How do I set up a Notion wiki for my team?

Setting up a Notion wiki for your team creates a centralized knowledge hub that improves collaboration and reduces information silos. The process requires thoughtful planning but delivers significant long-term benefits for team productivity and onboarding.

Start by creating a dedicated workspace or page that will serve as your wiki's homepage. Choose a clear, descriptive title like "Team Wiki" or "Knowledge Base" and create a simple navigation structure using Notion's page hierarchy. Your main categories might include company policies, project documentation, processes and procedures, team resources, and frequently asked questions. This foundational structure helps team members quickly locate information and establishes consistent organization patterns.

Next, configure appropriate permissions to balance accessibility with security. Most teams benefit from giving all members read access to the entire wiki, with edit permissions granted to specific content owners or administrators. Use Notion's sharing settings to invite team members and assign roles based on their responsibilities. Consider creating a "Wiki Editors" group for people who regularly contribute content, while maintaining broader read access for the entire team.

Develop standardized templates for common content types like project documentation, meeting notes, and process guides. Templates ensure consistency across contributors and reduce the time needed to create new pages. Include elements like creation date, last updated information, and content owner details to maintain accountability and freshness.

Populate your wiki gradually rather than attempting to document everything at once. Begin with the most frequently requested information and high-priority processes that new team members need to understand. This approach prevents overwhelming contributors while delivering immediate value to users.

Establish clear governance practices including content review cycles, update responsibilities, and archival procedures. Assign content ownership to specific team members who understand each area deeply, and create a simple process for requesting updates or reporting outdated information.

The main challenge teams face is maintaining wiki currency over time. Combat this by integrating wiki updates into existing workflows, such as requiring documentation updates when processes change, and conducting quarterly reviews to identify outdated content. Additionally, some team members may initially resist adopting a new system, so provide training sessions and demonstrate clear value through practical examples that solve real problems they encounter daily.