4 in-house wiki tools you can really recommend! Thorough comparison of in-house wikis from all 16 companies

The in-house wiki introduced in this article is a tool for stocking internal information such as business know-how and corporate knowledge.
In a nutshell, it’s the internal version of Wikipedia.
This time, I will introduce the points when choosing such an in-house wiki and recommended tools.
Please use it as a reference!

Also, if you are looking for an “internal FAQ system” that can be used in call centers and internal inquiries, this article will be helpful. Please check it out!

Contents of this article 

  • 4 points to pay attention to when choosing an internal wiki
    • Points for choosing an in-house wiki 1. Is it compatible with Japanese?
    • Point 2 for choosing an in-house wiki: Is the UI easy to understand?
    • Point 3 for choosing an in-house wiki: Is the search function sufficient?
    • In-house wiki selection point 4. Presence or absence of introduction support
  • 3 functions that are convenient to implement in the company wiki
    • 1. Search function powered by artificial intelligence
    • 2. Personnel evaluation system
    • 3. Knowledge reflection approval function
  • 4 in-house wiki tools I really recommend
    • 1.Qast
      • Qast implementation features
    • 2. DocBase
      • DocBase implementation features
    • 3. Note PM
      • Implemented features of NotePM
    • 4. flouu
      • flouu’s implementation function
  • In-house wiki recommended tools summary

4 points to pay attention to when choosing an internal wiki

In order to succeed in knowledge management, it is essential to introduce a tool called an in-house wiki.

The reason why many companies have failed in knowledge management so far is that they have not been able to select the appropriate tools for their company . The lack of functionality in the internal wiki and the incomprehensible UI design do not foster a culture in which employees share and utilize knowledge .

So, first of all, I would like to introduce four points that I would like to pay attention to when choosing an in-house wiki.

  1. Whether it supports Japanese
  2. Whether the UI is easy to understand
  3. Equipped with a powerful search function
  4. Presence or absence of introduction support and fee

Points for choosing an in-house wiki 1. Is it compatible with Japanese?

First of all, let’s pay attention to the supported languages ​​of the in-house wiki tool.
If you want to introduce an in-house wiki at a Japanese company, Japanese support is essential .

If all the notations and manuals in the company wiki are in English, all employees will not be able to understand the whole picture. There is nothing worse than having an already complicated system offered in a language other than your native language.

For example, our in-house wiki tool “notion” boasts high popularity due to its excellent UI and sophisticated design, even though it is made overseas .

However, the fact that it does not support Japanese is a bottleneck for penetration within the company. The probability of failure in knowledge management increases due to the occurrence of employees who cannot intuitively use the tool.

“notion” is a tool that we can proudly recommend to foreign-affiliated companies where all employees are proficient in English, but it is not suitable for introduction to Japanese companies .

Point 2 for choosing an in-house wiki: Is the UI easy to understand?

Next, let’s pay attention to the UI design of the internal wiki.

There are some similarities with the above-mentioned “Japanese support”, but if the in-house wiki is not a tool that all employees can use intuitively , its functions will end up not being fully utilized.

For example, in-house wiki tools include open source tools that can be used free of charge , but companies that have introduced such tools will have to handle UI design themselves. That makes it more difficult to introduce the in-house wiki tool, and as a result, knowledge management fails.

Therefore, it can be said that you should choose a tool that has an internal wiki that you can try before signing the contract and that has an excellent UI design.

Even if it is a package type in-house wiki, there are many tools with poor UI design, so the person in charge should always use the tools themselves and compare them.

Point 3 for choosing an in-house wiki: Is the search function sufficient?

If the search function installed in the in-house wiki was “targeting only file names” or “outputting only exact match sentences”, it would be extremely difficult to realize knowledge management.

The term “knowledge” can be expressed in various ways. Depending on the employee, there may be variations in the notation of words, and the points of information to be emphasized may differ.
Therefore, many of the companies that have tried knowledge management so far have failed at the knowledge definition stage.

One of the means to solve the above problems is a powerful search function that can “pick up all forms of questions” . Specifically, it is a good idea to choose an in-house wiki tool that also has the following search functions.

  • Full-text search function that can search even the contents of the file
  • Function to deal with notation variations of search words
  • Equipped with artificial intelligence that can handle natural sentence searches
  • Combined function of keyword search + tag search

Each company wiki has different search functions. Let’s try this before introducing it, and then select the appropriate tool based on the amount of information (knowledge amount) of your company.

In-house wiki selection point 4. Presence or absence of introduction support

Successful knowledge management requires a radical overhaul of not only the functionality of the internal wiki, but also of the corporate culture. If there is no culture of sharing information within the company , knowledge management cannot succeed.

Therefore, it is necessary to allocate human resources to support knowledge sharing from both inside and outside the company. Depending on the company that develops the in-house wiki, there are companies that provide one-stop service from problem formulation to implementation support, so let’s take a stern look at the cost of implementation support and how to provide support .

The fee for using an in-house wiki is inexpensive for any company, and there is no big price difference, so you don’t need to worry too much.
However, if you are a company with more than 100 employees and want to introduce an in-house wiki, you should newly consider both the “price plan according to the number of employees” and the “in-house wiki installation support fee”.

3 functions that are convenient to implement in the company wiki

Next, we will introduce functions that make knowledge management easier when implemented in an internal wiki .

  1. Search function with artificial intelligence
  2. Personnel evaluation system
  3. Knowledge reflection approval function

1. Search function powered by artificial intelligence

If the in-house wiki is equipped with artificial intelligence and a foundation for AI to learn search terms is prepared, knowledge management can be performed more reliably.

In the first place, the in-house wiki is a tool used when you want to instill business flow and business knowledge in employees, such as new employee training and regular training.

  • Manner training
  • Excel training
  • motivation training

For example, as training progresses, each employee will begin to have “knowledge that they could not understand” and “knowledge that they want to deepen their understanding”.
At this time, even if a lot of knowledge is accumulated in the database, it cannot be said that knowledge management is done without a search function that can quickly and accurately find it.

If AI learns search words, it will be able to access the correct information more reliably. If you can find information smoothly, knowledge management will also proceed smoothly, so I would like to include a search function equipped with artificial intelligence as an option.

2. Personnel evaluation system

If a personnel evaluation system is installed in the company wiki, the knowledge base can be useful when assigning to projects or transferring departments.
By referring to each knowledge posted on the internal wiki, it becomes possible to visualize who has what kind of knowledge .

By referring to each knowledge posted on the internal wiki, it becomes possible to visualize who has what kind of knowledge .

This is also a function that some companies would like to have on their internal wiki.

3. Knowledge reflection approval function

If there is a mistake in the shared knowledge, the wrong know-how will permeate the company.

Therefore, the internal wiki should be equipped with an approval function for knowledge reflection and a function for granting authority for each position . By changing the knowledge posting authority for each employee, you can ensure the quality of the knowledge posted in the internal wiki.

Even if you introduce an in-house wiki with useful functions, it may not work as expected depending on the knowledge sharing flow.
In order to succeed in knowledge management, it is also important to design a flawless flow from knowledge definition to sharing . After you’ve decided on the internal wiki you’re going to introduce, let’s think about how to spread it.

4 in-house wiki tools I really recommend

Based on the items introduced above, this chapter introduces four in-house wiki tools that we really recommend .

  1. Qast
  2. DocBase
  3. Note PM
  4. flouu (flow)

1.Qast

tool name Qast
Operating company any Co., Ltd.
Price (lowest price) 600 yen
Available users per person
storage Can be uploaded up to 50MB
Initial cost 0 Yen
trial Free plan available
Service linkage Slack, MSteams
Introduction support Knowledge Consultant Support
Enterprise Plan Only

Qast is one of the few in-house wiki tools that displays contribution rankings based on how often employees contribute knowledge .

In addition to a powerful search function, basic functions such as a function to refer to the readers of each knowledge and a function to divide knowledge into folders/tags are installed.

Among them, the most eye-catching feature is the “question function that can be used anonymously”. Since employees can anonymously ask questions about knowledge that has not been posted to the internal wiki , the company can work together to contribute to operational improvements.

Qast implementation features

  • Text search function, PDF/Word file search function
  • Browsing authority function
  • Knowledge read count and read read function
  • Knowledge folders
  • Knowledge Tagging/Tagging
  • Contribution ranking function by knowledge post score
  • Ability to ask questions to nonexistent knowledge (anonymous questions are possible)

2. DocBase

tool name DocBase
Operating company kray
Price (lowest price) 900 yen
Available users per person
storage 3GB
Initial cost 0 Yen
trial 30 days
Service linkage Slack, Chatwork
Introduction support Support from knowledge consultants
Monthly plan from 900 yen

DocBase is a tool that has enough information for an in-house wiki tool, but also has convenient minor functions that “reach the itch”.

For example, I got the impression that every detail has been devised, such as the pinning function of the created knowledge and the fact that all editing history is permanently installed in the footer .

The tool itself works quickly and smoothly. All paid plans come with support from knowledge consultants, so it is an in-house wiki tool recommended for companies trying knowledge management for the first time.

DocBase implementation features

  • Text search function, PDF/Word file search function
  • Filtering functions such as groups, tags, and members
  • Knowledge folders/tags
  • Simultaneous editing, real-time preview function
  • Knowledge editing history confirmation function
  • Article external publishing function

3. Note PM

tool name NotePM
Operating company Project Mode Co., Ltd.
Price (lowest price) 4,800 yen
Available users Up to 8 people (for plan 8)
storage 80GB/(whole team)
Initial cost 0 Yen
trial 30 days
Service linkage MSteams, Slack, Chatwork
Introduction support none

NotePM is an in-house wiki that is popular in Japan for its simple UI design and rich functionality.

The best part is that it supports multiple devices. Since knowledge can be viewed and posted from a smartphone or tablet, operation can be realized without being bound by location.

It’s a pity that there is no introduction support, although the service linkage is substantial. The definition of knowledge and the formulation of a sharing flow must be discussed internally or hired separately as a knowledge consultant .

Implemented features of NotePM

  • Text search function, PDF/Word file search function
  • Knowledge folders/tags
  • Browsing authority function
  • Knowledge reader reference function
  • Change history automatic recording function
  • Compatible with multiple devices (smartphones and tablets)

4. flouu

tool name flou
Operating company Prize Co., Ltd.
Price (lowest price) 500 yen
Available users per person
storage
Initial cost 0 Yen
trial 14th
Service linkage Slack, Chatwork
Introduction support Introduction support service
from 100,000 yen

flouu is attractive in that it has a function to link with Google Drive.

You can search not only files stored in flouu, but also files stored in the company’s Google Drive, so the introduction is smooth.

However, the important search accuracy is somewhat rough impression. Even if you enter a search keyword, the desired document may not be displayed in the search results.

flouu’s implementation function

  • Text search function, PDF/Word file search function
  • Knowledge folders/tags
  • Real-time simultaneous editing/real-time chat
  • Browsing authority function
  • Google Drive linkage function

In-house wiki recommended tools summary

In this article, we have introduced 4 in-house wiki tools that we can really recommend , after introducing the points for selecting the in-house wiki tool and the useful functions that you want to have.

[Points for choosing an in-house wiki]
・Supports Japanese
・Easy-to-understand UI
・Equipped with a powerful search function
・Presence or absence of introduction support and price plans

There are so many in-house wiki tools in Japan, but their functionality and ease of use vary from tool to tool.

All tools have a free trial period, so first pick up an in-house wiki tool that you’re interested in , and then contact the tool vendor that was easy to use . Above all, it’s important to weigh multiple tools.

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