Comparing Knowledge Base vs Wiki Articles [Pros & Cons]

12 min read
Dec 12, 2022
Knowledge Base vs Wiki Articles

Precisely what is the difference between a corporate wiki and an internal knowledge base? And which one should your organization use? This article will explore the similarities and differences between corporate wikis and internal knowledge bases so that you can make an informed decision about which solution is right for your team.

Corporate wikis and internal knowledge bases are both web-based solutions that allow organizations to store and share information. However, there are some key distinctions between the two. Corporate wikis are typically open to anyone within the organization, while internal knowledge bases tend to be more restricted, with access only granted to certain users. Traditional wikis also tend to be less formal, making them well-suited for quick collaboration. In contrast, internal knowledge bases are usually more structured, making them better for storing static information.

Both corporate wikis and internal knowledge have their pros and cons, so it's important to evaluate your needs before deciding which solution is right for your team. If you need a tool for quick collaboration, a corporate wiki may be a better fit. However, if you're looking for a place to store static information, an internal knowledge base might be a better option. Ultimately, the decision comes down to what will work best for your organization.

Pros for Knowledge Base Software

Knowledge base is more structured and organized than a corporate wiki

Knowledge base articles are more structured and organized than traditional corporate wikis, making them easier to search and find information in. This is because these articles are typically managed using knowledge management software, which enforces a more rigid structure and organization.

For knowledge sharing to be effective, it is important that knowledge base is easy to find and navigate. Otherwise, people will not use the knowledge base and it will become outdated and useless.

Thanks to their superior structure and organization, knowledge base articles are much easier to use and thus more likely to be kept up-to-date. This makes them a valuable resource for any organization that relies on knowledge sharing.

Knowledge base can be tailored to the needs of a particular organization or project

Company knowledge is essential to the success of any organization. After all, it is the sum of all the information that an organization has about its products, services, customers, and competitors.

A company's knowledge base can be a powerful tool for decision-making, but only if it is up to date and tailored to the needs of the organization. Fortunately, there is no need to start from scratch when creating a knowledge base. There are many software programs that can help you quickly and easily create a customized knowledge base tailored to your company's specific needs.

With a little time and effort, you can ensure that your company's knowledge base is an invaluable resource for years to come.

Knowledge bases tend to offer a higher level of security as access is usually restricted to certain users

A company's knowledge base is a central repository for all company information. This includes company policies, procedures, and other company-related documentation.

Access to the knowledge base is usually restricted to certain users, such as company employees or authorized partners. This makes knowledge bases more secure than public wikis, which are open to anyone on the Internet. However, this also means that knowledge bases are less flexible and customizable than public wikis.

Each company can decide how to use its knowledge base, but the overall goal is always the same: to provide a secure, centralized location for company information.

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Cons for Knowledge Base Solutions

Knowledge bases can take longer to put together due to their more structured nature

Writing a knowledge base article can sometimes feel like herding cats. You've got all this organizational knowledge running around in your head, and you have to try to get it all into one neat little package.

The good news is that knowledge management is a growing field, and there are plenty of resources out there to help you get started. The bad news is that a knowledge base article can still take a bit longer to put together than other types of articles, due to its more structured nature. But the end result is worth it: a well-organized article that will save your readers time and frustration.

So next time you're feeling overwhelmed by the task of writing a knowledge base article, remember that you're not alone. And with a little patience and perseverance, you'll be able to create a valuable resource for your readers.

Knowledge base software tends to be more complex and expensive than corporate wiki solutions

While traditional corporate wiki solutions have their place, they tend to be less complex and expensive than knowledge base software.

Knowledge base software is designed to store and organize vast amounts of information, making it easy for users to find the information they need. In contrast, corporate wikis are often designed with a more limited focus, making them less versatile and less expensive.

As a result, knowledge base software is generally the better choice for businesses that need to store and manage large amounts of data. However, corporate wikis can still be useful for businesses with more limited needs.

Knowledge base can become outdated over time if it is not regularly maintained

There's an old saying that knowledge is power. But what happens when that knowledge becomes outdated? It's no longer useful, and can actually do more harm than good.

That's why it's important to have a knowledge management system in place, to ensure that your knowledge base is regularly maintained and updated. Otherwise, you run the risk of your employees relying on outdated information, which can lead to mistakes and poor decision-making. Furthermore, a knowledge management system helps to share knowledge between employees, so that everyone is up-to-date on the latest information. This allows for better collaboration and a more efficient workplace overall.

So don't let your knowledge base become outdated - invest in a knowledge management system today.

Pros for Wiki Articles

Wiki articles are easy to set up and don't require much technical knowledge

A company wiki can be a great way to share knowledge and promote collaboration within an organization. Although setting up a company wiki can seem like a daunting task, wiki articles are easy to set up and don't require much technical knowledge. In fact, you can probably set up a company wiki in just a few minutes using one of the many wiki software platforms available. So if you're looking for an easy way to set up a company wiki, there's no need to worry - just go ahead and create your first wiki article!

Wikis allow for collaborative editing

Companies are always looking for ways to improve efficiency and get ahead of the competition. One way that many businesses have been able to do this is by creating company wikis.

Wikis allow for collaborative editing, so multiple users can work together to create or update content quickly. This can be a great way to get employees from different departments to share information and work together on projects. In addition, company wikis can be used to post internal articles and tutorials. This can help to improve communication and ensure that everyone is on the same page.

As a result, company wikis can be a powerful tool for improving efficiency and fostering collaboration.

Internal wiki often has a more casual tone and style than knowledge bases

Company wiki pages are often more casual in tone and style, making them better suited for brainstorming and other creative tasks. This is because company wiki pages are internal articles that are not subject to the same level of scrutiny as public wiki pages. As a result, company wiki pages can be more flexible in terms of content and style.

This can be a great asset for companies who want to encourage creativity and collaboration among their employees. However, it is important to remember that company wiki pages should still be accurate and concise. After all, even though they may have a more casual tone, they are still an important part of your company's knowledge base.

Cons for Corporate Wiki Pages

Wiki pages can be difficult to search through due to their less structured nature

Trying to find something on a corporate wiki can be a bit like looking for a needle in a haystack. With so much information - and often little organization - it can be difficult to know where to start. This can be frustrating for employees who need to find specific information quickly.

One way to make a corporate wiki more searchable is to add tags to each page. Tagging pages with keywords will help employees to find what they're looking for more easily. Another way to improve searchability is to create a table of contents for the wiki. This will give employees a road map for finding the information they need.

With a little effort, wiki software can be much more user-friendly - and much less of a pain to search through.

Wikis can become cluttered with irrelevant or outdated information

While a corporate wiki can be a great way to centralize information and promote collaboration, they also have their fair share of drawbacks.

For one, they can quickly become cluttered with irrelevant or outdated information if they are not regularly maintained. This is often due to the fact that anyone can edit the pages, and it can be difficult to keep track of all the changes that are being made.

Additionally, company wiki can be difficult to search through, and users may have difficulty finding the information they are looking for. Corporate wiki can also be susceptible to vandalism, and it may be necessary to monitor it closely in order to ensure that the information remains accurate.

Wikis may lack the security of knowledge bases

One potential drawback of traditional wikis is that they may lack the security of an internal knowledge base. Since access to wikis is typically open to everyone in the organization, there is a greater risk that sensitive information will be exposed.

Additionally, internal knowledge bases are typically more carefully monitored, making it easier to prevent unauthorized access. As a result, organizations should consider the security risks before deciding to use a wiki as their primary knowledge storage system.

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Tips on Setting Up and Maintaining a Knowledge Base or Wiki

Setting up a corporate wiki vs knowledge base software

One of the big advantages of knowledge base software over a traditional wiki is that it is much easier to set up and manage. With a knowledge management platform, you can get started quickly and relatively easily, without having to put in a lot of upfront work. And, once it's up and running, it's much easier to keep track of all your information and knowledge.

We have a separate article that will teach you about building a knowledge base.

With a wiki, on the other hand, you constantly have to worry about pages getting out of date or becoming orphaned as people move on to other projects. Knowledge base software helps you avoid these problems by providing an easy way to keep your knowledge organized and accessible.

If you're looking for an easy way to store and organize your company's knowledge, consider trying a Knowledge Base software. Knowledge Base software is a great solution for businesses of all sizes and can help you to get your information organized and accessible in just a few minutes. To learn more, visit our website and sign up for a free trial today.

Best practices for maintenance

One of the challenges facing any company is how to keep everyone up-to-date on current internal procedures, best practices, and new developments. After all, there's nothing worse than having someone who's been with the company for years still doing things the old way.

Here are a few tips for maintaining an internal knowledge base that will help keep everyone on the same page:

By following these simple tips, you can help to ensure that your company's internal knowledge base is always up-to-date and accessible to all.

If you'd like a further reading on this topic, we have an article on how to organize a knowledge base ready for you.

Conclusion – Which System is Better?

When it comes to modern customer support, there are two main options: a knowledge base or a wiki. Both have their pros and cons, so it's important to consider your needs before making a decision. 

knowledge base is a great option if you need a central repository for information that can be easily accessed by new employees. It's also ideal if you have complex company processes that need to be documented. However, a knowledge base can be difficult to maintain and keep up-to-date, and it can be hard to find information if it's not properly categorized. 

A wiki, on the other hand, is more flexible and easier to update. It's also more collaborative, since multiple people can edit the same page. However, a wiki can be chaotic and disorganized if not properly managed, and it can be hard to find specific information. 

So, which system is better? It really depends on your needs. If you need a central repository of information that is easy to access, a knowledge base is probably your best bet. If you need something that is more flexible and easier to update, a wiki might be a better option.

If you want to try our KnowledgeBase, sign up for a free trial today! Our platform makes it easy to store and organize your company's knowledge, so you can quickly find the answers you need. With KnowledgeBase, you'll never have to worry about outdated information or disorganized data again. Get started now!