15 Productive Uses for a Wiki
July 13th, 2007 (6:00am) Leo Babauta 78 Comments
A few of the things that are emerging about web workers is that 1) we do just about everything online; 2) we want to be able to access it from any computer, anywhere; and 3) it’s hard to organize all the stuff we use and do, in our work and personal lives.
But online organization doesn’t have to be complicated. There are many tools for organizing all our stuff, of course, but one of the simplest is the wiki.
We’re all familiar with wikis, of course — Wikipedia being the most famous example, but many other useful wikis abound on the Internet. But one of the most productive forms of wikis is the personal wiki, which you can create at any number of sites.
Once you’ve got your personal wiki set up, here are 15 ways to use a wiki productively, web worker style:
1) To-do list. Once you’ve learned the simple wiki markup language, creating a list is easy. And the most productive list, of course, is the to-do list. In fact, if you’re into GTD, you can set up multiple context lists for a simple GTD system — try GTD Tiddlywiki, dcubed, or MonkeyGTD for more integrated wiki solutions.
2) Project management. A wiki can be a great way to plan and manage a project, from conception to completion. Assign tasks, make a timeline, add notes, paste images and other media — whatever you need for a project, there’s no simpler way to organize it all.
3) Operations manuals. If you’ve got a company full of web workers, it doesn’t make sense to have a hardcopy or server-hosted version of a manual — put it online, so that it can be updated when things change, so that anyone can view the updated version at any time. Things changes so quickly these days that a printed version of a manual is outdated as soon as it’s printed and distributed.
4) Checklists. Have a process that’s repeated often? If so, create a checklist so you never forget anything, and it’s done right every time. Put it on your wiki, and never forget where it is.
5) Plan an event. Conferences, weddings, off-site meetings, parties … events of all kinds have been planned with wikis, because they’re perfect. Multiple people can access the plans, you can create different sections for different planning areas, create checklists, add notes, ideas, images, contact info, and much more.
6) Log client work. If you do a lot of freelancing, like I do, you know that you need a system of logging your work — either hours spent on a project or number of projects completed (articles written, in my case), along with dates, rates and other notes. There are many tools for doing this, but one of the simplest is adding it to your personal wiki. You could have all your client logs on one page, or create a separate page for each client — the flexibility of a wiki is why it works so well.
7) Track invoices. Similarly, you also need to track your invoices to each client — the work done, dates, rates, etc., along with when the invoices were submitted, when they’re due, and when they were paid. Again, there are other services for this, but if you are already putting your logs on your wiki, why not add your invoice tracking in the same place?
8) Notes and snippets. Web workers take notes, pull snippets from pages, save images all the time … and yet it can be hard to keep track of all of them. Keep them all in one place on a wiki for easy access when you need them.
9) Goals. This can be a work thing or a personal thing, or both, but one of the problems with our goals is that we might write them down, but we might also then forget about them. If you make your personal wiki your place to go for everything, be sure to put your goals here — along with action steps, deadlines, progress reports, notes, etc. Get your life in gear on your wiki.
10) Contacts. Still haven’t found a great online solution for your contacts? If you use your wiki a lot, it can be an easy and quick way to add contacts and find them any time and any place you need them.
11) Workspace. If you use multiple computers, and need a place to do your work that you can access from anywhere, a wiki isn’t a bad choice. Besides being a place to keep your notes and snippets and images together, you can write articles, reports, etc. and keep everything together. You don’t need to do the actual writing here, if that’s not your preference, but it can be where you keep the writing or other work and related items.
12) FAQs. If you get a lot of questions about your work, or product, or just about yourself personally, you can keep an ever-growing FAQ to prevent having to repeat your answers too many times. Then just point people to your FAQ url.
13) Collaboration. There are more fancy, complicated or expensive options for collaborating on something with people in spread out locations … but probably not many things as simple and easy as a wiki. Again, you can work on a project or even just one document with another person or group of people — the entire Internet, in fact, if you want to get global. Changes are made and tracked, and you can revert to previous versions if necessary.
14) Reference. Got a list, document, codes, instructions, etc. that you need to refer to regularly? Keep it here on your wiki, so you never have to go looking again.
15) One place for everything. One of the best reasons to have a wiki is because it can do all of the above, and more. It’s versatile — more so than most other tools on the web — which means that whatever you need to do, the wiki can accommodate. And that allows you to keep everything in one place — which is the key to staying organized. Otherwise, you’ll have things all over the place, and you’ll have to remember where they are, or you’ll forget about them. Keeping things all in one place is a great way to keep productive.
How do you use a wiki? Let us know in the comments.
78 Comments Post your own comment
Cathy Moore says: July 13th, 2007 7:13am
I use Tiddlywiki to keep track of client work. I record clients’ likes & dislikes, what I’ve done for them, and lessons I’ve learned that I can apply to other projects. I’ve got a sample of this kind of wiki here:
http://www.cathy-moore.com/resources/sample_wiki.html
The sample is set up for an imaginary elearning developer but the concepts would apply to anyone who works with multiple clients. My real-life wiki includes a lot more information, such as ideas for future products, possible subcontractors, and notes about industry trends.
BetterFasterNow! says: July 13th, 2007 7:29am
Another solution for people who use multiple computers (like me!) is to us a wiki-on-a-stick alternative. You can put it on a USB stick and take it everywhere. If you do a search for “WOS Portable” you can find the one I use - was about 200 MB but includes a wiki, a wordpress instance, PHP/Moodle/ etc … very cool to play around and carry with you.
(Note: the WOS Portable site seems down today, but hopefully will be up soon.)
- Dave
Drainedge Link Tank » Today’s Links says: July 13th, 2007 8:29am
[...] 15 Productive Uses for a Wiki - Web Worker Daily [...]
Bill Albing says: July 13th, 2007 9:42am
We agree completely. Several of us are keeping a wiki to work collaboratively on several articles about our profession. We have an article on wikis, too, for end user documentation, which is a tricky issue. Thanks for raising the visibility of the uses of wikis.
wlw says: July 13th, 2007 10:45am
Another example of the flexibility of wikis is that many of them allow you to use iframes. For example, I didn’t find wiki to-do lists easy to work with, so I just inserted an iframe to TODOIST on one page.
Robert Hacker says: July 13th, 2007 1:46pm
With respect to your point 3, “we want to organize our content”, I think the Lijit.com search engine widget is very useful. While it’s not a wiki, it does help one to find content on many of the major websites where we all have information–delicious, LinkedIn, My Space etc.
Smuggle Me » Incredibly Well Thought Out Uses for a Wiki says: July 13th, 2007 8:25pm
[...] found a really amazing list of ways that a wiki can be used. I found these 15 uses for a wiki to be informative and [...]
LadyC says: July 13th, 2007 9:31pm
Great tips! Thanks a bunch. I’ve been using PBWiki quite awhile now for my notes, assignments and research…but I think I’ll be migrating to TiddlyWiki in the near future ’cause of the simplicity and portability features…thanks to Cathy Moore above for that gracious insight!
Productivity: Organize yourself, wiki-style : Teknicks Blog says: July 14th, 2007 11:14am
[...] wiki you’re so fine you’re so fine you blow my mind hey wiki! hey wiki!”. 15 Productive Uses for a Wiki [Web Worker [...]
tkhobbes says: July 14th, 2007 11:18am
I put all my notes I do during my studies into a MediaWiki - as I am studying maths, MediaWiki’s math-extension comes in REALLY handy… and I can interlink between the different documents I make very easily, so I would have one note about some foundational stuff and later on something else that builds up onto it - never the “where did I write THIS again” any more… :)
Gerard says: July 14th, 2007 11:23am
No matter what work I do on the web, I still find organizing my life, and much of the above, in a notebook much easier. Sometimes pen and paper just makes sense for me.
Feed My Pet Brain says: July 14th, 2007 1:34pm
Wikis for organizing things
A discussion at Web Worker Daily has some good ideas and links for using wikis to keep things organized. One of the comments espoused pen and paper. I am still working well with my Excel Pocketmod but I plan to follow up and take a look at the other …
Elisabeth & Josef - Unser Blog says: July 14th, 2007 1:53pm
The Wiki - Way
Einige von euch Wissen ja, dass ich für allerlei Dinge (vor allem aber für FH - Zwecke) ein eigenes Wiki habe.
Es hat mir schon sehr oft gute Dienste erwiesen. Besonders praktisch ist es ja, dass viele Personen gemeinsam an einem z.B. Dokument arbeit…
Entreprenews of the week -- Young Go Getter says: July 14th, 2007 2:34pm
[...] 15 productive uses for a wiki Wikis can be a lifesaver in organization and productivity. Being that they’re free, taking a look through this list of 15 potential ways you can use one, is worth the couple of minutes it’ll take you to read the post. [...]
williamprofet says: July 14th, 2007 7:08pm
Wow. Great. I am going to install an instance of WiKi on my server. I need an online project management tool. Thanks for the ideas!
Arvind says: July 14th, 2007 7:42pm
Leo : A very useful article! Zoho offers a Wiki as well and we have come across quite a few interesing Wikis.
La Lista de Listas que estabas buscando - Carrero Bitácora de los Hermanos Carrero, David Carrero Fernández-Baillo y Jaime Carrero Fernández-Baillo. says: July 14th, 2007 8:37pm
[...] 15 usos productivos para una wiki. [...]
Chris says: July 15th, 2007 2:21am
Cory Doctorow talks about how he uses his blog as an . A wiki is an ideal outboard brain in the random access style rather than chronological order. For a lightweight desktop wiki tool, check out .
Khoa Bui says: July 15th, 2007 5:31am
I find writing them down is very effective. It’s like you get more tasks completed when you have it in writing. I created a FREE goals achiever tool called “Destiny Goals” it’s similar to the wiki methodology but more simple. Check it out at http://www.destinygoals.com
raesalley says: July 15th, 2007 9:14am
My last employer used wikis to track for meetings. That ways if someone wanted to attend a meeting, the agenda was right there and they could add to it if they though there was something that needed to be covered.
jeffrey says: July 15th, 2007 10:27am
wiki’s seem like a great tool. the only reason that i am not using them, is that i haven’t figured out a way to view them on my palm E2 pda. i suppose that a pda size browser would do it, but there isn’t one on my pda and i couldn’t find one to install.
Harshad Joshi says: July 15th, 2007 10:27am
I would love to read ‘15 productive uses of a blog’, can you post an article on this topic?
As a blogger, I know some of them, but I would like to hear it from an expert. :P
Best Regards to you.
Stirrdup Trackback says: July 15th, 2007 11:18am
15 Productive Uses for a Wiki
This story has been submitted to Stirrdup. Your support can help it become hot.
PhinneyS says: July 15th, 2007 4:14pm
Good article on difference between blogs & wikis:
http://ferret.bemidjistate.edu/~morgan/cgi-bin/blogsAndWiki.pl?WikiAndBlog
Oscar says: July 16th, 2007 12:16am
Wow! these are really great advices but I think the wiki markup language it’s really improductive :S
Web Developer and Design Reference Book says: July 16th, 2007 2:16am
[...] Watch this screencast “Explaining Wikis“. A Wiki has a lot of uses. Here is a list and here a more detailed [...]
Enric says: July 16th, 2007 3:50am
Very interesting post (you could have done it in a wiki, so we can add more uses there! :)
I like it because points to the fact that if you take out the collaborative aspects, there is still lots of good features of the wiki that online workers and students should consider.
I’m using a mashupped MediaWiki plattform for my PhD dissertation, from where I’m “wlogging” and gathering all the information I need (including a very nice MW extension for bibliographic records).
http://www.estigmergia.net/wiki/Wlog
Dale Lane says: July 16th, 2007 5:45am
@JEFFREY - If you don’t need collaboration, then there are mobile versions of wiki software that you can use. For Palm PDAs, my favourite would be NoteStudio.
For Windows Mobile, I’m a little more biased as I am the developer of freeware wiki software bLADE Wiki.
Either way, they bring the benefits of having your notes with you at all times - when you can’t rely on the always-on internet connectivity you need for a traditional hosted wiki.
Business Hacks » Put Your Wiki to Productive Use on BNET says: July 16th, 2007 6:37am
[...] post on using wikis at work but wished for more than five paltry suggestions, Web Worker Daily offers up 15 of them, all of them devoted to productivity. For example: Project management. A wiki can be a great way to [...]
The Argo » Blog Archive » The Monday Mike -- July 16 says: July 16th, 2007 7:29am
[...] bonus post this week: Web Worker Daily describes 15 ways to get organized with a Wiki. It’s not science, but it’s something any scientist can use. (via [...]
mahalie says: July 16th, 2007 3:28pm
I really feel sorry for my past self now that my future self has been using a private wiki for 4 months. I have a terrible memory and it’s truly amazing to be able to quickly search for whatever I’ve ever taken notes on. I was sending myself FYI emails for a while to do this and tried a private blog but organizing chronologically didn’t make sense and it was irritating having a lot of related emails and not being able to edit a master document. Truly, I can’t recommend this enough…
If you want to run MediaWiki I wrote instructions on making it private.
15 modi per utilizzare produttivamente un wiki at La Scala di Corda says: July 16th, 2007 4:39pm
[...] Segnalazione veloce: un interessante articolo (in inglese) sui molti proficui usi che è possibile fare di un wiki. http://webworkerdaily.com/2007/07/13/15-productive-uses-for-a-wiki/ [...]
Testing the Diigo tools « Mike’s site says: July 16th, 2007 7:55pm
[...] Testing the Diigo tools Filed under: Uncategorized — mglund @ 8:55 pm Web Worker Daily » Blog Archive 15 Productive Uses for a Wiki « [...]
Tony W says: July 17th, 2007 2:00am
Great points……we will apply them to our company wiki …we are using Confluence (http://www.atlassian.com/ )set up and managed for us by Saikore ( http://wiki.saikore.com/display/pub/Home ).
Why Blogs are Owning Mainstream Tech Media says: July 17th, 2007 2:22am
[...] also don’t have time to go and find top 40 blogs according to (public) Feedburner stats. Or 15 productive uses for a Wiki. You have to go to a blog for that kind of info. Even if they wanted to write about that stuff, [...]
Ft. Hard Knox » links for 2007-07-17 says: July 17th, 2007 7:22am
[...] 15 Productive Uses for a Wiki Online organization doesn’t have to be complicated. There are many tools for organizing all our stuff, of course, but one of the simplest is the wiki. (tags: article blog blog, blogs collaborative community hacks howto reference resources web2.0 Wiki Web) [...]
» Tips and suggestions for using wikis–I’m getting there as a fan A View from the Isle: Social Media, Blogging, Tech, and Opinion from Tris Hussey says: July 17th, 2007 7:45am
[...] We’re all familiar with wikis, of course — Wikipedia being the most famous example, but many other useful wikis abound on the Internet. But one of the most productive forms of wikis is the personal wiki, which you can create at any number of sites. Source: Web Worker Daily » Blog Archive 15 Productive Uses for a Wiki « [...]
marka buku 2007-07-15 « nan tak (kalah) penting says: July 17th, 2007 9:14am
[...] 15 Productive Uses for a Wiki - Web Worker DailyContoh-contoh penggunaan praktis wiki(tags: wiki produktivitas) [...]
Cody McKibben says: July 17th, 2007 10:44am
You should use the Ordered List code, your eighth point frequently comes up as a cool little dude wearing sunglasses. At least in IE7. ;)
Cody McKibben says: July 17th, 2007 10:44am
Awesome post though! Thanks
Also checkout Ramit Sethi’s PBWiki.com
Brad Holt says: July 17th, 2007 11:19am
I like this list. WIKI is so customizable that it is hard to figure out what to do first.
A couple fun sites « Library Tech Talk says: July 17th, 2007 3:17pm
[...] 15 Productive Uses for a Wiki -from Web Worker Daily: if you’re just looking for an excuse to use a wiki, here are some great ideas. You might even get support from the management! [...]
links for 2007-07-18 « Joost’s weblog says: July 18th, 2007 1:27am
[...] Blog Archive 15 Productive Uses for a Wiki (Web Worker Daily) List with different ways to use a wiki. What I miss is the power of establishing a structure with categories, backlinks, etc. For me this really is a strength of mediawiki. (tags: collaboration enterprise wiki productivity web2.0) [...]
The SmallBusiness.com Blog » links for 2007-07-18 says: July 18th, 2007 6:22am
[...] 15 Productive Uses for a Wiki | Web Worker Daily Online organization doesn’t have to be complicated. There are many tools for organizing all our stuff, of course, but one of the simplest is the wiki. (tags: management technology) [...]
MarkDilley says: July 18th, 2007 7:18pm
Hi, I have tried to post a reply to this comment thread several times. Can someone please contact me and let me know if there is a technical problem with the comment posting here, or my comments were deemed in not good faith, or what ever other reason they were not added.
I have been a fan of this weblog for a long while and I feel a little frustrated trying to add value to this thread. MarkDilley - markdilley@gmail.com
MarkDilley says: July 18th, 2007 7:22pm
Well, I guess three tries in three days is the charm :-)
For a wiki of wiki, please see http://www.WikiIndex.org - as an issue with any wiki is synergy, look for wiki that are already started.
The project I am now involved in is http://www.AboutUs.org, helping bring wiki to folks on the internet, hoping to catch and build synergy between people interested in the same things.
(please delete the above comment)
links for 2007-07-15 | mad dog in the fog says: July 19th, 2007 12:09am
[...] Web Worker Daily » Blog Archive 15 Productive Uses for a Wiki « (tags: wiki productivity) [...]
Arkandis - Sylvie Le Bars :: un wiki personnel, une solution pour s’organiser et être plus productif :: July :: 2007 says: July 20th, 2007 4:40am
[...] En complément Web Worker Daily vient de publier un article intitulé 15 productives uses for a wiki. [...]
Ft. Hard Knox » FHK SitRep 07.20.07: Try a Wiki says: July 20th, 2007 6:04am
[...] be set to be updated by anyone, or by registered users. Here’s more on FHK about wikis, and Web Worker Daily has great info here on how wikis can be used [...]
un wiki personnel, une solution pour s’organiser et être plus productif at Arkandis - Actualité says: July 20th, 2007 8:08am
[...] En complément Web Worker Daily vient de publier un article intitulé 15 productives uses for a wiki. [...]
Weekly links July (3) : crisscrossed blog says: July 22nd, 2007 6:34am
[...] 15 Productive Uses for a Wiki A little listing about the usage of wikis. Unfortunately quite random and not so focused on organizations. [...]
Colaborativo.org » Blog Archive » 15 maneiras produtivas de utilizar Wikis says: July 23rd, 2007 7:46pm
[...] início desse mês o blog Web Worker Daily, publicou um artigo muito interessante sobre 15 aplicações produtivas das Wi… no nosso cotidiano. Sim! Podemos aplicar o conceito de Wikis nas nossas tarefas diárias, essa é a [...]
le blog de davidtouvet.com » Etre plus productif avec un wiki personnel? says: July 24th, 2007 2:40am
[...] En complément Web Worker Daily vient de publier un article intitulé 15 productives uses for a wiki. [...]
Web Worker Daily » Blog Archive Tip of the Week: Create an Idea Bank « says: July 24th, 2007 2:01pm
[...] to use a paper journal, because there are lots of desktop or online solutions too. You could use a wiki, a note-taking application, a desktop information manager like DevonThink or PersonalBrain, a [...]
Kevin Gamble says: July 25th, 2007 8:36am
We use ours with a calendar extension to keep everyone’s schedule in one common place that the whole world can see. Works well!
alberth says: July 26th, 2007 1:02am
maybe i’m wrong, but actually getting everything noted may cause your head empty. it’s like Buzan’s example of a girl whose school scores got lower as her notes got better.
olivier says: July 27th, 2007 1:28am
@ Alberth : one of the most important function of Internet is precisely that you don’t have to remember any more, which makes you able to think further. That was the case of print when it was invented, that is even more the case with the web.
Do you really think you can and should remember everything ?…
Kolz Blog » Blog Archive » Tip of the Week: Create an Idea Bank says: July 28th, 2007 3:41pm
[...] to use a paper journal, because there are lots of desktop or online solutions too. You could use a wiki, a note-taking application, a desktop information manager like DevonThink or PersonalBrain, a [...]
Blog và Wiki « Kỹ Thuật Máy tính says: July 29th, 2007 8:06pm
[...] Blog và Wiki Published July 16th, 2007 Wiki , Web 1. Nếu hỏi các bạn Wiki dùng để làm gì? Câu trả lời chắc sẽ là dùng để tìm kiếm thông tin. Ít ai biết rằng ngoài chức năng đã được wikipedia khai thác đó, Wiki còn là công cụ rất tốt để làm các việc sau: [...]
Common Craft Wednesday: What is a Wiki? « says: August 1st, 2007 12:10am
[...] And head over to Web Worker Daily and check out their article on the 15 Productive Uses for a Wiki. [...]
Bits and Pieces - August 10 says: August 10th, 2007 1:27pm
[...] 15 Productive Uses for a Wiki – Web Worker Daily visits the wiki as a powerful productivity tool. [...]
j-ne.ws » Blog Archive » 5 Ways For Corporations To Use Wikis As Collaboration Tools says: September 7th, 2007 7:26pm
[...] with Wikipedia being the most prominent, are being used by people all over the world. Here’s 15 Productive Uses for a Wiki and I have used 5 of the points in there to show you how you can use Wikis as collaboration tools [...]
Get Organized: Keep All Your Information in One Place « Web Worker Daily says: September 19th, 2007 6:00am
[...] Pick a location. There are many places you could use for your info. Google Docs, a wiki that you can keep on your own server or on a flash drive, Backpack, a plain old paper [...]
engtech says: September 20th, 2007 7:43am
All great ideas for things to do with Wikis, but I have some issues with the way wikis work.
My biggest beef is WikiWords — they are never useful and more often than not do entirely the wrong thing. I also think that learning wiki markup is a pain because it isn’t standardized. The fact that it’s more concise than HTML is good, but if you use more than one wiki software in your life there is a good chance they use different syntax.
more rants on wikis here:
http://internetducttape.com/2007/09/12/wiki-mistakes-building-wikis-that-dont-suck/
links for 2007-10-04 « tilt! says: October 3rd, 2007 5:27pm
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outserve.biz Blog » links for 2007-07-15 says: October 20th, 2007 3:55pm
[...] Web Worker Daily » Blog Archive 15 Productive Uses for a Wiki « (tags: wiki productivity lifehacks) [...]
debgpi - A Rational Girl in Irrational Times » Fifteen lists of fifteen lists says: November 8th, 2007 9:11pm
[...] 15 Productive Uses for a Wiki — it organizes stuff. [...]
Getting “Wiki” With it! Womens Media Summit says: November 10th, 2007 7:49am
[...] Read the article “Uncommon Uses - What Can You Do With A Wiki” written by Karl Long and Web Worker Daily’s list of “15 uses for a Wiki”. [...]
hardcore granny says: November 17th, 2007 3:55am
Links: http://hardcore-granny.masakiran.cn/
15 maneiras produtivas de utilizar Wikis says: November 21st, 2007 12:22pm
[...] encontrei o artigo 15 maneiras produtivas de utilizar Wikis que é fruto de outro artigo 15 Productive Uses for a Wiki que achei muito interante e portante de interesse de todos que de uma forma ou de outra estão [...]
trademark registration says: November 27th, 2007 10:19am
This is a great list of all the things that can be done with a wiki. I would definitely recommend this to anyone new to using wikis, especially for their work.
Andrew says: November 28th, 2007 5:31am
Great article! I think many times people don’t see the specific value that a wiki can offer in their business so a list like this will really help. Also, I think adding video comments will be very useful for a wiki depending on how easy it is for people to add this type of content. CoActLive.com has a wiki that is very media friendly (http://www.coactlive.com)
Stewart Mader says: December 18th, 2007 10:28am
Excellent list. This list just goes to show that there really isn’t any typical use for a wiki. It’s most useful when you find the best uses for your particular needs.
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[...] Sie können es aber auch hervorragend für sich alleine verwenden. Wie, beschreibt WebWorkerDaily: 15 Productive Uses for a Wiki. Diese [...]
Web Worker Daily » Archive Open Thread: Do You Wiki? « says: February 22nd, 2008 11:00am
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Web Worker Daily » Archive Google Sites Finally Launches « says: February 27th, 2008 9:01pm
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bryan says: April 2nd, 2008 3:58pm
The only use for a personal wiki not mentioned here is for managers to make notes on “inside information” that may need to be passed onto others in a succession plan. Possibly a “Succession Wiki.” Many managers leave a big hole when they leave an organization. This can also work for any employee who may have specialized knowledge that may need to be passed on some day.
NetDimensions Insight » 15 Things to do with Wikis says: April 2nd, 2008 5:22pm
[...] Web Worker Daily has a list of 15 productive uses for a wiki. (via Jane’s elearning pick of the [...]