From Forgotten Intranet to Successful
Wiki: Best Practices for Implementing an
Academic Library Staff Wiki
Kristen Costello
Darcy Del Bosque
University of Nevada, Las Vegas
Kristen Costello
Darcy Del Bosque
Wikis and Libraries
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Wikis are collaborative (Librarians are too!)
Improve information sharing (Kai-Wah Chu, 2009)
Knowledge management
Wiki Implementation at UNLV Libraries
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Implemented in 2007
Staff Website Working Group
Overview of wikis presentation for all staff
Feedback gathered
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from initial staff meeting
surveys
Library Technologies division
Wiki Implementation at UNLV Libraries
Benefits and Challenges
Benefits
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Staff know to check the
wiki for information
The wiki is an archive
The departments and
committees with largest
contributions reap the
most rewards
Wiki Implementation at UNLV Libraries
Challenges
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Uploading documents
Remote (firewall) access
issues
No built in organizational
structure
Statistics*
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83% staff surveyed use the wiki
105 registered users
1, 721 total pages
840 files have been uploaded
1,974,282 page views
12,330 page edits
*Data retrieved November 2, 2010
Wiki Implementation at UNLV Libraries
Avoiding Pitfalls
#1: Evaluate Your Intranet
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Generate a wish list of criteria
Define and document needs and justification of change
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What’s missing in your current intranet?
Which features of wiki can overcome problems with intranet?
Best Practices
#2: Choose Your Wiki Editor Wisely
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Some wiki editors are more technical and require use of
wiki language
Try to use a WYSIWYG editor if your users aren’t
technology savvy
Contributions increase if the wiki editor is easy to use
Best Practices
#3: Carefully Consider Hosted vs. LocallyInstalled
Locally-Installed
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Offers more security
Customizable
Requires local expertise
Hosted
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Best Practices
Security options may be
less customized
No up-front expertise
Content could be lost if
hosted server company
goes out of business
Free hosted solutions may
require display of
advertisements
#4: Create a Wiki Structure and PrePopulate Content
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Produce a basic menu to guide users
Designate one primary staff member to answer questions
and fix problems
Avoid too many rules
Establish a core group of people responsible for adding
content until wiki is fully adopted
Create different spaces on wiki
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Committee work
Departments
Projects
User created spaces
Best Practices
#5: Evaluate Potential Access Issues
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How easy is it for staff to access the wiki?
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Firewalls
Passwords
Provide clear instructions from both on-site and off-site
Best Practices
#6: Plan for Gradual not Abrupt Change
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Build extra time to allow staff to adjust to change
Create time for training, communication and evaluation to
avoid unnecessary staff stress
Explain how work processes might change
Best Practices
#7: Involve Staff in the Change
Involve everyone in all
phases of
implementation
Try to get staff buy-in
early in the process
Best Practices
Keep staff involved
Maintain
communication
Continue to
encourage wiki use
#8: Training
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Training is ESSENTIAL
Create a test wiki for practice and training so staff can
experiment without fear
Provide online instructions for routine wiki functions
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Uploading files
Creating new pages
Training doesn’t stop after initial implementation
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Provide refresher training sessions
Remember to provide training for new staff
Best Practices
#9: Evaluate, Reevaluate, and Make Needed
Changes
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Provide time for staff to experiment and evaluate
Fix issues that can be fixed, provide training for problems
that can’t be changed
Have a designated contact person for wiki problems and
suggestions
Keep up-to-date with wiki software and features
Best Practices
#10: Try to Keep the Momentum Going
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Continue to champion the use of the wiki
Get Administration to advocate for the wiki
Mandating use for committee information and meeting
minutes
Acknowledge staff contributions
Highlight unique or valuable uses of wiki
Best Practices
Conclusion
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Wikis can be effective because they are flexible and
simple to use
Following best practices will improve your chances for a
successful implementation of a staff wiki!!