Melanie Broder is on the Marketing team at Slite, where she works on all things content. She helps Slite users gain new skills through guides, templates, and videos. She lives in New York City, where she likes to read novels and run loops around Central Park.
There's a productivity app for everything nowadays - for taking stretch breaks, to giving 1:1 feedback. Tools for workflow can get overcomplicated, taking up more time than they give back. Taken in by promises of endless productivity, we miss the point that software should make work calmer and happier, not noisier and busier. This is especially true for wiki software.
As we said in Chapter 2 of this guide, a wiki is a communication tool. The aim of wiki software is to collect and clarify information, not spread it around. In this chapter, we'll discuss the best wiki software tools and key features of those tools. But first, a quick note about what wiki software is, and what it is not:
Even though we believe the best wiki is a simple one, there are many tools out there that have different advantages. Whether you're looking for a traditional wiki software or a solution with more diverse applications, there's something for you in this list.
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The uses of wiki software
All wiki software is powered by a similar technology: a wiki engine. But that engine can serve many different types of wiki sites. In a business, wiki pages are created for three main purposes:
- Learning – Your company wiki is your team's go-to source for basic and complex information relevant to the company, its departments and roles. Learning documents include onboarding instructions, company handbooks, process guides, tool guides, and upskilling resources.
- Communication – Wiki software is also a powerful communication tool for real-time updates. Share company-wide announcements, updates, and meeting minutes in your wiki so everyone stays on the same page.
- Project management – A wiki stores all project documentation in one place, giving project managers and stakeholders a birds' eye view of the project. It also allows for contextual communication on specific tasks.
As you start out on your wiki journey, keep these functions top of mind and look out for wiki software with features to fulfill them.
What should I look for in wiki software?
Based on the purposes above, we've broken down tool features by category. See how wiki software can aid your goals for each.
Some examples of wiki software features that aid the learning process include:
- Rich text editor with ability to insert visual content (images, tables, sketches, code snippets)
- Record a video
- Organize documents into folders or channels
- Comments within documents (also a communication feature)
- Tag teammates (also a communication feature)
- Integrate with specialized tools such as Github, Google Sheets, Dropbox, Figma
- Summary of activity in your most-viewed docs
- Download as PDF
Wiki software should also reduce friction in communication. Here are some communication features to look out for:
- Ability to collaborate on a document in real-time
- In-line comments in documents
- Global discussions around documents or projects
- Automate new documents for recurring meetings
- Tag teammates in documents
- Integration with Slack
- Notifications on docs you've created or been tagged in
- Record a video
Wikis are also great places to store project information and reports. Here are some key project features that you can find in wiki software:
- Tables to manage budget, timeline, etc
- Templates for project briefs, plans, and reports
- Integration with project management tools such as Asana, Trello, and Jira
- Versioning and archives to save document history
Slite has all these features and more. But there are lots of other great tools that offer different and exciting options. Next we'll look at 7 of the top-rated wiki software tools to compare.
Wiki Product Comparison
While no list of software tools will ever be completely objective, it's even less so coming from a brand - we know! We've grounded our research in ratings and reviews from G2, Capterra, and Wikipedia. And at the end of the day, even if we're opinionated about wiki software, we hope it's in a helpful way.
Wiki software breakdown:
What are the best enterprise wiki software tools out there?
Without further ado, here's our list.
Slite is the wiki tool for thousands of growing companies around the world, and of course, it's our #1. With a clean and clutter-free interface, and features built specifically for remote communication, Slite is the best place to share knowledge with your team.
Some of our favorite Slite wiki features:
- Writing stays simple - you don't need a tutorial to get started. Just create a doc and go.
- Powerful editor - format, draw, highlight, and embed to your heart's content
- Simultaneous editing - unlimited team members can edits docs at the same time.
- Personal welcome screen - the "Good morning" screen highlights wiki content that's relevant to you
- Smart search - it learns which docs you use most, and features recently-used docs
- Template library - we include 80+ wiki templates you can use for free
- Tons of Integrations - connects with all your favorite tools for embeds and easy linking
- Flexible pricing - great for teams of any size, especially ones that are growing
Pricing: When you get started with Slite, you can create an account for free without any strings attached. It's a great option for individuals or small teams that don't need a huge range of features.If you want to use our software to its full potential, our Standard plan costs $6.67 USD per user per month. Even better, you only pay for what you use (that means members active within the past 30 days). It includes unlimited documents, read-only permissions, administrator rights, a usage dashboard, and an enforced Google single sign-on.
Confluence is the legacy player when it comes to business wikis. Backed by Atlassian's powerful software and network, it's the go-to wiki solution for enterprise.
Standout Confluence features:
- Integrates seamlessly with other Atlassian tools, especially Jira, so you can solve tickets while discussing the context of projects and tasks
- Minimalist interface for documents
- Documents are sorted into Spaces, so ideal for large companies with several teams
- Integrate with tons of apps in the Atlassian marketplace
Pricing: Confluence has pricing that aligns with its enterprise positioning. While there is a free plan for up to 10 team members, the Standard plan, which starts at 11 members, will cost $5 per user, leading to an initial paid price of $55/month. The Premium plan, which includes enhanced features like analytics, enhanced security, unlimited storage, and 24/7 support, costs $10 per user per month. Enterprise plans are sold on an annual license basis and require a sales call.
Notion is a multi-use workspace that's more than just a wiki - it can manage several different kinds of workflows from one centralized location.
Standout Notion features:
- Ability to customize views from Wiki to Kanban to Notes
- API for total customization
- Free version for individuals
- Task management capabilities
- 500+ embeddable apps
- Block-based editor that makes text and images easy to move around
Pricing: Notion has two personal plans and two business plans. The free Personal plan is free for up to one person and allows up to five guests. The $4 Personal Pro plan includes unlimited file uploads and unlimited guests. The Team plan costs $8 per person per month, and includes the same features as the Pro Plan, plus advanced permissions and admin tools. Enterprise pricing requires a sales call.
4. Guru (GetGuru)
Guru is a powerful, yet manageable knowledge base software for teams who may be looking to migrate from Confluence to something more flexible.
Standout Guru features:
- Most basic content unit is a card, which can be used for knowledge sharing or to-dos
- Verification workflow - assigns experts to cards for better ownership
- Integrates with Slack and Microsoft Teams
- AI-powered Chrome extension allows you to add info and tasks from other apps directly to Guru
- Tons of other integrations
Pricing: The Starter plan is $5 for teams of up to 3 members. The Builder plan is $10 per user per month but includes a 30-day free trial. The Expert plan is $20 per user per month, includes a free trial, and, in addition, neat features like AI-powered suggestions. You can chat with a sales rep to learn about Enterprise pricing.
Slab is a user-friendly wiki solution with emphasis on the friendly. Its design is colorful and neat, and its pricing puts it in the sweet spot for many small companies.
Standout Slab features:
- Integrated search for all connected apps
- Advanced security in its development and infrastructure
- High-powered integrations
- Can migrate from existing wiki tools
Pricing: Free for up to 10 users and 10MB of attachments. Startup plan starts at $6.67 per user per month and includes unlimited users with up to 25MB of attachments. Business plan is $12.50 per user per month with 100MB of attachments. Enterprise plans are also available with a sales call.
Docuwiki is basic and familiar-looking wiki site. What's cool about it is that it's open-source and free, harking back to the original days of wiki software.
Some highlights of Dokuwiki's software:
- Clean and readable
- No need for a separate database
- Low system requirements
- 50 languages supported
- Built-in access control lists
- Device independent
- Wide variety of extensions available
- Anti-spam measures
Pricing: DokuWiki is a free and open source software. That means that anyone can download and modify it without paying a cent. While that sounds great, it comes with a few implications. First, DokuWiki is not beginner friendly, so users need a certain degree of experience with markup language and/or coding in order to use it effectively. You may have to invest in training if your team lacks that kind of knowledge.Second, DokuWiki requests that you make a small donation if your company uses their software.
Gitbook is a tech-focused wiki software for engineering teams that are looking to get started with documentation.
Some highlights of Gitbook's wiki software:
- Markdown editor
- Powerful shortcuts
- Rich embeds
- Custom domains
- Advanced branding
- Asynchronous collaboration
- Version control
- Cloud search
Pricing: GitBook has a free plan that's perfect for open source projects. If you're interested, you'll have to request access by clicking here. If you want to take a deeper dive into their more advanced features, their paid plans range between $8 and $15 USD per user per month.They've also got custom pricing available for enterprises upon request.
Look for a solution that grows as you learn, and learns as you grow
The best wiki software is an agile solution: something that will evolve as your company inevitably undergoes changes, challenges, and growth. Choose the software that will meet you where you are now, and is building features to get you where you want to be in the future.