From Forgotten Intranet to Successful Wiki: Best Practices for Implementing an

Academic Library Staff Wiki

University of Nevada, Las Vegas

Kristen CostelloDarcy Del Bosque

Kristen CostelloDarcy Del Bosque

Wikis and Libraries Wikis are collaborative (Librarians are too!) Improve information sharing (Kai-Wah Chu,

2009) Knowledge management

Wiki Implementation at UNLV Libraries Implemented in 2007 Staff Website Working Group Overview of wikis presentation for all staff Feedback gathered

from initial staff meeting surveys Library Technologies division

Wiki Implementation at UNLV Libraries

Benefits and Challenges

Benefits Challenges

Uploading documents

Remote (firewall) access issues

No built in organizational structure

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

Statistics* 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

BEST PRACTICES

FOR IMPLEMENTING A

STAFF WIKI

10

#1: Evaluate Your Intranet Generate a wish list of criteria Define and document needs and justification

of change What’s missing in your current intranet? Which features of wiki can overcome problems

with intranet?

Best Practices

#2: Choose Your Wiki Editor Wisely 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. Locally-Installed

Locally-Installed Hosted

Offers more security Customizable Requires local

expertise

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

Best Practices

#4: Create a Wiki Structure and Pre-Populate Content 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

Committee work Departments Projects User created spaces

Best Practices

#5: Evaluate Potential Access Issues How easy is it for staff to access the wiki?

Firewalls Passwords

Provide clear instructions from both on-site and off-site

Best Practices

#6: Plan for Gradual not Abrupt Change 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

Best Practices

Try to get staff buy-in early in the

process

Involve everyone in all phases of implementation

Keep staff involvedMaintain

communication

Continue to encourage wiki

use

#8: Training Training is ESSENTIAL Create a test wiki for practice and training so

staff can experiment without fear Provide online instructions for routine wiki

functions Uploading files Creating new pages

Training doesn’t stop after initial implementation Provide refresher training sessions Remember to provide training for new staff

Best Practices

#9: Evaluate, Reevaluate, and Make Needed Changes 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 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 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!!