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Nov 07 2017

How to write a SOP with XWiki Procedures

Standard Operating Procedures (SOPs) are a set of step-by-step instructions compiled by an organization to help workers carry out complex routine operations. XWiki offers you a versatile and ready-to-use structure for all interested domains: management, IT development, marketing, HR, transportation and many more. This is a solution suitable for any department of an enterprise searching to put in place a procedure which would streamline their processes.

Here are 4 steps to create easy-to-follow SOPs:

1. Do your research

A key planning activity for writing effective procedures is to understand the process that will be documented within the procedure. That starts with research or, in other words, collecting information.

This would include doing things like interviewing process owners and process doers. They are the go-to people when requesting related information because of their insight and involvement into the process. In addition, research should help you build objectives by learning process capabilities and by benchmarking industry leaders performances in targeted areas.

Do: Include screenshots, images, videos and best case practices.

Don't: Avoid connecting tasks to specific tools, as they might change over time.

Search tool

2. Establish the bigger picture

Your task is to create a situation where employees aren’t simply just following procedures. They want to understand the roles they play in company success.

By setting goals aligned to the organizational strategy, they will be more motivated to improve the procedures as they will grow along with the company. Therefore, keep in mind that your procedures would need to explain the actions towards the accomplishment of your business plan, while documenting the involved steps and the effects of interactions with other processes. 

Do: Show where a procedure's success falls under the company's growth plan.

Don't: Forget to brief in all departments involved in the well-going of the procedure. 

Procedures categories

3. Provide a structure 

A written procedure is a step-by-step guide to direct the reader through a task, so keep things simple and clear. With XWiki Procedures you have the chance to expand procedures to a company level, or just keep it neat for a team. Give your procedure a structure that will ease the efforts done by your employees instead of sending them on a time consuming path.

Do: Insist on the sequence and correlation of the tasks, as it will help when following them.

Don't: Leave out steps just because they seem obvious. They never are. 

Procedures sidebar structure

4. Involve employees

Give employees ownership so they can contribute to the way things are happening in your organization. For most companies, the problem isn’t necessary with the procedure, but with how the procedure is presented to employees. Make them enjoyable, easy to follow, and most of all - appreciate those taking the time to improve them.

Do: Brainstorms and offer guidance before instilling a new procedure, so everyone is fully on-board. 

Don't: Just add a procedure, take the time to explain all things left unclear and amend where necessary. 

Assign user responsibilities

Conclusions:

1. Research what the competition does and what steps you need to follow, customize it to your needs. 

2. Emphasize the bigger picture and how procedures help your company thrive. 

3. Take the time to make the procedure structured, easy to follow and have clear tasks.

4. Give ownership to those working on the procedure. Encourage them to improve it. 

TRY NOW

Not yet convinced? Try it for 10 days, for free, with no strings attached and no credit card required.

Oct 16 2017

Make SOPs easy with Procedures

Have you lost time looking for the specific steps of a task, only to find them as a file at the bottom of a long thread of emails? So did we, until we decided to take the matter into our own hands and create a solution to solve the issue of misplaced standard operating procedures (SOPs): XWiki Procedures. 

Standard Operating Procedures (SOPs) are an established or official way of doing something, as in the steps for getting from A to B or from idea to results. XWiki offers a versatile and ready-to-use structure for all interested fields of activity: management, IT development, marketing, HR or transportation. This being said, XWiki Procedures can be used for any department of an enterprise trying to put in place procedures that would streamline their processes. It meets the need of professionals in terms of knowledge management, enhancing collaboration, following standard operating procedures and structuring content.

TRY NOW

The advantages of choosing to use XWiki Procedures over other classic solutions (written lists, threads of emails or a basic doc) are the top-notch features that allow you to: 

  • Save time for what matters
  • Facilitate employee turnover
  • Reduce errors and re-do’s
  • Add value to your business

In order to answer the growing needs of companies and policymakers in having an efficient tool to host and process task management methodologies, we created a solution based on cloud and accessible from any device. With XWiki Procedures you can assign user access rights, delegate user responsibilities, have access to change history, personalize your content, and organize it to meet your organizational structure. 

Moreover, with XWiki Procedures you can start small and then grow your procedures base for a process or even the entire enterprise, with no difficulty or delay in deployment. 

Not yet convinced? Try it for 10 days, for free, with no strings attached and no credit card required. 

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Aug 10 2017

XWiki Seminar 2017

Here we are, reaching our 9th edition of our company seminar, getting the XWiki team members together in Romania for 7 days! 

This year, we spent a great time at a location close to Bucharest, called Acacia Village, fully enjoying the nature, the on-site facilities and the tasty bio food!

The Seminar schedule included a mix of team status update sessions and other presentations, collective time, hackathons, HR and extra leisure activities! The people were encouraged to spend time within their direct team but also to get involved in cross-team actions! 

We could not miss a trip day, which will surely stick to our memories because it took place during the only rainy day of the whole seminar week. emoticon_smile But the summer rain had its charm making the day even more memorable! emoticon_grin 

We invite you to browse our photo album and get a glance of what happened this year at our seminar!

If you're curious about last year's seminar, just click here and let yourself carried away!

Become an XWikier and join us for the next seminar: our opened positions are here. Let's have a chat!  

May 29 2017

3 common issues with intranet data import and how to avoid them

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Designed by Freepik

Many managers approach intranet migration with the feeling that all they need to do is move all their content onto the new system and everything will work seamlessly. Obviously, most of the time this is not the case. Not only can this approach lead to user experience problems, but it also denies you the opportunity to manage and refine your content database.

Take the time to read about the following three mistakes that most people make when migrating data to their intranet so you can avoid them in your organization.

1. Omitting a content audit beforehand

The mistake of thinking that all content on their current system is equally valuable is the most common amongst companies migrating to an intranet. This leads them to the conclusion that they should migrate all their content over onto the new system. However, as we found out during our 14 years of experience, migrating all your content is very inefficient.
A better approach is to perform a content audit to find out what content you have on your current system, and out of that what you really need.

Your content audit should answer the following questions:

  • How much content do you have?
  • How old is your content?
  • What’s the metadata of your content?
  • How valuable is your content?

We provide help with any migration project from an existing solution to XWiki, by taking over your existing data. As part of our data recovery projects, we implement the following methodology, meant to smooth the transition for you:

OurMethodoEN.png

 2. Forgetting to install the structure to the new intranet

Most organizations upgrade to a new intranet because they want to reap the benefits of a new or better platform. However, moving to a new platform can throw up some unexpected problems in the way your intranet works. A good structured intranet identifies important differences between the old and new platforms, so you can predict problems that might occur after migration and address them now.

This strategy should let you know which data you need to migrate, what you should archive, and what you can delete. All companies should have a content governance strategy in place anyway, but if you don’t currently have one, an intranet migration is a good opportunity to develop one.

For example, your content might end up being stored in surprising places on your new intranet, which could make it difficult for your users to access it as part of their daily activities. Use your governance and structure solutions to predict issues like this and address them before they become a problem for your users.

 3. Doing the migration by themselves

To capitalize all the information and knowledge of your business, it is important that the new solution is able to handle this transition. This is why we offer to assist you with the process. To avoid losing data and to save time, we have developed this import to be fully automated and secure.

These are the top benefits of performing a data import process with XWiki:

  • Each document becomes a webpage;
  • Documents are accessible from any web browser;
  • Edit and View interfaces on the same page (no back office);
  • Decrease or disappearance of information silos;
  • Addition of various features to collaborate around the content: comments and annotations;
  • Our technology allows you to perform massive imports of documents in your wiki, reducing the risk of losing data to almost none.

 

Want to know more? Drop us a line at sales@xwiki.com or try our solution, for free, to convince yourself. No strings attached.

Alina Luchian
Content Marketing Specialist @XWiki

May 10 2017

What successful companies have in common

Forbes 500 companies. We’ve all wondered what it gets to be one of them. Researches show that the answer is simple, but the implementation is the tricky part. The way we see it, it goes beyond numerical attributes such as brand value, market share or power of investment.

It’s in the way you think

Let’s start with the beginning. At their core, any self-sustained business, regardless of the industry, has a competent management team, a well-structured organizational chart and a product or solution meeting the needs of an audience.

Easy so far, right?

Well, that was the answer. Understanding how these common attributes differ when comparing an average company to a successful one lays in the way they are approached in the organization. Now’s the tricky part.

So, you ask yourself, what it takes for a company to break the chain of average events and truly be a disruptive force on the market?

Here, at XWiki, we have studied how these things happen and we have concluded that all successful companies have in common the following characteristics:

  • They all communicate efficiently both internally and with their clients
  • The management team focuses on being leaders and not simply bosses
  • They share knowledge within the company both ways

They all communicate efficiently both internally and with their clients

Have you ever wondered how sometimes you are simply not informed in due time about a last-minute meeting or a report has been lost in the long thread of emails?

This is where successful companies get an advantage. They use internal collaborative platforms enabling anyone in the organization to easily get access to any information.

Think about the way global offices work. The difference between time meridians can sometimes pass the 8 hour work day so, basically, when some get to meet their friends for a few drinks, on the other side of the world, the others share stories about last night’s dinner over a cup of coffee.

Getting back to a local environment, you still need to have a global approach on ensuring transparent, up-to-date and easy to access information as your employees will be empowered to do their jobs efficiently. Eventually, your customers will get better customer service, which leads us to the way successful companies approach their audiences.

The management team focuses on being leaders and not simply bosses

An authoritarian approach over managing your employees and especially the millennials, is a sure way to reach a high employee turnover. You can change that by recruiting the right talent from the beginning.

It all starts at the interview stage. Here, at XWiki, we are looking for people who take accountability for their actions, are passionate about their area of expertise and actively take part in collaborative projects.

Image boss vs leader

Source: wittyfeed.com / arving.lakhani2

Ok, now you must be thinking. “How these guys know what to do, when there is nobody there to give orders?”. Well, we only hire people who don’t need orders to make great things happen. XWiki has a culture of empowerment which focuses on fairness, leadership and collaboration. This is why we have only leaders and not a single boss.


They share knowledge within the company both ways

Who knows better what the company is up against on a daily basis if not you employees. They know what resources, processes and steps are needed for a smooth task completions.

Use their expertise as it might impress you, but remember to share knowledge top-down too. Your employees need to be on the same page with the management to act as an entity and not as separate departments always chasing latest updates.

Conclusion

In conclusion we can say that there is no magic formula for becoming a successful company over night. Changing your mindset and allowing time for things to develop naturally is the first step to a Forbes 500 listing.

George Nikolic
Marketing Team Leader @XWiki

[Infographic] Reasons to start collaborating right now

Thinking that you can do all by yourself? Well, we think you'll be very much interested in this infographic showing how collaboration impacts success in business.

Download it to get a better view.

infographic.png

DOWNLOAD THE INFOGRAPHIC

Apr 01 2017

XWiki announces Free Open-Source Software Services (FOS3) - share for free services

April's Fool: of course, this was an April's Fools joke. Services require people and people need salaries. The revenues from the XWiki services (training, support, projects) are also helping us finance the development of the XWiki Open Source software, and our contributions to the XWiki Open Source software would not be possible without this revenue. It should remind users of Open Source around the world that Open Source Software is not build by magic ! You can help us make XWiki better by purchasing our services.

XWiki SAS, the leading Open Source provider of Open Source Collaboration Solutions, announces a new offer: the Free Open-Source Software Services (FOS3)TM program.

In addition to heavily contributing to one of the greatest Open Source Wikis available, XWiki SAS is happy to announce a new program to help companies successfully implement the XWiki Open Source software inside their organisations. 

Thanks to this new program, companies can benefit from free consulting and implementation services. 

Ludovic Dubost, Founder of XWiki and CEO of XWiki SAS explains: "Building on the 'Tweet for Goodies' idea from our presence of at FOSDEM conference, we thought it would be a good idea to give free services to anybody sharing this announcement. Now, with these free services and the free XWiki Open Source software, companies no longer have excuses not to improve their Knowledge Sharing."

For a single tweet sharing this announcement, companies can get one of the following free services from XWiki SAS:

  • a free consulting day to help analyze how to implement XWiki in their company
  • a free implementation day to develop advanced projects on top of XWiki
  • a free training day for up to 8 people
Share Now !

Through this offer, companies can implement an advanced Knowledge base for a support, sales or competitive intelligence team, a public web site to share information online, or a collaborative editing web site to elaborate a report or document online and produce a custom PDF output. These services, until today only available to paying customers of XWiki SAS thanks to the valuable knowledge of the expert Client Project team with 10 years experience implementing projects for large companies around the world, will now become available to everybody. Any company is now only one tweet away from working with the same expert team that implemented the new features in XWiki 7.x and 8.x for the internal wiki of Amazon Inc.!

This offer is cumulative with itself and other promotional offers: just tweet multiple times to cumulate free days of services. For example, to get your project done through the FOS3 program, tweet once and choose the free consulting day. During this day, ask from your XWiki SAS Free ConsultantTM a full analysis of the requirements of your project and an estimation of the amount of days necessary to implement it. Then, tweet as many times as needed in order to cumulate the number of estimated days, and choose the option "free implementation day" for these. Don't forget to throw in a couple of extra tweets, to cover for potential underestimation of the required work (we all know how developers estimate!).

For a long time, we believed companies fancy Open Source because the code is open, because they can contribute, because it allows building better software and protects their investment by avoiding vendor lock-in. But we had to admit that what they like most is that it is free. This revelation is the reason we now provide free services. Nothing can beat free ! 

Also, by working more with companies using XWiki, the XWiki SAS team will be able to better understand users' needs and improve XWiki even more. We believe this will drive a positive feedback loop increasing the demand of the XWiki Open Source software which will lead to even more demand of the free services, which will to improve the software even more, and so on, ultimately resulting in exponential growth!

WorldIsABetterPlace.png

The XWiki SAS team is fully on-board and eager to start the new FOS3 program:

"I think FOS3 is a great program, it will make my work more pleasant and so much easier. I don't want to sound selfish, but I can tell you this will have a tremendously positive impact on my KPIs. I mean, I'm happy, the clients are happy, what more could I dream of? Since it was announced this morning, I just cannot see myself working one more day the way we used to before!", said a member of the XWiki SAS sales team.

Following a Beta-testing program of this offer limited to existing XWiki customers, the development resources of XWiki SAS are currently fully booked until late 2018. So hurry up, tweet now to benefit from the Free Open Source Software services (FOS3)TM offer and get scheduled for January 1st 2019.

As many people want things without paying for them, the waiting time for accessing the Free Open Source Software services (FOS3)TM offer might become important. However, we plan to adjust capacity in order to not exceed 8 years of waiting time. Services will be provided on a first tweet, first served basis, using a FIFO queue. Similar to open source licences, no warranty is provided that the services will be properly performed or performed at all.

A special program, the Premium Free Open-Source Software Services (PrOS3)TM, is available to customers wishing to by-pass the waiting line by purchasing Fast-Track Tickets. Each Fast Track Ticket entitles the bearer to one day of services, scheduled on the top of the FIFO queue. For example, one Consulting Fast Track Ticket (CFT2), sold 999.99€, will allow you to get one day of Free Open-Source Software Services as soon as a resource frees up, regardless of the waiting time initially announced.

Existing paying customers of XWiki SAS will have their current contracts transformed to Fast Track Tickets within the PrOS3 program. In the following days, they will receive by mail the books of tickets corresponding to their current credit with XWiki SAS (short delays could be experienced due to restrictions imposed by our printing subcontractors).

With this new offer, XWiki SAS will definitively make the World a better place !

Mar 30 2017

Solutions Intranet 2017 talks

Last week was a busy one, here at XWiki. We've attended Solutions Intranet - RSE & collaboratif where we had 6 talks on different subjects related to collaboration and the wiki culture. Ludovic, our CEO, and Olivier, our VP for Business Development have presented the benefits of using wikis as collaborative tools and how the digital transformation can impact the success of a company.

Here's Olivier's English presentation on the way the intranet can be the starting point of digitalization.

Ludovic also has held a presentation in French about the Wiki culture and how it can help companies perform better.

These three days have been a true pleasure, we have met incredible people, made friends and the most important, we have actively participated in the talks sessions.

Mar 20 2017

XWiki's Solution Intranet participation announcement

Have you heard the latest news? Starting with tomorrow, 21st of March, we will be attending, speaking and networking at Solution Intranet - RSE & collaboratif, happening in Paris, France.

The event will take place at Porte de Versailles - Pavillon 4.2 from Tuesday, 21st (beginning with 14:00h) to Thursday 23rd of March 2017. You can find us at stand B55. The full schedule and list of stands are now available, and you can obtain a visitor's badge here

On our behalf, Ludovic will tackle the subject of Couteaux suisses mondialisés versus solutions Intranet & RSE spécialisées locales : comment choisir sans se tromper? Allez, on refait le match!, on the 21st of March, between 11:40 and 16:30, in Salle Voltaire.

On the 22nd of March, he will also be sharing his expertise at: Intranet social/RSE : les mid-managers sont-ils des utilisateurs comme les autres?, in Topos Rapidos from 10:00 to 10:30 and Voici les toutes dernières innovations participatives à connaître - 1ère partie, in Topos Rapidos, from 16:15 to 17:00.

Olivier, our Senior VP Business Development, will be speaking at Comment extraire les connaissances à des fins de réutilisation/de partage et mettre en valeur les compétences dans un modèle collaboratif et social ?- 2ème débat, Salle Voltaire, from 11:30 to 12:45.

On Thursday, the 23rd, Ludovic will hold an atelier, Culture Wiki, comment transformer votre entreprise comme les startups in room Balzac, from 11:00 to 11:45, whilst Olivier can be found at Oui, l’Intranet peut être le socle de l’entreprise digitale!, Topos Rapidos, from 12:15 to 12:30. 

Looking forward to meeting you all and answer all the questions you might have about XWiki, CryptPad or our community. Until then, follow us on Twitter (XWiki and CryptPad) where we will keep you up-to-date with our latest developments. 

Mar 07 2017

GSoC participation guide

Yes, you've heard it well: we've been selected as a Mentor Organisation for Google's Summer of Code 2017. It has been a tough competition, with only 201 out of 400 organisations being accepted, therefore our tradition of working with GSoC will not be altered. 

Interested in participating as a student? GSoC will begin accepting student applications on Monday, March 20, 2017 at 16:00 UTC and the deadline is Monday, April 3, 2017 at 16:00 UTC.

How does the program work?

Choose a project
Go find a project of your choice and don’t get biased to languages you know. You can get working knowledge of any language in a week or so.

Communicate
The strength of any open source project is its community. Go, ask people: “How can I contribute?” or “Where to start?”. And do participate in conversations on bugs, features or anything.

Contribute
Make regular contributions. May it be code style fixes, documentation, bug fixes or a new feature, but make sure, you have first contribution within 2 weeks from today and at least 1 contribution per week after that.

Help Others
Do help others. You develop yourself when you answer queries. More you help, more you learn.

How to find project/organisation?

Checkout selected organisations. Such organisations have their page for SoC or list of projects. 

Or, you can browse projects accepted in 2016, and some of these project are stages of a larger goal. If any project have future plans, then you can work on such project and take it to GSoC’17.

How to choose an organisation?

Choose an organisation that matches your interest. (example: If I like machine learning, I’ll choose CERN or mlpack. If I like networks, I’ll choose nmap or Ceph). Language should have very less saying while choosing project/organisation.

How to get source code?

You will find most projects’ use git. So, you can find them on Github, Bitbucket or Gitlab. Almost all project wikis have guidelines to install, test and contribute.

Save the Dates:

March 20, 2017 - April 3, 2017 

Students can register and submit their applications to mentor organizations.

May 4, 2017

Accepted students are announced and paired with a mentor. Full list of mentors here.

May 30, 2017 - August 21, 2017

Students code the summer away.

September 6, 2017 

All students who pass the program are announced.

So, who are we meeting this year?