10 Tips for successful Social Software Systems

I have been looking at a number of Knowledge Sharing Systems, for example, Intranets, Wikis, Blogs, etc. Some are for specific Projects while others are fulfilling the role of a corporate or specific business function Intranet. For example,

• Human Resources
• Purchasing
• Finance
• Information Technology
• Specific Business or IT Projects

The quality and usefulness of these Intranets, Wikis or Blogs varied dramatically. This variation was due to a combination of software selection, how the project was implemented and then managed as the quality of information. Many of the problems created were easily avoidable. The following are some tips to help avoid problems:

1. Plan Ahead – Proper up front planning is key. It saves a lot of frustration and rework later. Start by asking some basic questions, for example,

• What is the purpose of the Wiki?
• Who will be reading and contributing to the Blog?
• What are the short term and long term goals of the Intranet?

2. Administration/Editor – Assign an Administrator/Editor who is responsible for maintaining the quality of the content. Keep standards high.

3. Start Small and Grow – Don’t try to do everything at once. Learn from mistakes before growing.

4. Regular Reviews – Ensure that the solutions implemented are meeting requirements and determine new features needed.

5. Avoid a Tekkie’s Solution – Tekkies build and implement systems for Tekkies. Everyone should be able use the functionality to contribute or find information.

6. Front Page – The front page should have key and useful information, for example, Latest News, Frequently Asked Questions (FAQs), Rules of the Road (Acceptable Use Policies), etc.

7. Consistent Structure (Taxonomy/Structure/Hierarchy) - Provide a clear, predictable structure for the content areas.

8. Templates/Example Documents – Provide example documents. Recurring content can be created once as a ‘template’ and referred to. Templates also help establish standards and a common, consistent look and feel.

9. Sample Text - Write some pages before opening it up for contributions as people often find a blank screen intimidating. Again, it helps establish standards and a common, consistent look and feel.

10. Training – Provide training to new users. Make them comfortable with the concept of Knowledge Sharing and using the application.

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