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How is Wiki is better
than Doc?
© Inovement and Vicente Aceituno 2014
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TeamWork without Knowledge Management
Every task is performed differently
depending on who performs it.
When an improvement is identified it is slow
to spread among the team, or even lost.
If there is an external supplier, the cost of
switching requires a lengthy transitional
period.
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TeamWork without Knowledge Management
Replacing members of the team is difficult,
requires a high level of effort or it is even
risky.
Holidays, attending events and courses,
sick leave, become stressing events for
the team to be avoided.
Audits are highly disruptive, as there
nothing is documented or archived.
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Knowledge Management
Knowledge Management can be
implemented using Documents.
The type of Documents will normally be: Policies
Procedures
Forms
Templates
Agreements
CheckLists
Plans
Reports.
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Knowledge Management
In order to use them effectively every type
and instance of Document should be easy
to create, update, distribute, archive and
find.
Standalone Documents unfortunately do
not make this easy at all.
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Knowledge Management
Standalone Documents issues:
Create: How do you name it? Where
do you store it? What is the
relationship with the rest of the
documents?
Update: Does the update influence
where the document is stored, named
or the relationship with the rest of
docs? How do you retire the older
version? How do you kill local copies?
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Knowledge Management
Standalone Documents issues:
Distribute: How do you make
everyone aware of the novelties?
Archive: When and where do you
store them? How do you identify older
versions?
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Knowledge Management
Standalone Documents issues:
Find: How do you know if there is a
existing document that covers you
need?
Format: What should be the layout?
How do you get everyone to use the
same?
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Knowledge Management
There is a better way:
Limit the use of Standalone
Documents
Use a Wiki.
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Knowledge Management
Wiki Advantages:
Create: The name of every page
arises naturally from the context of
another page. No need to make a
decision of where to store it. The
relationship with the rest of the
documents is explicit by links.
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Knowledge Management
Wiki Advantages:
Update: Updates are immediately
available, no need to retire older
versions, there are no local copies.
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Knowledge Management
Wiki Advantages:
Distribute: Everyone accesses the
updated version without even thinking
about it.
Archive: Changes history is a built in
feature. Comparing versions is very
simple.
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Knowledge Management
Wiki Advantages:
Find: Easy to follow links, easy to
search by content.
Format: Format is easy enough for
everyone to learn, difficult enough for
no one to get Gothic.
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TeamWork with Knowledge Management
Every task is performed consistently.
Improvement are identified and quickly spread
among the team.
Minimal dependence on external suppliers.
Replacing members of the team is easy and fast.
More freedom for the work team, improving
motivation and performance, lowering rotation.
Audits become painless.
This is easy with a Wiki, difficult with
Standalone Documents.
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Information Security that makes Business
Sense
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