The one wiki to rule them all?

The company I work for is quickly expanding and we're realising the need to house frequently used information on a single platform. This would ideally house the company's handbook to assist onboarding, along with documentation/tutorials on platforms we commonly use.

We are heavy Gsuite users but have struggled to maintain a single source of information through various documents. Is there a platform you've successfully migrated to?

stu_whitlock's avatar
2 years ago

Looks like there are a few players in this market:
- Confluence
- Slab
- Stonly
- Slite
- Notion
- Outline
- Gitbook
- Nuclino
- You need a wiki
- Tettra

7 points
nelsonjoyce's avatar
@nelsonjoyce (replying to @stu_whitlock )
2 years ago

Hey @stu_whitlock, I'm the founder of Tettra, I thought I'd chime in here.

We started Tettra because our former employer HubSpot was a huge Confluence user but we hated the tool. There's been a crazy explosion of these tools in the past 5 years since we've started.

Frankly any of these tools will allow you to build a great looking, easy to use internal wiki/knowledge base.

However, setting it up is the easy part. The ongoing usage, upkeep and maintenance is the hard part. Especially as employee turnover happens.

We've explicitly tried to solve those those problems by doing the following:
1. Every page must have an owner
2. Readers can suggest updates to the page owners if they see something wrong
3. Analytics to show the page owners which pages need to be updated or archived
4. Chat based workflows to help you actually use the content you create to answer questions directly

AFAIK none of the other tools do the same. Hope that helps, sorry for the wall of text! LMK if I can answer any questions, it's tricky to explain what we concisely via text. :)

6 points
caseybotticello's avatar
2 years ago

I'm sure a lot of people will suggest Confluence, but I think it is overly complicated for what is supposed to be a tool to "create and organize content."

2 points
GorkaPuente's avatar
2 years ago

Hi Casey,
I'm a heavy user of Confluence, I've been working on the Atlassian ecosystem, so I'm afraid my opinion is biased :) what things do you find complicated to do in Confluence?

1 point
maguay's avatar
2 years ago

One wiki I’d used a decade ago was PBworks—was an impressive online editor, one of the better ways to share team docs at the time. Haven’t used it since, though, so not sure how well it’s held up.

37signals’ now-defunct app Backpack was another earlier online collaboration tool that was essentially a nicely designed wiki. Today’s Basecamp incorporates some of its design and features, though in less of a wiki direction than in a shared docs direction.

That seems the most common in today’s tools. Coda, Dropbox Paper, and Quip all can fit something of the use case of a wiki for internal teams, but everything’s not automatically linked and connected, so it’s more like shared files than a wiki.

Notion is also not a classical wiki, per se, but the way it lets you easily embed and link docs makes it close enough. I feel like it blends in the good ideas of a wiki without the UI overhead and complexities of most wikis.

Roam Research perhaps has the crown today for consumer-focused wikis, using a graph database that automatically links back and forth between anything you put in brackets. Will be fascinating to see how it matures and if it goes into the public and team notes space. Notion vs Roam Research made for a good debate recently on Capiche.

I’ve seen lots of people on Twitter mentioning Tiki Wiki as a good alternative to Roam Research lately. Zoho has a wiki too, with a redesigned version coming soon. And Nuclino looks incredibly interesting.

If I had to vote on one being the wiki to rule them all, I’d have to say Roam Research seems to have a solid shot at the crown for people who want a wiki specifically—with Notion giving everyone who didn’t know they wanted a wiki much of the same features.

5 points
askMeSaaS's avatar
2 years ago

I originally used NoteJoy for our SaaS company wiki but then switched over to Slab. Really love Slab for its ease of use and UI. NoteJoy is still awesome and dead simple and I now use it for a "family wiki." But I'm a huge fan of Slab for company wikis

3 points
o_numero10's avatar
2 years ago

What about TiddlyWiki?
This post My Eureka Moment with the TiddlyWiki by the late Joe Armstrong explains its power best than I ever could ever.

3 points
AndyDentPerth's avatar
2 years ago

I wouldn't rule Evernote out.
If you have public notebooks, people can use them without paid accounts, so for cash-strapped startups that brings the price down - just use the web version.
Unlike Notion, you have an endless version history and paid users can have multiple devices with offline storage. (Pretty sure even free users still have one laptop's worth of offline if they use a Mac or Windows desktop client.)

There's one minor headache, a long-term frustration of mine, that you can only link to an entire note. There are no equivalent of anchors to allow you to link to a heading within a note.

Most users don't realise Evernote has a sophisticated search syntax and you can save those searches. For example, I have a saved search that's everything updated, ignoring web clippings, in the last two days: updated:day-2 -source:web.clip

I used TWiki for years at a major scientific organisation (Australia's CSIRO) with thousands of internal users and international collaborators. From that experience, I agree very strongly with @nelsonjoyce about:

  • need for page ownership (Evernote tags can work well for this)
  • a chat section - we just had an area by convention at the bottom of pages as a Talk section
  • easy summary of what's changed - the search I mentioned above is a good example
3 points
AndyDentPerth's avatar
2 years ago

Correction, a better search is updated:day-2 -sourceurl:* which guarantees you haven't a URL attached as the source of the page - I copied the source:web.clip from someone else.

It was only when I saw my posting above it reminded me that I had used a different syntax in a search I wrote about recently, -resource:audio/* -sourceurl:* which finds notes I've written by also excluding recordings.

1 point
ACGoh's avatar
2 years ago

We're on Confluence - I'm not in love with how complex it can be, but it does have really good editing functionality with a nice integration with JIRA. It's difficult to find another wiki that ties in so well for a product development workflow.

2 points
itsjackcohen's avatar
2 years ago

Have been diving into this world recently. Some quick context, looking for a place to hold knowledge (playbooks, benchmarks, etc.) for a private community I run. Must-haves: login portal for members, ability to have multiple groups who have access to only certain knowledge spaces/folders/ecosystems, super strong search. Nice to haves: strong branding customization, integrations, comment/read-only abilities. Honestly, would be using Notion if they had more login/auth options for individual users not within my org.

Nuclino looks really impressive. Also exploring Stonly (like their Guide feature). And @nelsonjoyce, will explore Tettra as well.

2 points
maguay's avatar
@maguay (replying to @itsjackcohen )
2 years ago

Stonly's interesting—more of a documentation tool than a traditional wiki, but I could see that being a great way to build walkthroughs and introduce community values.

I'm almost amazed Notion hasn't added native support for custom domains yet; it's being used by so many for documentation, release logs, and more.

Would love to hear what you end up going with over the longterm!

1 point
canburaks's avatar
almost 2 years ago

I decided to start a simple blog 3 months ago . Then I realized that I was not satisfied easily with any digital product.
I explained these to indicate that my journey to discover these beautiful apps is very fresh.
My searching journey is for more personal use rather than collaborative purposes. HTML and markdown export is indispensable feature for me. I am aware of the difficulty of my situation. Right now, the most probable situation looks for me is Notion and TiddlyWiki
I have tried almost all of the applications mentioned (in ways that are not very deep).
I guess Nimbus Notes deserves to be in the list.

1 point
maguay's avatar
@maguay (replying to @canburaks )
almost 2 years ago

Interesting! Have you tried Nimbus Notes so far, and if so what did you like about it? Are you leaning towards any one app over another as your final choice?

1 point
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