A member of #tdjcommunity raised a great question: where should these resources be stored once they're created? After developing these resources, the next challenge is figuring out the best place to store them so your team can easily find and use them. This email inspired my topic for the week!
First, I asked about their current tools to understand the specific features and determine if a new tool is necessary. Often, the issue isn't the tool itself but how it's used, and many are underutilized. Here are two resource base options you can consider if you already have a PM tool.
Watch this short clip from Delegate That: How to effectively craft SOPs workshop of Tekira explaining how to organize your resources in Airtable and Asana after you backlog them in your shared drive. If you need a 1:1 or group workshop for your team, book with us here.
Pros: You can store your resources in Google Docs and link them to items, using statuses and tags to organize them by department. This maintains a single source of truth. You can also track assignments for resource development tasks on the same board.
Cons: Clicking into each document can be a little annoying, but there aren't many cons. You'll just need to train your team to create resources in Google Docs and save them to the resource base.
Think of a wiki as a knowledge base for your company. A well-structured wiki can be a game-changer for your team, providing everyone access to the information they need in one place. What I love the most about using the docs feature in ClickUp for this is the document hierarchy, which allows you to create main and subpages to organize and nest your many documents. If you use Notion, it has similar capabilities. Monday.com has docs, but no hierarchy…
Pros: All resources are saved in a single place, making it easy to navigate and reference.
Cons: Backlogging to Google Docs could lead to discrepancies if the Wiki in your project management tool is updated but not the original document. I recommend making this a part of your team's process to ensure consistency.
How to Build a Wiki in ClickUp 🛠️
Here’s a step-by-step guide to get you started!
Create a New Doc: Start by creating a new space dedicated to your wiki. This will help keep all your documents organized in one place. I also recommend creating a task board in this space where you can assign resources when you need to.
Build Your Structure: Start organizing the structure of your wiki by identifying your main groups. For example, we have groups such as Team Handbook, TDJ Operations, Sales Process, Account Management, and Client Services.
Start organizing your resources: Use ClickUp Docs to create and store your wiki pages. Each doc can be a different SOP or process. For instance, our Contractor Handbook includes rules and agreements, while TDJ Operations covers internal processes and resources.
Use Symbols and Statuses: Utilize symbols and statuses to indicate the state of each document. For example, we use 🚩 for documents that need attention, 📒 for those in progress, and 📗➝ for approved documents.
Collaborate: Encourage team collaboration by allowing comments and suggestions using the comment feature. Regularly update your wiki to ensure it stays current.
I always recommend using your Shared Drive as the primary source for your resources. Making them more accessible in your project management system is key to ensure your team utilizes them effectively.
I hope this blog helps you get started on building your own wiki. If you have any questions or need further assistance, feel free to reach out!
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