I am to work on a project to create an informational depository for my organization. I need to determine if they should use SharePoint or Wiki. Does anyone have any ideas for a list of questions/requirements to ask my team to decide which to use? Much appreciated. Saving Changes...
It will depend on your organization and what aspects are important to them. Some key questions I asked when exploring Learning management systems/ repositories for a company I worked with included:
What security measures were in place to protect access to data? How many users can we have in total, and on at any given time? Can we gate-lock certain data so it cannot be downloaded or sent out? Can we allow access to certain data to be downloaded or shared? To outside customer-facing links and resources?
How much storage space is available? What kind of content and organizational features are available to make it easy for our team to quickly get access to content or be able to easily search for what they need on the fly? Can we limit access to certain content based on user type? Can we assign multiple users who can make changes but prevent all from being able to make changes? How do we manage that access? How much can we customize it to feel like a seamless shift from our website to our back end?
These were all essential concerns for us. Other concerns we should've considered were how it would sync with Salesforce CRM (I didn't know they were in the process of transitioning to that when I joined the project.) and how it plays with other systems you have in place. Our repository was specifically for sales team and being able to connect them to marketing resources on the fly and tie multiple sales teams together to provide cross-selling opportunities. If I'd known about the CRM shift I would've made sure the system could integrate.
Another question to ask is can other departments benefit from this and having access to it? If so, what might their requirements be? If so, what kind of training may be needed company-wide and how can you facilitate that. Some products have great training content that is gated, others have fantastic training that is available to everyone. It might be worth having multiple managers look at training content that is available to ensure their teams are capable of making time for it and that it is intuitive/ easy to access training.
These are just a handful of questions and ideas to help get your thoughts flowing for your specific project. Best of luck! Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
My recommendation is taking a look to Knowledge Management system architecture. To decide things like you are asking for is very important to define the architecture to maintain knolwedge and retrieving it from using. At the end of the day, from users perspective, is similar to create a web site or things like that. Saving Changes...
