Blogs and Wikis for Internal Communications

Blogs and Wikis for Internal Communications

IntroductionIntroduction

(Or, “Why Can’t We Just Use Email?”)

(Or, “Why Can’t We Just Use Email?”)

Responses…Responses…

1. Email can’t be retracted.—It’s gone once you send it.

2. Email can get lost in junk folders and spam filters.

3. Two kinds of people use email: Those who don’t save everything and those who do.

4. Having a group discussion is difficult in email.—Reply All or Nothing.

5. People are seduced into thinking email is private.

1. Email can’t be retracted.—It’s gone once you send it.

2. Email can get lost in junk folders and spam filters.

3. Two kinds of people use email: Those who don’t save everything and those who do.

4. Having a group discussion is difficult in email.—Reply All or Nothing.

5. People are seduced into thinking email is private.

Best and Worst Uses of EmailBest and Worst Uses of Email

Short, one-on-one communication

Catching someone’s attention immediately

Short, one-on-one communication

Catching someone’s attention immediately

Providing reference information that should be saved

Confidential information that should not be forwarded

Large group discussions

Providing reference information that should be saved

Confidential information that should not be forwarded

Large group discussions

Best Uses* Worst Uses

Email TipsEmail Tips

1. Keep email short if possible.

2. … But don’t skimp on courtesy! (Include salutation and closing.)

3. Spell check & proofread for possible misinterpretations.

4. Include your contact info.

5. If you find that one of your emails has evolved into a public group discussion, consider moving it to a blog.

1. Keep email short if possible.

2. … But don’t skimp on courtesy! (Include salutation and closing.)

3. Spell check & proofread for possible misinterpretations.

4. Include your contact info.

5. If you find that one of your emails has evolved into a public group discussion, consider moving it to a blog.

BlogsBlogs

Types of Blogs, Uses for Blogs, How To Blog, and Blogging TipsTypes of Blogs, Uses for Blogs, How To Blog, and Blogging Tips

Types of BlogsTypes of Blogs

Traditional Blogs for longer journal-style entries.

Microblogs are emerging: Twitter, Jaiku, and Pownce

Traditional Blogs for longer journal-style entries.

Microblogs are emerging: Twitter, Jaiku, and Pownce

Best and Worst Uses of BlogsBest and Worst Uses of Blogs

Info that should be organized chronologically

Info that could lead to a discussion

Info that should edited only by the author

Info that should be organized chronologically

Info that could lead to a discussion

Info that should edited only by the author

Info that should be organized topically

Info that should be private

Info that should be organized topically

Info that should be private

Best Uses Worst Uses

Potential Uses for BlogsPotential Uses for Blogs

Announcing changes: software, workflow, etc.

Professional Development: sharing current articles and research

Workplace socialization

Announcing changes: software, workflow, etc.

Professional Development: sharing current articles and research

Workplace socialization

Blogging TipsBlogging Tips

1. Link back to older posts if you reference them.

2. Blog like you are writing a news story; most important info first.

3. If something is buried but still useful, consider reposting it to the blog and/or copying it to a wiki.

1. Link back to older posts if you reference them.

2. Blog like you are writing a news story; most important info first.

3. If something is buried but still useful, consider reposting it to the blog and/or copying it to a wiki.

WikisWikis

Types of Wikis, Uses for Wikis, How To Use a Wiki, and Wiki Tips

Types of Wikis, Uses for Wikis, How To Use a Wiki, and Wiki Tips

Types of WikisTypes of Wikis

MediaWiki, a solution for Wikipedia

DokuWiki, designed for documentation

Many others which can be hosted solutions (PBWiki), purchased applications, or open source installations

MediaWiki, a solution for Wikipedia

DokuWiki, designed for documentation

Many others which can be hosted solutions (PBWiki), purchased applications, or open source installations

Best and Worst Uses of WikisBest and Worst Uses of Wikis

Collaborative projects

Info that should be updated frequently

Collaborative projects

Info that should be updated frequently

Group discussions

Private conversations

Info that should not be modified

Group discussions

Private conversations

Info that should not be modified

Best Uses Worst Uses

Potential Uses for WikisPotential Uses for Wikis

New employee orientation

Internal knowledgebase

Project management

Workplace socialization

New employee orientation

Internal knowledgebase

Project management

Workplace socialization

Wiki TipsWiki Tips

1. Don’t be worried about someone editing your work; it can be retrieved or re-edited.

2. Consider planning a starter file structure and starter content so people don’t get caught up in what to do.

3. If your wiki has a search tool, use it.

4. Keep a newbies link and most frequently used info links on the start page for quick and easy reference.

1. Don’t be worried about someone editing your work; it can be retrieved or re-edited.

2. Consider planning a starter file structure and starter content so people don’t get caught up in what to do.

3. If your wiki has a search tool, use it.

4. Keep a newbies link and most frequently used info links on the start page for quick and easy reference.

ConclusionConclusion

Summary Chart, Getting Buy-In, and Final Communication Tips

Summary Chart, Getting Buy-In, and Final Communication Tips

Communications Tool SummaryCommunications Tool Summary

Email Blogs WikisShort, one-on-one communication

Immediate attention

Timely topics

Group discussions

Collaborative writing

Reference documents

Group discussions

Collaborative writing

Reference documents

Collaborative writing

Reference documents

Private discussions

Info that shouldn’t be modified

Group discussions

Private discussions

Using a Tool Doesn’t Mean You Have to Stick With It…

Using a Tool Doesn’t Mean You Have to Stick With It…

1. Paste a public email discussion to the blog.

2. Copy a buried blog post to a wiki.

3. Announce important new wiki resources via email or blog.

1. Paste a public email discussion to the blog.

2. Copy a buried blog post to a wiki.

3. Announce important new wiki resources via email or blog.

Tips for Getting Buy-InTips for Getting Buy-In

1. Put important info on the blog or wiki and then email the URL to the group, thus leading them to the blog/wiki.

2. Copy an important mass email to the blog or wiki, so that they eventually go there when they can’t find that email.

3. If someone needs info from you that is not documented and should be, tell them, but ask them to add it to the wiki.

1. Put important info on the blog or wiki and then email the URL to the group, thus leading them to the blog/wiki.

2. Copy an important mass email to the blog or wiki, so that they eventually go there when they can’t find that email.

3. If someone needs info from you that is not documented and should be, tell them, but ask them to add it to the wiki.

Final Tips: Your Words in WritingFinal Tips: Your Words in Writing

1. People cannot see your facial cues or hear intonations in your writing, so proofread for tone.

2. Avoid using ALL CAPS!

3. Use the same courtesies in email as you would a letter.

4. Call attention to mistakes indirectly.

5. Avoid negativity.—Email can be forwarded!

1. People cannot see your facial cues or hear intonations in your writing, so proofread for tone.

2. Avoid using ALL CAPS!

3. Use the same courtesies in email as you would a letter.

4. Call attention to mistakes indirectly.

5. Avoid negativity.—Email can be forwarded!