When Wikis Trump Email

j0404960.jpgGlad I discovered Stewart Mader yesterday.  What drew me was a discussion of wiki versus email on Day 2 of his series, “21 Days of Wiki Adoption.”

Last month, I wrote how email might not be going away anytime soon, and I stick with that.  But having held jobs where I’d leave my desk for a meeting, returning to find 100 emails, I know there must be a better way.  My email-from-hell experience was during the implementation of a rather large project–welfare reform–in one of the largest state agencies in existence.  I was top assistant to the Deputy Secretary overseeing this sea change. 

Everyone would “CYA” themselves by copying me on every email…it was how they “collaborated.”  Sound familiar?

Oh, if we only had wikis then.  Development of regulations, retraining of staff, outreach to constituencies, new policy manuals, IT apps–all under deadline with thousands of people involved.  How many days we broke our momentum to attend front-office meetings to explain where we were on the project(s) and “collaborate.”  Some staff had to come from across town or across the state. 

Collaboration and a Smaller Inbox

Fortunately, wikis are now idiot-proof and easy to set up.  I’ve used them (from PBWiki) for my college teaching, in both traditional and online classes.  In all cases, I’ve been the only person involved who knew what a wiki was at the outset, but most participants adapted quickly. 

 duqprojectmanagementwiki2.jpg

The screenshot here was for a Project Management class I ran of adult (mostly National Guard) students enrolled in a Masters of Leadership program run by Duquesne U. 

We were spread all over central PA during the week at our jobs, but had 8 weeks (and 8 evening classes) to run a fundraiser from scratch to finish to benefit The American Legion Legacy Scholarship.  We used the wiki to get our ducks in a row for a mission statement, then used subsequent pages to share word documents, timelines, tick lists, etc.  In projects, a wiki lets you:

  • Avoid the barrage of email
  • Have one source for the most current version of documents
  • Get input from multiple sources in an orderly manner
  • See the most recent updates, comments and postings by your colleagues
  • Let participants view parallel activities that might affect their portion of the project
  • Be more nimble, reacting to new input and altering direction, if needed.
  • Cut down on meeting time (if you need meetings at all).

If you need an easy-to-understand resource on what a wiki is, check out this video by Lee Lefever of CommonCraft.com

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