How Embarque Uses You Need A Wiki for Seamless Documentation and Collaboration

Introduction

We’re a fully remote team spread across different time zones, working together toward a shared vision. With a setup like ours, clear documentation and easy access to company resources aren’t just nice to have, they’re essential. We need a system that keeps everything organized, accessible, and intuitive. That’s where You Need A Wiki (YNAW) comes in.

Before we started using YNAW, navigating Google Drive often felt like searching for a lost file in an endless sea of folders. Documents would get buried, links would be misplaced, and valuable time was wasted digging through layers of storage. We knew we needed a better way, one that didn’t require complex setups or additional logins. 

YNAW offered exactly that: a simple, structured, and user-friendly way to transform our documentation into a well-organized wiki. Since implementing it, we’ve seen a dramatic improvement in how we store, manage, and share knowledge across the company.

Why We Chose You Need A Wiki

At Embarque, we believe in working smarter, not harder. We needed a tool that could streamline knowledge sharing without overcomplicating things. After exploring different solutions, YNAW stood out because it:

• Works seamlessly with Google Drive, allowing us to organize information without extra steps or duplicate files.
• Provides structured navigation, making it easy for anyone on the team to find what they need without endless scrolling.
• Enables instant link-sharing, removing unnecessary permission requests and login barriers.
• Supports multiple file types, so we’re not restricted to just Google Docs since we can also include Sheets, Slides, Forms, and entire folders.

YNAW is more than just a documentation tool, it’s an integral part of how we keep our team aligned, informed, and productive.

How We Use You Need A Wiki at Embarque

Here’s how YNAW has helped us streamline operations across various departments:

1. File Sharing and Centralized Documentation

Documentation is at the core of our efficiency. Whether it’s project guidelines, standard operating procedures (SOPs), or internal knowledge, we need a central place where everything is easy to find. YNAW acts as that single source of truth, ensuring that important documents are always within reach.

Here’s how we use it:

• Project File Organization: Each project has a dedicated section in YNAW, where teams can find relevant documents, timelines, and resources in one place. This eliminates the need for endless searching and ensures everyone is working with the most up-to-date information.
• Structured SOPs: Instead of storing SOPs across multiple folders, YNAW provides a structured format that ensures consistency. Team members can quickly locate, update, and follow standardized procedures, improving efficiency and reducing errors.
• Client Documentation Management – With YNAW, we maintain a well-organized repository of client-related documents, including contracts, meeting notes, and strategy briefs. This allows teams to retrieve critical information in seconds.

Instead of wasting time searching for information, our team can now focus on doing their best work.

2. Easy Access to Resources

Information should be accessible, not hidden behind layers of folders. YNAW helps us keep track of meeting notes, training sessions, and company-wide updates in a way that makes them easy to revisit.

Here’s how we use it:

• Centralized Meeting Notes: All internal meeting records are stored in YNAW, ensuring team members can quickly catch up on discussions, reference past decisions, and stay aligned without hunting through documents or Slack messages.
• Comprehensive Knowledge Base: Instead of repeatedly answering the same questions, we maintain a well-organized repository of frequently asked questions (FAQs), troubleshooting guides, and training materials. This enables teams to self-serve and find the answers they need without delays.
• Onboarding & HR Resources: New hires no longer have to search across multiple platforms for essential information. From onboarding guides to benefits details and company policies, everything they need is in one easily accessible location.

With YNAW, important information is always available, ensuring alignment across teams.

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3. Multiple File Options Beyond Google Docs

One of the biggest advantages of YNAW is that it doesn’t limit us to just Google Docs. We can embed Google Sheets for data tracking, Slides for presentations, Forms for surveys, and even entire Drive folders for better organization. This flexibility allows different teams to store information in the format that works best for them.

How we use it:

• Organized Folder Structure: Each department has its own designated folder, housing relevant documents, SOPs, and links to external resources.
• Seamless File Integration: Instead of duplicating efforts, we seamlessly import existing Drive files into YNAW, ensuring easy access to previously saved information.
• Marketing Team: Using Sheets to track campaign performance and link presentations for strategy reviews, all accessible through YNAW.
• SEO Team: Keeps keyword research documents, analytics reports, and performance tracking data organized and easy to retrieve.
• HR Team: Centralizes onboarding forms, training materials, and employee surveys to streamline hiring and internal operations.

4. Quick Search and Intuitive Navigation

Time is valuable, and YNAW’s search functionality ensures that no one wastes it looking for documents. Instead of manually browsing through Drive, we can type in a keyword and instantly pull up the relevant file.

How we use it:

• Smart Tagging for Easy Discovery: We tag documents with relevant keywords, making search results more intuitive and accurate. Whether it’s an SOP, a client report, or an internal guide, YNAW helps us locate files in seconds.
• Department-Based Organization: Information is categorized by department, so teams can quickly filter and find the most relevant resources without having to sift through unrelated content.
• Centralized Index for Key Documents: We maintain an easy-to-navigate table of contents that links to frequently accessed company policies, guidelines, and knowledge base articles.

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5. Hassle-Free Link Sharing: No Logins Required

One of the standout features of YNAW is its no-login-required accessibility. Instead of dealing with permission requests and account creations, we can simply generate a public link and share it with team members. This is especially useful for quickly sharing important documents without unnecessary barriers.

How we use it:

• Instant Access for Contractors and New Hires: Whether it’s an SOP, project guideline, or client brief, we can share essential documents with external collaborators or new employees without requiring them to sign in. This speeds up onboarding and keeps projects moving efficiently.
• HR Policies and Benefits Made Accessible: Employees can quickly reference HR-related documents, including benefits information, without having to wait for access approval. This ensures everyone stays informed without administrative bottlenecks.
• Effortless Knowledge Distribution:  We use YNAW to share internal knowledge base articles, training materials, and FAQs in a no-hassle format. Instead of struggling with permission settings, we simply generate a link and distribute it across teams.

6. Integrations and Workflow Enhancements

Our team uses Slack for communication, ClickUp for project management, and Google Docs, Sheets, and Meet for collaboration and documentation. With YNAW, we’ve been able to bridge the gap between our documentation and daily workflows in a few key ways:

• Instant Access to Docs Within ClickUp: While ClickUp provides task management, we often need to reference documentation to complete projects. Instead of searching through Google Drive, we embed direct links to YNAW pages in ClickUp tasks, ensuring quick access to SOPs, client briefs, and internal guides.
• Effortless Knowledge Sharing in Slack: Important documents often come up in Slack discussions. With YNAW’s instant link-sharing, we can drop a document link into a Slack channel without worrying about permissions, making collaboration frictionless.
• Meeting Documentation with Google Meet & YNAW: Our meeting notes are stored in YNAW, making them searchable and accessible across teams. After a call, we simply update the relevant wiki page, keeping all decisions documented in one place.

Final Thoughts

Using You Need A Wiki has been a game-changer for Embarque. It keeps our documentation structured, our internal resources accessible, and our team working efficiently. Whether it’s file sharing, meeting documentation, or company-wide knowledge management, YNAW helps us stay organized and focused on what matters most.

For any company looking to improve their documentation workflow and eliminate the hassle of cluttered Drive folders, YNAW is a tool worth considering. It aligns perfectly with our values of transparency, proactivity, and efficiency, making knowledge sharing effortless across our global remote team.

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