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4 Steps to Creating a Company Wiki in Notion
By: Ryan Malaluan; Editor: Geram Lompon
Imagine a workplace where your team has instant access to all the information they need—no more chasing scattered documents or sifting through endless email threads. Instead, everything is organized in a single, easy-to-navigate hub tailored specifically to your team’s needs. That’s the power of Notion.
Creating a company wiki with Notion is straightforward and flexible, adapting seamlessly to businesses of any size or industry. Whether you’re centralizing policies, project details, or onboarding resources, Notion gives your team a customized, intuitive way to stay informed and focused.
In this guide, we’ll walk you through how to create a company wiki in Notion, but we’ll also explore some alternative use cases—like onboarding or project documentation—that your team can benefit from. By the end, you’ll have an internal company wiki that serves as a centralized hub for everything, saving time and reducing confusion.
Feeling buried under deadlines, meetings, and tasks?
Notion helps you regain control by bringing everything into one place, tailored to how you work best.
Whether it's creating custom lists, boards, or a streamlined layout, you can set priorities, drag-and-drop tasks, and embed everything from notes to videos.
Track progress, hit milestones, and sync your calendars effortlessly—so you stay organized and on top of your projects (and your life), no matter where you are.
What is a Company Wiki?
A company wiki is a centralized knowledge base where your organization’s important information is stored, organized, and easily accessible to employees. Think of it as the go-to resource for everything from internal policies, onboarding materials, and company announcements to project guidelines, processes, and benefits.
By building a company wiki in Notion, you create a dynamic, easy-to-maintain hub where collaboration, real-time updates, and a single source of truth are all at your fingertips. But that’s not all! This knowledge hub can also evolve to serve different purposes across departments.
Why You Need to Create a Company Wiki in Notion
Creating internal knowledge bases is about more than just storing information—it’s about building an informed, efficient, and scalable workforce. Keeping everyone on the same page as your business grows becomes increasingly difficult. A well-structured company wiki in Notion solves this problem by creating a central knowledge hub that aligns your entire team, regardless of size or department.
Let’s explore the key reasons why building a company wiki in Notion is essential for your organization:
1. Centralized Collaboration
One of the biggest advantages of creating a company wiki in Notion is fostering real-time team collaboration. A centralized knowledge base ensures team members can easily access, update, and collaborate on content, regardless of location or time zone.
With everyone working from the same source of truth, you minimize miscommunication and ensure all team members are on the same page. Whether updating company policies, adding new training materials, or collaborating on project guidelines, Notion’s wiki enables seamless teamwork across your organization.
2. Increased Productivity
How much time do your employees spend searching for documents or asking colleagues for information? A company wiki in Notion drastically reduces the time spent hunting for resources by keeping everything in one easily accessible location.
Employees no longer need to waste time sifting through emails, Slack messages, or folders for the necessary information. Instead, they can quickly locate the right resources, whether company policies, benefits, or process documentation, freeing up more time to focus on their core tasks.
3. Consistency and Accuracy
A company wiki serves as your organization’s source of truth, ensuring consistency in company knowledge, policies, processes, and guidelines. When everyone works from the same instructions and documents, the risk of errors or misunderstandings is reduced.
Notion, as an internal knowledge base software, allows you to keep your content up to date in real time, so changes to internal processes or policies are immediately reflected in the wiki. With the help of Notion’s wiki software, this ensures your team is always working with the latest, most accurate information, minimizing confusion and discrepancies across departments.
4. Scalability
As your business grows, so does the amount of knowledge and documentation, making company wikis an essential tool for organizing your team’s resources. A company wiki in Notion is easily scalable, allowing you to add new pages, documents, and sections as your organization expands.
Whether you’re onboarding new employees, launching new projects, or adjusting company policies, Notion’s flexible framework ensures your corporate wiki evolves with your business. You can continuously adapt and expand the wiki to meet your growing needs, making it an invaluable resource for teams of all sizes.
The flexibility and customization options in Notion make it the ideal platform for building this knowledge hub. You can tailor the wiki to fit your specific organizational structure, ensuring your employees can always find the information they need. Ready to get started? Let’s dive into the step-by-step process of how to create a wiki in Notion.
Step-by-Step Instructions to Create a Company Wiki in Notion
1. Lay the Foundation: Create a Home Page for Your Wiki
The first step in creating your company wiki is setting up a Home Page—the central hub where all important company information will live.
Here’s how to do it:
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Click the + sign next to “Workspace” in the sidebar.
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Select Page and name it something relevant, like “Company Wiki” or “Knowledge Hub.”
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Add a brief introduction explaining the purpose of the wiki and what users can find there.
This page will act as the “front door” to your wiki, guiding employees to the resources they need with ease. Keep it clear and simple to avoid overwhelming first-time users.
2. Stack Your Knowledge: Add Sub-Pages for Each Section
After laying the foundation, you’ll want to build sub-pages to categorize information by topic. These are the different “rooms” inside your knowledge hub, such as Benefits, Policies, Onboarding, and Project Documentation.
Here’s how:
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Inside your Home Page, type /page and hit Enter.
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Create sub-pages for key topics such as “Employee Benefits,” “HR Policies,” “IT Guidelines,” or “Project Resources.”
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Populate each sub-page with relevant documents, processes, or internal links to other pages.
These sub-pages make it easy for your team to find specific information quickly without sifting through endless content.
3. Organize Like a Pro: Structure Your Wiki for Easy Navigation
A well-organized wiki is effortless to navigate. To achieve this, structure your wiki with clear headers and subheaders and consider using columns for a cleaner layout.
Here’s how to structure it:
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Use H1 headers for major sections like “HR Resources” and H2 headers for subsections like “Employee Benefits.”
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Drag and drop your sub-pages under the appropriate headers.
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For a more visual layout, use columns to display multiple sections side-by-side.
By organizing content effectively, even new employees will have no trouble navigating your internal wiki.
4. Lock the Vault: Set Permissions for Access Control
Not every employee needs access to every part of the company wiki, so effective access rights management is crucial for securing sensitive information. With Notion’s permission settings, you can control who views, edits, or manages specific sections of your wiki.
Here’s how to set permissions:
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Click Share at the top right of the page.
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Select the individual or team you want to share the page with and assign them the appropriate permissions (e.g., Can view, Can edit).
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Use the Private section for confidential documents and share only with those who need access.
This ensures sensitive information stays secure while allowing open access to non-sensitive areas.
Feeling buried under deadlines, meetings, and tasks?
Notion helps you regain control by bringing everything into one place, tailored to how you work best.
Whether it's creating custom lists, boards, or a streamlined layout, you can set priorities, drag-and-drop tasks, and embed everything from notes to videos.
Track progress, hit milestones, and sync your calendars effortlessly—so you stay organized and on top of your projects (and your life), no matter where you are.
Additional Use Cases for a Company Wiki
Although this guide focuses on creating a company wiki, consider these additional uses for a Notion knowledge hub:
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Onboarding New Employees: Create a section dedicated to employee onboarding materials, such as company values, job descriptions, and training resources.
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Project Documentation : Maintain a wiki page for each ongoing project, documenting timelines, guidelines, and progress updates for easy team collaboration.
Enhancing Your Company Wiki with Integrations
Now that your wiki is built, it’s time to enhance it by integrating additional tools into your Notion workspace. You can embed apps such as Google Docs, Trello, or Slack to bring all your team’s favorite tools together in one place.
For example:
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Embed a Google Doc that houses your company’s monthly reports.
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Link a Trello board to track ongoing projects directly within the wiki.
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Use Slack integration to create channels for team discussions.
These enhancements streamline workflows and integrate seamlessly with other tools, keeping everything your team needs in one easy-to-access hub.
Key Considerations for Successfully Creating a Company Wiki
Creating a company wiki in Notion is a powerful way to centralize knowledge and boost team collaboration. However, to ensure its long-term success and effectiveness, several important factors must be considered. Let’s break them down:
1. Keep Content Updated
One of the most crucial aspects of any knowledge hub is keeping the information up to date. A company wiki is only as valuable as its accuracy, so it’s essential to have a system for regularly reviewing and updating the content.
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Assign Ownership: Designate a team or individual responsible for maintaining and updating the wiki. This will ensure that crucial information does not become outdated.
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Schedule Regular Audits: Plan periodic reviews of the content—monthly or quarterly—to refresh any outdated policies, guidelines, or project updates. This helps maintain relevance as your company grows or changes.
Keeping content current prevents confusion and ensures everyone operates with the latest information.
2. Ensure Consistency in Formatting
As different teams or individuals contribute to the wiki, formatting can become inconsistent. Without clear guidelines, pages may start to look disorganized or difficult to navigate, reducing the wiki’s effectiveness.
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Set Formatting Guidelines: Establish clear formatting rules that everyone must follow. Use consistent headers (e.g., H1 for main sections, H2 for subsections), bullet points for lists, and standard fonts or styles. This makes the wiki easier to read and maintain.
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Use Templates: Notion offers template features that can streamline creating new pages. Templates ensure that new contributions to wiki pages adhere to the established structure, reducing the risk of formatting inconsistencies.
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Naming Conventions: Develop a system for naming pages and subpages. To make navigation straightforward, use simple, intuitive titles like “HR Policies” or “IT Procedures.”
Consistency across the wiki makes it easier to navigate and helps streamline company processes, giving it a more professional and polished appearance.
3. Encourage Employee Engagement
A company wiki should be a living document that grows and evolves with the organization. To ensure it remains relevant and helpful, encourage employees to engage with the wiki regularly.
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Collaborative Editing: Empower team members to suggest edits, add new information, or refine existing pages. Allowing contributions from across the company ensures the wiki stays dynamic and reflects the latest knowledge.
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Feedback Channels: Provide a way for employees to give feedback on the wiki’s content and structure. This could be a simple feedback form embedded into the wiki or a dedicated channel in your company’s communication tool, such as Slack.
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Wiki Champions: Appoint wiki champions—team members who are enthusiastic about maintaining and improving the wiki. These champions can advocate for updates, encourage others to contribute, and act as a resource for questions or troubleshooting.
When employees feel like they have a role in shaping the wiki, they are more likely to use it, keep it updated, and contribute to ongoing knowledge sharing across teams, making it a tool that continues to grow in value over time.
Alternatives to Creating a Wiki in Notion
While Notion is an excellent platform for corporate wikis, you may want to explore other options based on your team’s needs:
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Confluence: Ideal for teams using the Atlassian suite, offering powerful collaboration tools and integration with Jira and Trello.
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Google Sites: Perfect for companies already using Google Workspace, providing seamless integration with tools like Gmail, Drive, and Calendar.
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Slite: A lightweight alternative for teams looking for a simple yet effective knowledge base tool.
Each platform has strengths, so consider your team’s requirements before choosing.
Wrapping Up: My Experience with Creating a Company Wiki
Building a company wiki in Notion has been a game-changer for many businesses. From organizing employee benefits to managing project documentation, it centralizes all the information your team needs in one place, improving accessibility and productivity. In my experience, creating a company wiki saves time, reduces confusion, and enhances collaboration across teams.
If you’re looking for a system that grows with your team and adapts to your changing needs, Notion is the ideal solution. Trust me, once you set up your wiki, you’ll wonder how you ever operated without one.
Feeling buried under deadlines, meetings, and tasks?
Notion helps you regain control by bringing everything into one place, tailored to how you work best.
Whether it's creating custom lists, boards, or a streamlined layout, you can set priorities, drag-and-drop tasks, and embed everything from notes to videos.
Track progress, hit milestones, and sync your calendars effortlessly—so you stay organized and on top of your projects (and your life), no matter where you are.
Key Takeaways
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A company wiki centralizes critical information, improving collaboration and productivity.
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Notion offers flexible tools to create a fully customized wiki.
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Organize your wiki with clear headers, sub-pages, and permission controls.
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Regular updates and employee engagement keep your wiki dynamic and up to date.
