Documentation & wiki
Our documentation is out of date and nobody trusts it
The wiki exists, but people ask a colleague instead of reading it — which is the clearest possible signal that it has stopped working.
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Recognise this?
What it looks like from the inside
If three of these are true, the tool has stopped fitting the team. If one is, it is probably worth waiting.
- 01
Onboarding depends on one person answering questions
- 02
Pages contradict each other and nobody knows which is current
- 03
Search returns the archived version first
- 04
Writing documentation feels like a chore, so it does not happen
What separates the options
The questions that actually decide a wiki
Everyone asks about price and seat count. These are the ones specific to this category — and the ones our questionnaire asks you.
- 01
Who reads what you write?
Our team only · Internal, plus some public pages · Mostly customers
- 02
Do you need structured data alongside the prose?
Yes, that is half the point · Occasional tables are enough · No — just good documents
- 03
What is actually broken today?
Nobody can find anything · Everything is out of date · People hate writing in it · Permissions are too blunt
5 options
What you could move to
Every credible wiki we have done the work on. The questionnaire ranks them against your answers.
Coda
Documents with a real formula and automation layer underneath them.
$12/seat
Confluence
Atlassian’s enterprise wiki, strongest when you already run Jira.
$6.4/seat
Notion
Flexible docs and databases that teams shape into a wiki, a tracker, or both.
$10/seat
Outline
Fast open-source wiki you can self-host, with excellent search.
$10/seat
Slite
A deliberately small wiki with AI search, built to keep knowledge current.
$8/seat
Prices are unverified estimates — useful for comparing orders of magnitude, not for budgeting. Confirm the current figure with the vendor before you commit to anything.
Questions
Before you move
Is switching wiki actually the fix?
Sometimes, and sometimes not. If the symptoms are about a capability the tool does not have — retention controls it cannot enforce, a price that scales the wrong way, an integration that does not exist — then switching solves it. If they are about how your team uses the tool, a new one will reproduce the same mess in a fresh interface within six months. The questionnaire asks what is driving the change precisely to separate those two cases.
Which wiki should we move to?
The credible options are Coda, Confluence, Notion, Outline, Slite. Which is right depends on your team size, budget and non-negotiables — a 12-person team with no compliance requirement and a 400-person team that needs EU data residency should not end up with the same answer. The questionnaire ranks all 5 against your specific situation.
What does it cost to fix?
Two numbers matter: the licence difference and the cost of the move itself. Median list price in this category is about $10 per seat per month, so the licence difference at 50 seats is usually a few thousand dollars a year either way. The migration is the bigger number, and it scales with history, integrations and headcount rather than with the tool you pick. The questionnaire estimates both.
How long does a switch like this take?
For a team under 50 with a handful of integrations, a few weeks of elapsed time and one to two weeks of actual work. Above 200 people, or with compliance in scope, plan a quarter. The single biggest variable is not the tool — it is how much history has to come with you, and how many other systems are wired into the one you are leaving.
Get the 5 options ranked for your team
About a dozen questions — team size, budget, timeline, what is non-negotiable — and you get a shortlist with the reasoning shown, plus what the move would cost.
Get my shortlist