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3 Steps to Build a Notion Team Wiki
By: Ryan Malaluan; Editor: Geram Lompon
What if your team is working on a project, and someone urgently needs to find the company’s vacation policy or the latest design guidelines? Instead of an easy solution, they’re sifting through endless chat threads or bothering colleagues for help. Sound familiar? If you’ve ever wished for a central, organized place where all your team’s crucial information is just one click away, you’re not alone.
What if you could stop the frantic search and make all that information instantly accessible? With Notion’s wiki feature, you can create a team wiki that is a one-stop shop for everything your team needs to know. Whether it’s company policies, onboarding guides, or even meeting notes—everything stays in one place, letting your team focus on getting things done.
Whether you’re a small startup, a creative agency, or a remote team, a well-organized wiki means less wasted time and fewer interruptions. It empowers your team to be self-sufficient and ensures everyone is on the same page (literally!). Notion’s flexibility allows you to customize it for your team’s unique needs, giving you full control over how information is structured and presented.
Ready to transform the way your team accesses information? Follow this step-by-step guide to build a fully functional and dynamic team wiki in Notion. By the end, you’ll have everything you need to create a knowledge base that’s easy to use and keeps your team running smoothly.
Get started with Notion for free and organize your team’s wiki effortlessly.
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 Team Wiki?
A team wiki is a knowledge library where your team’s most important information is centralized and easily accessible. Think of it as a library where documents, guides, policies, and resources are stored, updated, and easily accessible. Instead of digging through emails or relying on colleagues for answers, team members can use Notion’s search function to go straight to the wiki and find everything they need.
Building a Notion wiki allows you to structure this information in a way that works best for your team. You can create dedicated sections for each department, organize policies, and even link to external tools, all within a searchable space. It’s designed to keep your team in sync, reduce miscommunication, and make collaboration more efficient.
Why Your Team Needs a Wiki in Notion
Centralized Information
All critical documents and policies are in one place, reducing the chaos of scattered information. Whether your team is working on projects, planning events, or documenting processes, everything is just one click away.
Improved Collaboration
Your team can contribute to and update the wiki, making it a living document that grows and evolves. No more searching through chat logs or old emails!
Reduced Interruptions
With easy access to information, fewer questions like, “Where can I find this?” or “Who has that file?” arise. This minimizes interruptions and lets your team focus on meaningful work.
Onboarding Efficiency
New team members can access all the knowledge they need without constant guidance, making the onboarding process smoother and faster.
Consistency
Internal wikis ensure that your entire organization follows the same standards, processes, and guidelines. They provide a central source for all team information, which can be organized into structured wiki pages for easy navigation. They are a single source of truth for your team.
Step-by-Step Guide to Building a Team Wiki in Notion
Now that you know the importance of a team wiki and why Notion is the perfect tool, let’s create your own. This guide will take you from a blank Notion workspace to a fully functional team wiki that organizes all your key information, keeping your team on the same page.
Try Notion’s Pro plan free for 14 days and take your team wiki to the next level.
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.
Step 1 – Laying the Foundation: Create Your Home Page
Every great team wiki starts with a solid foundation. The home page is your hub, where all important information branches out. Here’s how to create it:
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Create a New Page: Open your Notion workspace, click the “+” button, and name this Notion page something like ‘Team Wiki’ or ‘Company Wiki‘ to centralize all organizational information.”
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Add a Title: Your home page’s clarity begins with the page’s title, ensuring team members instantly know where they are and what to expect.
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Set the Tone: Add a welcome message or a brief description that outlines what team members will find on the page. This will set expectations for your wiki layout and for its use.
Pro Tip: Embed important updates or announcements using Notion’s embed feature to make your homepage even more dynamic.
Step 2 – Organize Like a Pro: Add Subpages and Categories
Now that your home page is set up, it’s time to give your information some structure. Think of subpages as rooms in a house, each serving a specific purpose.
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Create Subpages: Type “/page” to create verified pages under your main page. For example, you could create pages for ‘Company Policies,’ ‘Project Resources,’ or ‘Team Guidelines’ that are confirmed for accuracy and relevance.
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Use Headings to Categorize: Divide your content into sections using headings like “HR Policies” or “IT Resources” to make navigation easy.
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Drag and Drop for Organization: Notion allows you to rearrange pages or headings easily. To keep everything organized, drag and drop subpages into relevant sections.
Pro Tip: Consistency is key! Use a uniform structure for naming and organizing subpages to maintain clarity.
Step 3 – Personalize and Polish: Add Visuals and Custom Elements
Now that your structure is in place let’s make it visually appealing! Adding visuals and custom elements can make your sales wiki more engaging and effective for your team.
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Add Icons and Cover Images: Click on the icon at the top of each page to upload a profile image, or choose one from Notion’s library to personalize your wiki. A fun icon can make the wiki easier to scan and visually appealing.
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Embed External Tools: Notion allows you to embed external content such as Google Docs, Loom videos, or Figma files. Type “/embed” and link to these external tools to centralize all resources.
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Use Dividers and Callouts: Break up sections with dividers (type “—”) and highlight important information with callouts (type “/callout”) for things like deadlines or key documents.
Pro Tip: Use Notion’s custom templates to streamline adding frequently used sections, like meeting notes or project checklists.
Key Considerations for Successfully Building a Team Wiki in Notion
While creating a wiki is simple, a few key considerations can ensure long-term success:
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Consistency: Ensure that your pages and subpages follow a uniform structure. Consistent headings, layouts, and naming conventions make navigating and finding information easier for users.
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Maintenance: A wiki is a living document, so schedule regular updates and mark each update with a verification date to track changes and maintain accuracy. Assign page owners to maintain specific sections to keep everything fresh and relevant, ensuring accountability and up-to-date information.
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Team Involvement: Encourage contributions from everyone by assigning a person property to each section, ensuring clear ownership and responsibility for updates and content.
Taking It to the Next Level: How to Elevate Your Team Wiki in Notion
Ready to go beyond the basics? Here’s how you can take your team wiki to the next level:
1. Integrate Other Tools
Notion allows you to embed tools like Slack, Google Drive, and Figma directly into your wiki. This reduces the need to switch between apps and centralizes everything in one place.
2. Automate Tasks
With integrations like Zapier or Make, you can automate wiki updates. For instance, you can set it up so that whenever a project milestone is reached, the wiki is automatically updated.
3. Use Custom Templates
Create custom templates for commonly used resources, such as project plans, meeting notes, or onboarding checklists. These templates save time and ensure consistency across departments.
Alternatives to Building a Team Wiki in Notion
Notion is an excellent tool, but some alternatives might suit your team’s needs better:
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Confluence by Atlassian: Designed specifically for building team wikis, Confluence integrates deeply with Jira and is ideal for large-scale documentation.
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Google Sites: A simpler, more straightforward option for teams that rely on Google Workspace. It integrates well with Google Docs, Sheets, and Slides.
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MediaWiki: The platform behind Wikipedia, MediaWiki is a powerful, open-source solution for large-scale documentation. However, it requires more technical knowledge to set up and maintain.
Wrapping Up: My Experience with Building a Team Wiki in Notion
Building a team wiki in Notion is more than just a task—it’s an investment in your team’s efficiency and collaboration. In my experience, setting up a wiki in Notion has been a game-changer for organizing information and improving communication across teams.
I’ve used Notion to create wikis for various teams, from startups to larger organizations. The results are immediate—information is easier to manage, team members become more self-sufficient, and communication improves. Notion is the perfect tool to help you achieve that if you’re looking to streamline workflows and centralize knowledge.
Sign up for Notion and start building your team wiki today!
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 team wiki centralizes crucial information, making it easily accessible to all team members.
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Notion’s flexibility lets you structure and personalize the wiki to suit your team’s unique needs.
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Regular updates and team collaboration ensure that your wiki stays relevant and valuable.
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Alternatives like Confluence, Google Sites, and MediaWiki offer different features, but Notion excels with its ease of use and versatility.
By following this guide, you’re well on your way to creating an efficient, well-organized team wiki that fosters collaboration and keeps everyone in the loop.
