I am becoming something of an expert on the use of Wikis in the workplace. I was a trial Jotspot user for around 6 months, and just bought into their mini plan. ($99 for the year; 20 users/250 pages) I initially trialed Jotspot as a collaboration tool for our company.
Unfortunately for Jotspot, our company decided to purchase Confluence. So, I am a dual user, with my reasons for the use of each being entirely different.
In the case of Jotspot, I am using it as a collaboration tool for a project that is outside of my work. The members of this project are scattered all over North America, and a tool such as this provides the collaborative environment that would otherwise be impossible or very difficult to manage. Imagine trying to build a business in your spare time, relying on phone calls and email. Shuffling docs around, perhaps posting them to an FTP site. It is incredibly inefficient. So, the ability to have whiteboard space, that is editable by all, makes all the difference in the world. In this case Jotspot fits the bill perfectly; I don’t have to manage the server, it is low cost (free for 5 or less users and 50 or less pages), and easy to use. By the way, they count attachments, even graphics as a page. Perhaps they should adjust the model a little to include storage as part of the equation, and not count an attachment as a page. But in any case they get a big thumbs up from me.
Likewise, Confluence receives a big thumbs up as well. For an enterprise it is a great tool for organising and compartmentalising data and projects. It is important to our company that we create processes where a document is updated once, and is automatically included in the appropriate places. The Confluence environment is very easy and powerful, when it comes to sharing information across boundaries, and protecting information at the same time. Confluence does need to build in a more powerful access control mechanism. Currently you can only do an open, exclude exclude model, rather than an exclude, open, exclude type of access. This limits your flexibility, and forces you to plan all of your statements at the upper levels.
There you have it. I am a firm believer of the use of Wikis in the workplace, they are extremely powerful collaboration environments, and in each case adoption rates by the teams is very high. The most important point to remember about any tool is, if people don’t use, it doesn’t matter how many features it has, it becomes worthless.