What Content Belongs in the Management System?

An interactive management system that gives everyone access to company knowledge — that sounds almost too good to be true. And to be fair: it’s not quite that simple. Even in a collaborative system like Q.wiki, clear rules are essential. Without them, the system can quickly grow out of control and lose its practical value. So the key question is: What kind of content actually belongs in Q.wiki — and what doesn’t?

‍It Starts with Your Goal

What you document in Q.wiki depends largely on what you want to achieve with your management system. If your focus is, for example, on cross-departmental collaboration, it may be perfectly fine to document only your core processes — and skip over detailed work instructions. Still, our general recommendation is: Include work instructions in Q.wiki. They help employees carry out processes consistently and correctly, especially in decentralized or growing teams.

General recommendations for your management system

What Belongs in Q.wiki

The guiding principle: Document the “HOW” — how things are done.

• Process descriptions and work instructions
• Checklists
• Helpful documents like PDFs, slides, or brief guides
• Templates used repeatedly across projects
• Inputs that are required frequently and unchanged (e.g., forms)

This is knowledge that:

• Has long-term relevance
• Supports consistent execution
• Helps multiple employees do their jobs better
• Will be used again and again

What Doesn’t Belong in Q.wiki

Q.wiki is not a file archive or ERP system. It’s not built for storing documents that are specific to a one-off task.

Avoid storing:

• Results and documentation of completed work, such as:
  • Customer orders
  • Invoices
  • Meeting notes
  • Project-specific documents
  • Emails or delivery receipts
• Completed templates or checklists
• Content that changes hourly or daily (e.g. daily shift plans, live KPIs)

This type of content belongs in tools like your ERP, CRM, or document management system.

Conclusion: Focus on the HOW

The real value of an interactive management system like Q.wiki lies in documenting the HOW behind your operations — the knowledge that ensures things are done correctly, repeatedly, and efficiently. It's not about storing everything. It's about storing what helps you work better next time. Of course, there are always exceptions: Values, strategic goals, or certifications may not describe how something is done — but they are still core components of a comprehensive management system.