Blogs and Wikis for
Internal Communications
Introduction
(Or, “Why Can’t We Just Use
Email?”)
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.
Best and Worst Uses of Email
Best Uses* Worst Uses
Short, one-on-one Providing reference
communication information that should
be saved
Catching someone’s
attention immediately Confidential information
that should not be
forwarded
Large group
discussions
Email 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.
Blogs
Types of Blogs, Uses for Blogs,
How To Blog, and Blogging Tips
Types of Blogs
Traditional Blogs for longer journal-
style entries.
Microblogs are emerging: Twitter,
Jaiku, and Pownce
Best and Worst Uses of Blogs
Best Uses Worst Uses
Info that should be Info that should be
organized organized topically
chronologically
Info that should be
Info that could lead to private
a discussion
Info that should edited
only by the author
Potential Uses for Blogs
Announcing changes: software,
workflow, etc.
Professional Development: sharing
current articles and research
Workplace socialization
Blogging 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.
Wikis
Types of Wikis, Uses for Wikis,
How To Use a Wiki, and Wiki Tips
Types 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
Best and Worst Uses of Wikis
Best Uses Worst Uses
Collaborative Group discussions
projects
Private
Info that should be conversations
updated frequently
Info that should not
be modified
Potential Uses for Wikis
New employee orientation
Internal knowledgebase
Project management
Workplace socialization
Wiki 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.
Conclusion
Summary Chart, Getting Buy-In,
and Final Communication Tips
Communications Tool Summary
Email Blogs Wikis
Short, one-on- Timely topics Collaborative
one communication writing
Group
Immediate discussions Reference
attention documents
Group Collaborative Info that shouldn’t
discussions writing be modified
Collaborative Reference Group
writing documents discussions
Reference Private Private
documents discussions discussions
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.
Tips 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.
Final 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!