blogs and wikis for internal communications. introduction (or, “why can’t we just use email?”)
TRANSCRIPT
Blogs and Wikis for Internal Communications
Blogs and Wikis for Internal Communications
IntroductionIntroduction
(Or, “Why Can’t We Just Use Email?”)
(Or, “Why Can’t We Just Use Email?”)
Responses…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.
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 EmailBest and Worst Uses of Email
Short, one-on-one communication
Catching someone’s attention immediately
Short, one-on-one communication
Catching someone’s attention immediately
Providing reference information that should be saved
Confidential information that should not be forwarded
Large group discussions
Providing reference information that should be saved
Confidential information that should not be forwarded
Large group discussions
Best Uses* Worst Uses
Email TipsEmail 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.
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.
BlogsBlogs
Types of Blogs, Uses for Blogs, How To Blog, and Blogging TipsTypes of Blogs, Uses for Blogs, How To Blog, and Blogging Tips
Types of BlogsTypes of Blogs
Traditional Blogs for longer journal-style entries.
Microblogs are emerging: Twitter, Jaiku, and Pownce
Traditional Blogs for longer journal-style entries.
Microblogs are emerging: Twitter, Jaiku, and Pownce
Best and Worst Uses of BlogsBest and Worst Uses of Blogs
Info that should be organized chronologically
Info that could lead to a discussion
Info that should edited only by the author
Info that should be organized chronologically
Info that could lead to a discussion
Info that should edited only by the author
Info that should be organized topically
Info that should be private
Info that should be organized topically
Info that should be private
Best Uses Worst Uses
Potential Uses for BlogsPotential Uses for Blogs
Announcing changes: software, workflow, etc.
Professional Development: sharing current articles and research
Workplace socialization
Announcing changes: software, workflow, etc.
Professional Development: sharing current articles and research
Workplace socialization
Blogging TipsBlogging 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.
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.
WikisWikis
Types of Wikis, Uses for Wikis, How To Use a Wiki, and Wiki Tips
Types of Wikis, Uses for Wikis, How To Use a Wiki, and Wiki Tips
Types of WikisTypes 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
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 WikisBest and Worst Uses of Wikis
Collaborative projects
Info that should be updated frequently
Collaborative projects
Info that should be updated frequently
Group discussions
Private conversations
Info that should not be modified
Group discussions
Private conversations
Info that should not be modified
Best Uses Worst Uses
Potential Uses for WikisPotential Uses for Wikis
New employee orientation
Internal knowledgebase
Project management
Workplace socialization
New employee orientation
Internal knowledgebase
Project management
Workplace socialization
Wiki TipsWiki 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.
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.
ConclusionConclusion
Summary Chart, Getting Buy-In, and Final Communication Tips
Summary Chart, Getting Buy-In, and Final Communication Tips
Communications Tool SummaryCommunications Tool Summary
Email Blogs WikisShort, one-on-one communication
Immediate attention
Timely topics
Group discussions
Collaborative writing
Reference documents
Group discussions
Collaborative writing
Reference documents
Collaborative writing
Reference documents
Private discussions
Info that shouldn’t be modified
Group discussions
Private discussions
Using a Tool Doesn’t Mean You Have to Stick With It…
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.
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-InTips 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.
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 WritingFinal 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!
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!