Choosing a wiki software for your business: What to know

For business operations to run smoothly, efficient collaboration and knowledge management are indispensable. When teams collaborate effectively and have instant access to vital information, they are able to make better-informed decisions and accomplish their objectives more quickly. By investing in wiki software, companies can enhance team collaboration, boost productivity, and accomplish much more in their respective industries.

What is wiki software?

Wiki software is a tool that allows users to create, add, edit, share, organize, and delete content online. It's a resource that helps groups of people work together to compile information about the things that are important to them. It's easy to set up on a server and run as a web app.

In addition to serving as a helpful repository, this tool makes it simple to access information and share it at any time. It is also excellent for orienting and training new team members. These tools include search, authentication, access management, and version history features to help organize knowledge across an organization.

Wiki software can be used to store all kinds of information, from workplace policies and guidelines to workflows and codes of conduct and much more.

Key features of a wiki software

The most important features to look out for in wiki software are as follows:

  • Easy to use with a user-friendly interface and intuitive navigation
  • Collaborative content editor
  • Fast and reliable search function
  • The ability to customize the software to fit your specific business needs
  • Workflow management
  • Integration with other apps
  • Easy linking with other wiki pages
  • Learning features
  • User access permissions
  • Powerful analytics

Wiki software types

Wiki software can be divided into two primary categories based on who can use the wikis they support (public or private wikis) and who is responsible for maintaining the software (cloud-hosted or self-hosted).

Public or private wiki software

Wikis can be classified as public or private based on who can access them and how. While public wikis are accessible to just about anyone online, private wikis are only accessible to a select group of authorized users.

Companies can use private wikis to help their employees share knowledge, or they can use public wikis to share information about their products and projects with their users and clients.

Cloud-hosted or self-hosted wiki software

A cloud-based wiki uses software as a service (SaaS) hosting providers who provide a dedicated team to manage your company's wiki databases, whereas a self-hosted wiki is hosted and managed locally on a private server.

The majority of modern wiki platforms are hosted in the cloud. Self-hosted wikis give you complete control but can be expensive to maintain. You need a dedicated internal IT team to maintain and run the local servers.

If you do not have a dedicated IT team to set up a self-hosted solution and manage the server over time, a cloud-hosted system may be the most preferable option for your organization.


There is no one-size-fits-all solution when it comes to wiki software. You may require a different set of features depending on the type of information you intend to store, the intended audience of your wiki, and the size of your team. It's important to take into account the key features that cater to your particular needs when selecting the best wiki tool for your organization.

Finding the ideal wiki platform for you may seem difficult, but the many advantages make the work worthwhile in the long run.