Solutions

Category: Solutions (18 posts) [RSS]

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.

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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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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:

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 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

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.

Feb 28 2017

More recognition coming towards XWiki with 2017 Collaboration Software Awards

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Over the past 12 years, since XWiki has been launched, we have won several awards and distinctions as tokens of recognition to our contribution on the collaborative tools market and for our involvement in the Open Source world.

Back in 2009, XWiki has been named one of the 200 finalists of the Red Herring 100 Europe award program. Soon after, we have been chosen as one of the 5 winners of the 2010 Open Innovation awards, presided by a jury composed of Open Source experts, leading IT managers and innovation consultants. Year of 2013 was another successful one for us as OWcon awarded XWiki the Technology Council Special Prize for our ethical approach of doing business and for complying with the best Open Source practices.

Today, our innovative spirit and focus on customer experience has landed us two more awards that we are proud of. FinancesOnline, a trusted B2B SaaS directory, has evaluated XWiki and gave an extensive review which underlines our focus on improving collaboration and developing an innovative data structure model. We have scored 98% in user satisfaction according to their customer satisfaction algorithm. Moreover, their SaaS experts have rated XWiki an average of 8/10.

Following these encouraging results, we have received the 2017 Rising Star Award and the 2017 Great User Experience for their online community software category both proving, once again, our focus on providing bespoken user experience and innovative solutions. What is more, XWiki has also been mentioned on the platform’s list of leading collaboration software solutions prepared by their experts.

We are happy and privileged to be recognized as a provider of good software and services. We are looking forward to seeing what other surprises 2017 has planned for us!

About XWiki SAS

XWiki SAS is a company created in 2004 whose founding members initiated the XWiki Open Source community. It aims to provide a range of professional services for the XWiki software, which is under the LGPL licence. These services are targeted primarily to organizations and communities seeking to allow their users to work better together, and drive their wiki at a higher level of performance.

Recently, XWiki was the solution chosen by Amazon as its intranet solution. XWiki has today over 200 customer references and thousands of business users in France and worldwide.

Jan 31 2017

Amazon has chosen XWiki for its collaboration platform

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The whole XWiki team is proud to welcome Amazon as a new XWiki SAS client!

Amazon has chosen XWiki as its next generation internal Wiki platform for documentation and collaboration.

It is being used by nearly 20,000 active users, mostly in engineering and product teams, as a collaborative knowledge sharing and documentation platform.


“At Amazon, we have been using wikis for many years. Wikis stimulate collaboration and sharing of information across teams and avoid information from getting lost in long email threads or file servers. We selected XWiki for its latest documentation features, its capacity to handle millions of pages, it’s capabilities to build custom modifications and its thriving developer community”, said the engineering manager of Amazon’s Wiki team.


XWiki SAS provided Amazon with training, support and development services to help launch the platform in the company. Amazon sponsored the development of key features including hierarchical pages, scripting rights and CKEditor integration in the open-source version of the platform.

If you want to know more about this project,download the business case.

Dec 20 2016

XWiki’s special Christmas theme

“Deck the office with pixels of holly, ‘tis the quarter to be jolly” We’re feeling merry emoticon_wink

Decorations, carols in the hallways, gifts, parties, leave days... December has fully taken over offices and working spaces around the world. Whether you’re full onboard or went full Grinch when the first signs of Christmas decorations hit the supermarkets (in November!), chances are that, by now, the Christmas spirit got you.

The holiday season is upon us, and that begs the question: what more can you as an employer/manager to keep your employees happy and motivated? Just like any other Christmas enthusiasts, we thought of contributing to this movement and have taken this spirit to the next level: a special Christmas theme for your company’s XWiki. This way => XWiki Christmas free demo.

We have joined forces with the design team at the North Pole, drafted versions, then got the elves, the snowmen and the reindeers to provide feedback, did the implementation, asked for Santa’s blessing and agreed that this is the perfect picture of the season.

Since we’ve been praising it so highly, here’s a sneak peek of how the theme looks and feels like:

Gather your team around the XWiki Christmas theme and go through this year’s holidays with a smile on every face, even if at work. We challenge you to show us the best use of our special theme, whether it’s a blog post, internal newsletter or anything you might think of.

Let’s make the most of these Holidays! - XWiki’s little helpers

Alina Luchian
Content Marketing Specialist @XWiki

Dec 06 2016

Top 5 benefits of organizing information within your company

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We all get frustrated whenever we misplace our belongings and looking for them is a time and energy consuming effort that could have been avoided simply by being more organised. What happens if they are not personal belongings, what if we would talk about your work emails, presentation files or quarterly reports? The consequences of this lack of organisation would be catastrophic not only for you, but for the entire company.

How to avoid this type of hardship? The solution might seem obvious, yet often gets overlooked: organising information.

Its advantages are various and the top 5 most relevant benefits are:

Efficiency
The greatest advantage of organising information within a company is the efficiency of the resources. An organised professional will spend less time correcting mistakes, searching for information and fixing any clutter. The time saved means more time for doing productive things and more resources for other projects, therefore more money. Apart from the positive impact on time management, organising information will make it more comfortable for employees to share any information with each other, thus working better as a team.

Tracking progress
Of the company. Progressing is the aim of every business, but how can you measure it? Having a clear overview of the company’s projects, activities and resources helps management while decision-making. Compiling and recording the data of your company’s incomes and expenditures will help timely identify bottlenecks and support the decision to redirect resources and energy to more profitable elements.

Of the projects. Organising information also makes it easier for every employee to have access to relevant information, to have a  snapshot of all ongoing projects, so the inter-teams communication is more effective and to be on the same page with their teammates.

Better management skills
For any business, organising information is all about keeping things in proper order such that the path from inquiry to result is clear and time efficient. Information, in the business’ world, comes from various sources and takes lots of forms: employee records, news, internal meetings minutes or political context. A company’s information portfolio is the key action influencer in any matter concerning the company, so understanding the data and filtering the noise is essential to management.

Daniel Keys Moran said that “You can have data without information, but you cannot have information without data.” and his reference applies undoubtedly to the companies’ need to take rational decisions, thorough timely and reliable information procured through a logical and well structured method of information collecting, processing and disseminating. 

Instilling trust
Organising information establish a sense of trust and professionalism in the workplace. A well organised company projects an image of reliability and control. The strategies adopted by rational decision makes with the help of thoroughly disseminated information help winning the trust of employees, clients and associates effortless.

Reduced stress
A well organised information culture triggers a more relaxed working environment, as opposed to a cluttered or disorganised office where you are constantly searching for items or through countless threads of emails, attachments and files. It also allows companies to adapt to modern working models, including remote resources or work from home. 

State-of-the-art tools that enable new ways of working have generated important changes in company management. Traditionally, team members and managers would juggle multiple files, resources and tasks while struggling to get people on the same page. Nowadays, organising information within collaborative workspaces make planning and managing different projects easier and more effective, while also ensuring that all tasks are finished on time and within budget. Try XWiki and convince yourself of the advantages. 

Alina Luchian
Content Marketing Specialist @XWiki

Nov 07 2016

Less paper. More technology.

Take a second and think about the world’s remarkable innovations that were discovered in the past 20 years. I think we can all agree that the internet is clearly holding the first place and is shortly followed by the computers and the mobile technology. But what all of these have in common? Why they all have been developed in the past two decades? Here is a clue: more people born, more resources needed, more innovative solutions discovered.


Population growth has both advantages and disadvantages

Some might say overpopulation is either bad or good, but let’s not jump to conclusions. The growing population phenomenon is clearly in the grey area. The advantages include economic growth, longer life expectancy due to medical discoveries and innovative social concepts to serve the masses. On the other hand, it leads to resource shortages, property shortages and deforestation.

With a global population of almost 7.5 billion people and expecting to reach around 9.7 billion by 2050 it is mandatory to take action to find an equilibrium between the two sides. A solution is to use the advantages to overcome the disadvantages, but let me be more explicit on that. How about using the internet and the technological innovations to transmit any kind of information without using the old, basic paper.


Deforestation needs to be kept under control

As deforestation is a real concern, let’s think of what drives this trend. In order to reduce the housing shortages, we need to create more properties, but that means more land which in the end means cutting down trees. Another cause is the commercial activity which implies harvesting timber to create consumer items such as paper and furniture. Living without furniture is not really an option, so let’s cut down the use of paper then.

The current paper consumption per capita is 57 kg and considering the current population of 7.5 billion people, we reach to 427 million metric tons of paper per year. Going back to the population growth, let’s redo the calculation. As we expect 9.7 billion people to inhabit Earth by 2050 and considering the current consumption per capita, we end up with 552 million metric tons per year.

If that is not enough of a trigger to start saving on paper I don’t know what is!

Put technology to use

In order to retain the current paper wastage we need to limit ourselves to 43 kg or less of paper per capita for the next 34 years. Ok, now that we are aware of the objective, let’s find a solution.

We live in a world where all kinds of collaborative, social and interactive platforms have been developed in order to reduce the time and the cost of getting in touch with a family member, a friend or a complete stranger situated on the other side of the globe. In the last decade, the wiki technology has experienced an uplift due to the increase attention of companies on being more productive by using less resources to achieve better results.

Using a collaborative tool to share reports, proposals and presentations drastically reduces the need of using printed materials, which in the end slows down the process of producing paper. A small change in the pattern of modern living can have a huge effect on the environment. This concept has been named by Edward Lorenz, a mathematician and the pioneer of chaos theory, as the "butterfly effect".


XWiki is one of the solutions

XWiki offers a wide range of powerful standard tools that will enable you to create, organise and find content. Moreover, all the pages are making use of some default features such as history, versioning and rollback. Are you usually printing your Excel or Word reports to give it to your managers? If yes, let me give you two options to reduce the paper wastage.

The first option is to import any Microsoft Office or Open Office document and transform it into a wiki page. This can be done by creating a new page and choosing the import option as shown below.

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The second option it to attach your files to any page that you would like. Moreover, your colleagues can write comments, attach their own materials and create annotations.

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You can check out XWiki Demo for yourself and see how we can help you manage and structure your information while protecting the environment. On the other hand, you can always mass import your documents. Here are some examples of mass imports done and used on production wikis:

EMC, making pre-sales documents more accessible:

  • Number of documents imported: 50 000 + other hundreds every night;
  • Import success : more than 99% (import feature is limited to Open Office Server and its ability to open files).

Fidelia assistance, better organize the company knowledge:

  • Number of documents imported: 900 documents
  • Import rate: 100%

As you can see, big companies are already taking steps in reducing the paper consumption and saving the environment. You can do it too by contacting us to see how you can transfer your physical data to virtual data!

George Nikolic
Marketing Specialist@XWiki

Oct 31 2016

Employee Development - Easier than ever!

Employee Development is still an area that needs more investments from companies to ensure higher ROI and better performances. Supporting the employees in discovering their career paths does not only impact the individual, but also the organisation. Often perceived as a bureaucratic action, the consequences of poor employee training results in lost revenue and inefficient talent acquisition.

Your competitive advantages, from a HR point of view, are strictly related to the type of rough talent you have in your team. You can always use the Myers–Briggs Type Indicator to get a few insights on the psychological preferences of your employees in terms of team roles, but the necessity of polishing that rough talent is absolute mandatory. Nobody can expect a newly employed individual to reach the corporate objectives if he has no idea how to or has no support to do so. Therefore, at XWiki, we are very supportive when it comes to Employee Development.

Here are a couple ideas that we use:

Mentoring

It doesn’t matter what size your company is, the only important thing is your will to provide support to those newly employed individuals. Mentoring or coaching sessions are one of the best ways to know what are the key strengths of a new employee. Furthermore, it’s easier to communicate the expectations and explain the level of quality you are looking for when you interact on a one-on-one basis. You can schedule these sessions using the meeting extension.

The application offers a calendar view helping you to overview the entire week and easily manage the upcoming meetings. If you want to see more details about a particular session, you simply click on it and find every piece of information there is about it. 

This is how we manage the meetings
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On-boarding

We use on-boarding sessions to provide the new employees, the knowledge, the skills and the general feeling perceived as necessary to smoothly integrate. The HR department makes the general introductions, followed by a meeting with the department leader and the other colleagues.

This is the time when a new employee gets a deeper insight on the company's organisation, the way of working, internal rules, practical information, as well as on the expectations we have. We use the calendar view to be able to avoid any conflicts.

We use the calendar view to have an overview of the day, week or even month.
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Technical training

As XWiki is a complex technical software, we need all of our employees to have a basic level of tech understanding. In order to understand the general activities each department performs, the employees are encouraged to participate to different training sessions (either training related to the tools that we use or the ones related to the XWiki solutions).

A detailed view of the meeting application is being use so that we can have a structured, time efficient meeting and check all the details concerning it.

Find out the structure of the meeting or any other details
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Coping with a high amount of data that comes from the employee development process becomes easy with XWiki. The best solution is to drop the conventional ways and use the versatile character of XWiki.

By adding applications from the store or create our own with App within Minutes, we are able to efficiently store candidates’ information, meanwhile analysing the progress of the current employees.  We are glad to be able to take decisions based on solid facts which improves the quality of the work and the overall morale in the organisation.

Since the beginning, XWiki has been designed to satisfy a wide range of needs. The question is how do you use or plan on using XWiki to meet your HR needs?

George Nikolic

Marketing Specialist @ XWiki


CLICK ON THE IMAGE

 We use the calendar view to have an overview of the day, week or even month

CLICK ON THE IMAGE

 We use the calendar view to have an overview of the day, week or even month

This is how we manage the meetings

Click on the image to enlarge

This is how we manage the meetings

Click on the image to enlarge

Oct 17 2016

This is why email chains are not productive!

You know those endless email threads that are constantly getting even longer and harder to follow? Or those times when you have a brilliant idea, but an email thread takes your inspiration? Well, I know those situations too. And I can’t say I like them very much.

We work in a business environment based on communication and collaboration like never before. It is mandatory for information to reach all corners of a company starting from suppliers and ending with the clients in order to have efficient processes. This takes time and every year gets harder and harder to keep track of all those documents that you talked about a few months back. Yes, those quarterly reports that you get pissed off looking for.

Don’t worry! It’s not just you. Did you know that the average employee is losing around 28% of his working week by responding and reading emails? Does it sound surprising that half of those emails barely deserves his attention? And how about the average 64 seconds that takes him to get back to work after each email?

If you think this is acceptable, let’s put it in context then.

Taking into consideration that the average working week has 40 hours and around 28% is spent on emails, that results in 11 hours of low-value , time consuming activities per week. Thinking that on a day, we exchange around 47 emails per person, we end up with a total of 205 billion emails worldwide.

Moreover, only 38% of the average inbox contains important information while the rest of 62% is pure distraction. These facts linked to the 64 seconds average recovery time results in an average of 8 hours of lost productivity per week. That’s an entire working day lost on low-value tasks!

Still not convinced?

Think what you can do with almost 8 extra hours per week: work one less hour per day; have more team building meetings; get to know your colleagues or even allow longer breaks. These are just some ideas that will definitely increase the motivation of your team.

Want to increase motivation? Then increase the productivity and the ROI will shortly follow. But how can you do that? What makes emails so special?

The first thing crossing my mind is the one-to-many communication capabilities, but other solutions offer it too, and even in a more efficient way. Sending documents and media? Try searching for an old thread without getting frustrated.

Work smart, not hard.

Remember those solutions that I was talking before? XWiki is one of them. It can be described as a centralised platform allowing anyone to keep track of a public discussion, comment, share documents or even vote. And the best thing is that you can customise it to exactly fit your needs.

Take a look on these simple ways to increase productivity while keeping your team motivated! For any questions that you might have, don't be shy and contact us! Or even better, you can give it a go and try out these functions yourself by creating a demo cloud instance!

Use comments instead of email replies. 

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Use polls to find the overall opinion on a specific matter.

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Attach easy to access documents instead of posting them in endless threads.

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Everything is easier when you use a collaborative platform!

George Nikolic

Marketing Specialist @ XWiki