Wikis – The Best Tools for Documentation and Specifications

Writing documentation and specifications for developers is a big part of my day job.  Writing clear, concise documents is very challenging.  It’s one thing to write notes for yourself, quite another to explain complex systems and the desired outcome to others.  Not only is determining a format or standard way of writing things important for clarity, but so too, are the tools one uses to communicate.  This post will focus on the tools for sharing  documentation and specifications.

The standard documentation and specification writing tool of most businesses is Microsoft Word, Visio for diagrams, and Excel for spreadsheets — or other similar tools such as Open Office, Apple’s Pages, Numbers and the Omni Group’s Omnigraffle.  I have used all of these, but found each lacking in one fundamental way; they make ongoing “knowledge transfer” difficult, if not down right impossible.

DokuWikiWhen I say “knowledge transfer”, I mean the ongoing care and feeding of systems, troubleshooting a problem or implementing an enhancement to an existing system, or set of systems.  Unless the developer, project manager or end user knows where to find the original documentation, be it a specification or write up of a process, it is much more likely that these individuals will seek out any human specialist thought to know about this program or system first and ask for a verbal “download” and knowledge transfer meeting.  Not really something that is efficient in the long run as it relies on the ongoing staffing of these so-called specialists.  I for one don’t want to be the first stop for questions about systems and programs I have documented in the past — I want my documentation to be the first thing end users turn to for help and guidance.  Document management tools such as SharePoint, LiveLink and others help by providing a search function, but I have yet to see anything beat a simple wiki for knowledge transfer.  (My favorite wiki being DokuWiki.)  Hands down, they win out.

Let’s compare using SharePoint and Word/Visio/Excel to using a wiki to better clarify this comparison.  When using SharePoint, an end user can search the contents of the SharePoint site and get a really excellent search results set showing screen previews of Office documents, filters for last updates and more.  (Truly, the search results in SharePoint are great.) However, if all of the information is stored in a file, the file must be downloaded, or at best viewed online and edited with browser plugins.   A large dataset of Office files also becomes something that must be indexed regularly and is processor intensive.  What’s more, there’s ample opportunity for the document to be shared with others outside of the document management tool which may be seen as beneficial to some people, but for me is tantamount to storing the same data in several places with things quickly getting out of sync.

If all of the documentation is done directly in an easy to read, highly searchable wiki page, then even the questions the end user may have can be added directly in the document with updates and improvements to the documentation being done by the community of users.  Every wiki I’ve ever seen tracks changes well and is extremely searchable – this is exactly what wikis were created to do.  There is no additional application needed, you just use a web browser.

So why not use a wiki for both your documentation, specifications and runbooks all in one fell swoop?  If even somewhat organized into separate namespaces, a single wiki can provide an organization with a very powerful knowledge transfer tool that doesn’t require any desktop application or special licenses.  Diagrams are really the only tool one needs an application for to create outside of the wiki.  (I would also argue for using a diagraming tool such as Open Office’s drawing tool, Visio or Omnigraffle – a future post on diagraming seems like a good idea.) A single reference point for all documentation helps prevent fragmentation of the process documents and helps facilitate a culture where knowledge transfer is done routinely, and information hoarding is no longer the norm.

[I’ll be updating this post shortly with some tips for how better to construct a wiki page, too.]



DropBoxI’ve known about Dropbox for quite a long while but hadn’t really checked it out until recently. I’m an instant fan!

Years ago, I used YouSendIt for some similar feature. I found their service to be both annoying and also heavy on the “let’s-spam-the-*&#@!-out-of-you” marketing style, which pretty much guarantees more than just a thumbs down in my world.

Having used Dropbox for the past month, I can only sing its praises.  It does everything I could want it to do, and so far, flawlessly.  The 2 gig free account suits me perfectly right now but I could see using a paid service if I needed it, too.

For anyone not familiar with this tool, here’s a list of the features –

  • It installs a folder on your hard drive that is for your ‘Dropbox’ files
  • This folder is then synced – folder and files and all – to your Dropbox account
  • You can have a “public” folder that you may direct people to for downloading files without needing to share your Dropbox account username and password
  • You may authorize more than one computer to connected to your account
  • Every time records are updated on your computer, an onscreen notice is generated
  • There is an iPhone and iPad app, too

This is a great tool for anyone that needs to have a set of files always available to them wherever there’s an Internet connection.  For me, this is highly more suitable than a thumb or flash drive and with 2 gigs, that’s plenty of space.  I store my encrypted password “KeyPassX” file there, a backup of my Transmit FTP bookmarks (also encrypted) and several work files.  I could also see using it for a TiddlyWiki page for GTD use, too.