How to Create the Ideal Company Wiki in 5 Simple Steps

company-wiki

In Five Simple Steps, Create the Ideal Company Wiki

Want to keep your knowledge and content private yet accessible to only your associates? Then a company wiki is your best bet—it’s a wiki you don’t have to share with the public.

A company wiki is a perfect solution for teams working within a company on projects together. Only those can access the company wiki you allow, and all your content is private and secure. So it’s perfect for storing sensitive data or work methods.

A company wiki can help in numerous ways; some significant ones are as under:

  • It helps make a new hire’s onboarding process easier
  • It Ignites your team’s productivity by saving the time they search for information
  • It helps tackle errors in documentation, as it can be a collaborative process
  • It stores the vision, goals, and style of your company to communicate will all
  • It helps answer technical questions to avoid being asked over and over again

A company wiki is an essential asset for any company, big or small. Hence, this article will teach you how to create the ideal company wiki in 5 simple steps:

  1. Select a wiki software that caters to your company needs
  2. Structure your company’s wiki
  3. Create and upload the information
  4. Circulate the company’s wiki within the company
  5. Keep adding the new information

Five steps to an ideal company wiki:

  1. Select a wiki software that caters to your company needs

For an ideal company wiki, you need an ideal wiki software that runs it. With a multitude of options to choose from, it can be challenging to find the gem. However, we have done the research and found the best for you.

If you want to use a company wiki to help your team stay organized and keep the content up-to-date, Slite is the ideal software to create a wiki. It is a company wiki software that is easy to use and set up. With its clutter-free interface, you’ll have an excellent company wiki that everyone will use.

  1. Structure your company’s wiki

Once you have chosen the right company wiki software, you are ready to populate it with the information. However, you will first need to structure it.

If you’ve got a lot of information to share, make sure to categorize and sub-categorize it in order to make the platform more user-friendly and easy to navigate. The idea is to create a hierarchy of information. For instance, think of the three main sections as Tiers.

  • In Tier 1, you should have the departments
  • In Tier 2, you should have the functions of those departments
  • In Tier 3, you should have the different tasks those functions do

To Elucidate, the HR department’s function to onboard new hires should be structured as a subcategory of the main HR category. In this subcategory, you can place the documents, guides, or tutorials for the newly-in employees.

Similarly, you should structure the information on your company’s wiki by dividing it into the functions of central departments so that it remains clutter-free. However, this structure is not the thumb rule but an example. Since you know your company well, you should structure your company’s wiki in an easy-to-use way for everyone in your company.

Having done with structuring your company’s wiki leads you to the next step that is to populate it with the information.

  1. Create and upload the information for your company wiki

company-wiki

Once you have structured the wiki, it’s time to put some flesh on it. At this stage, you will need the help of the heads of each department of your company.

Since the heads are the ones dealing with the technical things of their departments, they can tell what things are to be incorporated in the company’s new wiki. For instance, the head of HR must have the knowledge of frequently asked queries of the employees. Hence, you must have them create an HR FAQs page under the HR main category.

Similarly, the marketing head may know more about your company’s style; hence, you can request them to help communicate the style effectively. Also, they can have templates such as marketing plans uploaded on the company’s wiki.

Besides domain-related knowledge, there are certain things such as a company’s vision, mission statement, expectations from employees, general guidelines that need to be circulated within everyone. For that, your company wiki should also have a dedicated general page.

At this stage, you should create and upload all of the general information. Then, as the wiki goes live, you can allow the desired employees to edit or add new information.

In the beginning, your company’s wiki may look like a newborn having little knowledge or information. However, it will mature as more employees will be allowed to edit or add the information over time.

  1. Circulate the company’s wiki within the company

Voila, it’s time to invite your employees to the hub of information they need within the company. Your company’s wiki is ready to go live after you have structured and added the pre-existing information.

The company’s wiki will let your employees collaborate without having to use other applications. Here, they can share every form of information, such as audio, video, image, text, etc., with each other. Furthermore, since it is a collaborative platform, it makes it easier for the employees to have feedback, direction, and brief on the projects they are working on.

By contributing new information, the wiki will mature over time and become the go-to resource for any employee that needs clarification or a solution to a problem.

  1. Keep adding the new information

Since the company’s wiki is created to save employees’ time who seek clarifications to their queries, you must keep it up-to-date.

Whenever an employee’s mind lights up with a question, the answer should already exist in the company’s wiki. If it doesn’t exist, it should then be added in case the same question pinches another employee someday later.

It will save everyone’s time; hence, keeping the wiki up-to-date will contribute to the company’s overall productivity.

Conclusion on creating a company wiki

If you do steps one through five, you’ll have an ideal company wiki that your employees will turn to when they need information.

By setting up a wiki, you’re increasing your company’s overall productivity because your employees will be able to find the information they need quickly and use that time to work on something else.

Also, It’s crucial to make your wiki as easy to use as possible. It should also be easy to add, edit, and update.

small business coach

How to Protect Your Small Business from Cyber Attacks

cyber-attacks

Just because your business is small, it does not mean that you are not on cyber attackers’ radar. You are, in fact, their training ground. That’s because most small businesses do not invest in cyber security. As a result, according to cyber attacks statistics, 28% of all data breaches involve small businesses. Moreover, this number has increased during the covid-19 pandemic due to the digital transformation of many small businesses.

What are cyber attacks?

When cybercriminals, commonly known as hackers, attack a website, computer system, or network to cause some sort of damage, it is called a cyber attack. Cybercriminals do this to gain access to your valuable data, which they can sell off to other criminals on the black market. The stolen data will be later used for more criminal activities such as identity theft.

Top cyber attack trends and threats in 2021 include insider threats from the company staff and stakeholders, phishing attacks, ransomware attacks, cloud-based threats, and IoT devices that are in the developmental stage. 

Impacts of cyber attacks on small businesses

cyber-attacks

If you are maintaining an online store, losing one day’s business can cost you a fortune. A ransomware attack or a denial of service attack can easily block your business for a day. So you need to have a way to resume your business as quickly as possible. Also, small businesses rely heavily on their customers. One minor security breach is enough for your customers to lose their trust in your business. In this day and age, where word gets around social media very quickly, restoring your reputation can be extremely difficult.

How to protect your business

from Cyber Attacks

So how can you protect your business from these threats? Following are some simple steps you can follow to protect your business.

Prioritize Cyber Security

Do not treat security as an afterthought. Instead, treat it as a priority. If sensitive data related to your customers get into the wrong hands, you will lose your customers’ trust, and your business’s reputation will suffer.

Raise awareness among employees

Educate your employees about cyber threats and security. Most issues occur due to the lack of knowledge employees have on the subject. You can educate them about the following:

  • Not to install software/software updates and patches from untrusted sources in the company machines or mobile phones as they could be trojan horses or ransomware.
  • To use strong passwords and protect those passwords from disclosure. 
  • Encourage multi-factor authentication.
  • How to identify suspicious emails and website links from unknown sources that could lead to phishing scams and ransomware.
  • Encourage them to use an approved virus guard.
  • Encourage them to use Virtual Private Networks (VPNs) when working from home or off-site premises.
  • The steps to take in case they face an attack.

Understand your data

One of the main problems in small businesses is that most businesses do not adequately understand the sensitivity of the data involved with their businesses. For example, many online stores handle online transactions but do not employ proper methods to guard their customer’s information, such as credit card details. Therefore, everyone in the business needs to understand the true nature and the value of their data.

Backup your data 

Ensure you take timely backups of your data and store it in a secure off-site location or a cloud using an automated backup service that will allow you to access your information during a cyber attack. This is the best solution for a ransomware attack. This will enable you to recover fast and resume work as soon as possible by restoring the data with backups. 

Control network access

Make sure only your employees can access your network. You can do this by implementing Virtual private networks (VPN), which will allow you to encrypt your data and secure your connection by masking your IP address when using the untrusted infrastructure. As many hackers tend to piggyback on public Wi-Fi and eavesdrop, encourage your employees to use your company’s VPN when using public Wi-Fi to work remotely. 

Limit access to your data

Create user privileges and make sure that only the necessary employees have access to your sensitive information. Remember to revoke access privileges from employees as soon as their employment ends. Most attacks are a result of a disgruntled employee taking revenge.

Connect with the right partners and platforms

If you are using another company to build your website/system, make sure they can sign off on the fact that there are no security vulnerabilities code-wise. Such vulnerabilities can lead to SQL injections or Distributed Denial of Service (DDoS) attacks, disrupting the regular traffic to your website. In addition, if you are using a payment gateway or connecting to some other businesses via their APIs, make sure they follow the correct security protocols and standards. Their lack of responsibility can harm your business too. 

Secure your hardware from cyber attacks

cyber-attacks

Your hardware also needs protection. If your servers, laptops, mobile phones, or any other electronic device gets stolen, it leads to a data breach. If you maintain an office, make sure it is secure and that those devices are locked up and hard to steal. 

Establish a Cyber Security Team

It’s a good thing to have a dedicated team who is responsible for monitoring and keeping track of all the computers & servers used by your employees and ensuring they have installed all the necessary security updates and OS updates in their machines and mobile phones. If your website is hosted on a server provided by an external hosting service provider, your security team can regularly check in with them to verify that your server’s security is up to date.

Create an incident response plan to combat cyber attacks

The employees should know what to do in case of an attack. You can prepare a list of steps for them to follow with the help of your security team. For example:

  • Disconnect the machine from the company network and internet to make sure that other machines connected to the same network might not get infected.
  • Disabling remote access
  • Install any pending security updates or patches
  • Maintain your firewall settings
  • Change passwords
  • How to contact the security team and raise an incident.
  • Contact relevant legal authorities and report the breach.

Most of the time, the employees do not know what to do, and they waste time trying to resolve it themselves. This way, they will quickly contact the security team, saving time for both parties.

Invest in business security

For intangibles, invest in antivirus, antispyware, and anti-spam filters. Most companies that provide these services also offer multiple packages that even small businesses can invest in. For tangibles, invest in security cameras and alarms that can protect your office space and hardware. In addition, invest in insurance. Most insurance companies now provide cyber insurance along with their standard business insurance policy. 

Conclusion on cyber attacks

Cyber attacks can do severe damage to small businesses. There are a lot of precautions small business owners can take to avoid cyber attacks. Of course, you might not be able to afford or follow all the steps mentioned above. But by adopting at least a few of them, you can minimize the damage significantly.

 

small business coach