The way to structure your knowledge in Pilot is by setting up individual wikis.
Whether you are starting your knowledge base from scratch or have existing documentation in Google Drive that you plan on using, the following guide will give you some practical advice and examples of how to set up a wiki structure that works for your team.
What are wikis?
Wikis are the top-level organization option in your Pilot account. They help divide team knowledge, so that each user only sees and has access to the content that is relevant to them.
Wikis can be used to organize knowledge and work into meaningful categories, such as departments, teams, subject areas, internal and external projects, and 1:1s.
Each wiki will have a corresponding folder in Google Drive where any documents and sub-folders you create will be stored. It is recommended to use the ‘Shared Drive’ feature of your Google Workspace account to house these wikis instead of creating them in a personal “My Drive” folder.
Structure
You can create as many wikis as you would like in Pilot, but our advice is to start simple.
Start by doing an audit of how you would like to use Pilot, what use cases you see being supported in your knowledge base (and which ones should live in other tools). Next up is to take a look at the different user groups you will have, and which content they need to access.
The overlap between audience and content forms the blueprint for setting up your wikis. You can read more about this and the different approaches for setting up your knowledge base via the article below.
Types of wikis
The following 4 types of wikis are commonly used by our customers and can serve as inspiration.
1. Departments
This type of wiki is one of the easiest ways to get started.
When you set up wikis per department, try to start at a high level. You can for example create a wiki for Marketing, and then host Brand Marketing, Growth Marketing, and Content as docs underneath.
Once you have used Pilot for a couple of months and discover you need to move to separate wikis, you can easily restructure and move documents.
Tip: Start by creating a General wiki for company-wide content. Not only is this usually high-value information, but it also allows you to set the example of how Wikis in your account should be organized and used.
2. Projects
It can also be helpful to create individual wikis for (cross-functional) projects. This makes it easy to share the content with all those involved.
That being said, we advise you not to create these wikis too fast because they can quickly clutter your account.
A rule of thumb for creating cross-functional project wikis can be:
Does the collaboration last more than a year? → Create a separate wiki for the project.
Will it be used for less than a year? → Create an overarching wiki and nest the actual projects underneath and organize them using sub-folders.
3. External collaboration
You can also use Pilot for external collaboration, for example, if you would like a collaborative space to work with clients. The setup of this can be the same as with cross-functional projects.
You are able to add your clients as guests to the wiki and make sure that that is the only part of your Pilot account that they have access to.
4. 1:1s
A final wiki type would be for 1:1s, either between a manager and direct report, or between peers. For this, we recommend creating a wiki per 1:1 relationship you have. As these are often long-term relationships this gives you the space to host meeting notes, performance reviews, career development, and training resources.
Tip: Make these wikis private so that only you and the other person have access to them. Private wikis will be designated by the lock icon, and by hovering over the members indicator you can see who has access to view the wiki contents.