There are many good reasons for a company wiki: Business processes can be made more agile, the content in the management system is more up-to-date and team collaboration becomes easier. At the same time, documentation costs are significantly reduced, as all employees continuously contribute their knowledge and new experience to the company's own wiki. But in a management system in which many people are involved, it is also important to keep order! An internal wiki gardener systematically prevents wild growth in process descriptions etc.
First of all, the theory: What is a wiki gardener?
Speaking in a nutshell: A wiki gardener regularly pulls the weeds in the company wiki so that the remaining plants can develop freely and concentrate fully on their growth. For your management system, this means that the wiki gardener regularly compensates for formal weaknesses. This enables the other team members to concentrate fully on the valuable content. Basically, any employee can take on this task!
Weeding in the company wiki — how does that work?
Your gardener systematically and continuously ensures order and structure on the individual wiki pages and in the entire management system. He specifically takes care of these 7 things:
1. Find and repair dead links
Links between related content in the wiki and to external systems make everyday work much easier. That is why the wiki gardener ensures that all links in the management system work and removes or replaces so-called “dead” links.
Tip: In Q.wiki, all wiki pages with links that don't work can be retrieved using the “Wiki Integrity” tool.
2. Link content and structure processes
In addition to the existing links in the management system, the wiki gardener also takes care of new ones: Wherever it makes sense, he links content together. This also includes assigning an upstream and a downstream process to all processes. In this way, the gardener creates hierarchically structured process overviews and thus makes it possible to navigate through the processes easily and quickly.
3. Check approval workflow and resubmission
Where has approval been pending for a long time and where has a resubmission been missed? Is there any outdated content? The wiki gardener investigates all these questions and reminds those responsible once again to update their content if necessary.
4. Remove duplicate content and attachments
In an organically growing wiki, it can happen over time that content two or identical attachments are uploaded multiple times to the management system. The wiki gardener's job includes finding, checking and finally merging this content or to remove.
Tip: In Q.wiki, duplicate content is easy to find using the overview of all attachments.
5. Design wiki pages uniformly
To this end, the wiki gardener works with a project team to develop and define suitable templates for different types of content and regularly checks whether all content is in the correct format.
6. Maintain dictionary and role entries
The content of a wiki can be easily tagged with a dictionary function and is therefore particularly easy to find. The gardener is responsible for checking the glossary and adding new terms as needed. He also regularly checks whether all roles in the system are still up to date and assigned to the responsible employee.
7. Correct spelling, typing, and grammar errors
Finally, the fine-tuning follows: The Wiki Gardener corrects formal errors in process descriptions, work instructions or information pages and corrects incomprehensible wording.
For a clear management system based on wiki
Many companies are still reluctant to provide internal resources for a wiki gardener — but gardening pays off in the long term! A gardener ensures that your management system is structured in a uniform, clear and meaningful way, making the day-to-day work of your entire team easier.
How do I structure processes clearly?
How do I use Q.wiki effectively in everyday life?
What are typical requirements?
In the following testimonials, you will find out how we support companies on their way to active process and quality management. Get inspired and discover how Modell Aachen can help your company succeed as well.
“Q.wiki was a key success factor in the rollout of our new SAP business platform.”
“With the introduction of Q.wiki, we have moved away from dusty QM documentation and towards an interactive and accepted management system.”
“Great company presence, very good product, competent staff and very pleasant and interesting training courses.”
“The introduction of Q.wiki was a milestone in the digitization of processes in our company.”
“In the past, regulatory processes and the like were a necessary evil. Now there is real added value for the workforce.”
“With Q.wiki, we have made a U-turn from a rigid data management system to an interactive orientation platform.”
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