
- If you want a more traditional wiki model and don’t mind setup, Outline (cloud) can be a clean alternative.
Look for: fast editor, mobile support, easy organization, simple sharing.
SMB
For 20–300 people, adoption speed matters as much as features:
- Slab is strong when you want a straightforward internal wiki that people will actually use.
- Notion works well if you also want lightweight structured data (projects, inventories, content calendars).
- Confluence is best if you already run Jira and want a unified delivery + documentation workflow.
Look for: templates, search, clear permission defaults, Slack/Teams integration, easy onboarding.
Mid-Market
For 300–2,000 people, governance starts to matter:
- Confluence is often the safest choice for scaling documentation with admin controls and ecosystem depth.
- Notion can work well if you define conventions early (taxonomy, ownership, workspace design).
- Guru is a strong companion or primary tool for revenue/support enablement where verification matters.
Look for: role-based permissions, lifecycle workflows, analytics, scalable IA, integration breadth.
Enterprise
For 2,000+ people, prioritize identity, compliance posture, and operational resilience:
- Microsoft SharePoint is a natural fit for Microsoft-standardized enterprises building an intranet plus knowledge hub.
- Confluence remains a top pick for enterprises with strong engineering/process documentation needs.
- If you require strict data control, consider self-hosted options like MediaWiki, Wiki.js, or Outline self-hosted—but budget for operations and security engineering.
Look for: SSO/SAML, audit logs, admin policies, data retention, eDiscovery/export needs, and segmentation by business unit.
Budget vs Premium
- Best value (self-hosted): Wiki.js or MediaWiki can be cost-effective in licensing, but require ops time (which is real cost).
- Balanced SaaS value: Slab or Nuclino can reduce admin overhead for smaller teams.
- Premium governance/ecosystem: Confluence and SharePoint can be worth it when you need enterprise controls and integrations.
Feature Depth vs Ease of Use
- Want maximum flexibility and a modern UX: Notion
- Want enterprise depth and extensibility: Confluence or SharePoint
- Want “simple and adopted”: Slab or Nuclino
- Want “docs that read like docs”: GitBook
Integrations & Scalability
- Jira-centric: Confluence
- Microsoft 365-centric: SharePoint
- Enablement in the flow of work: Guru
- Developer documentation workflows: GitBook
- Custom infrastructure + identity integration: Outline/Wiki.js/MediaWiki
Security & Compliance Needs
- If you need mature enterprise identity and compliance alignment: SharePoint (Microsoft ecosystem) or Confluence (Atlassian ecosystem).
- If you need maximum control and can operate it securely: self-hosted (Wiki.js, MediaWiki, Outline self-hosted).
- If you need strict permissions-aware AI retrieval, validate that the tool’s AI/search respects ACLs and provides auditability (capabilities vary widely).
Frequently Asked Questions (FAQs)
What’s the difference between a wiki and a knowledge base?
A wiki is usually collaborative and internal, optimized for continuous editing by many contributors. A knowledge base is often more curated and may be customer-facing with publishing workflows.
Do wikis replace Google Docs or Microsoft Word?
Not entirely. Wikis are better for living documentation and discoverability. Office docs still shine for formal documents, heavy formatting, and external collaboration where your wiki isn’t the system of record.
How should a wiki be structured?
Start with 5–8 top-level categories (e.g., Company, Product, Engineering, Support, Security, Sales). Use templates, consistent naming, and assign content owners to avoid chaos.
What are the most common reasons wikis fail?
The big ones: unclear ownership, no review cadence, poor search/taxonomy, and low adoption because writing feels “extra.” Fix this with templates, lifecycle reminders, and embedding the wiki into workflows.
Are AI features safe to use in a wiki?
They can be, but evaluate whether AI respects permissions, how data is processed, and whether admins can control it. If details aren’t clear, treat it as Not publicly stated and request documentation during procurement.
How long does it take to implement a wiki?
A basic rollout can take days. A scalable rollout (taxonomy, templates, permissions, migrations, governance) usually takes weeks, especially in regulated environments.
Can wikis work for regulated industries?
Yes, but you’ll need strong access controls, audit logs, retention policies, and clear approval workflows. Validate what’s built-in versus what you must add via configuration or integrations.
What’s the best wiki for software engineering teams?
Often Confluence (especially with Jira), or a self-hosted option like Outline/Wiki.js if you need more control. If your docs are primarily developer-facing manuals, GitBook can be a better fit.
How do we migrate from one wiki to another?
Plan for: content inventory, duplicate cleanup, mapping old structure to new taxonomy, redirect strategy (if relevant), and permissions recreation. Use importers where available, but expect manual QA.
Should we self-host our wiki?
Self-hosting gives control (data residency, custom auth, retention) but adds operational burden (patching, monitoring, backups, scaling). It’s best when you have clear requirements and the team to run it.
How do we measure wiki success?
Track leading indicators: monthly active contributors, search success (did users find answers?), time-to-onboard, reduced repeated questions, and content freshness (percent reviewed in last 90–180 days).
Conclusion
A modern wiki is no longer just a place to “store docs.” In 2026+, it’s the operational memory of the organization—and often the curated knowledge layer that powers AI search and internal assistants. The best choice depends on your context: team size, governance needs, integration ecosystem, and whether you require cloud simplicity or self-hosted control.
Next step: shortlist 2–3 tools, run a pilot with a real knowledge set (onboarding, runbooks, enablement), and validate the essentials—permissions, search quality, integrations, and your security/compliance requirements—before migrating everything.