Run your company wiki in Google Workspace or Microsoft 365 instead of paying for Notion or Confluence

We're a {{team_size}}-person {{company_type}} moving our wiki from {{old_tool}} to {{new_suite}}.
Here is our current page tree (indentation = nesting):
{{page_tree}}
Using this target structure: {{target_folder_tree}}
Produce a table: old page | new folder | new doc title (phrased as people would search) | action (migrate / merge with X / archive / delete) | suggested owner role.
Flag pages that look like databases used as apps, duplicates, and anything that looks out of date.

Clean up this page exported from {{old_tool}} so it imports well into Google Docs. Rules:
- Keep all facts. Don't add new information.
- One H1 title: "{{new_doc_title}}". Logical H2/H3 headings.
- Convert any HTML (e.g. callouts) into Markdown: callouts become a bold "Note:" paragraph.
- Replace internal links to .md files with [[LINK: page name]] placeholders so I can relink them.
- Add this header table at the top: Owner {{owner}} | Last reviewed {{review_date}} | Review every {{review_interval}} | Status Current.
- At the end, list anything that looks outdated (old dates, people who may have left, retired tools).
Page:
{{page_markdown}}

Here is a list of wiki docs with owner and last-modified date: {{doc_list}}
Today is {{today}}. Flag every doc not modified in {{stale_months}} months, group by owner, and draft a short message to each owner asking them to confirm, update or archive their docs by {{deadline}}.

We're a {{team_size}}-person {{company_type}}. Based on this wiki folder tree: {{folder_tree}}
Write 15 realistic questions employees ask in their first 3 months (e.g. "How do I claim expenses?"). For each, name the doc that should answer it. I'll ask colleagues to find each answer and time them.

# Company wiki – information architecture template ({{company_name}}, ≤15 people)

## Where things live
- **Front page:** Google Site "{{company_name}} Wiki" (internal-only), or a SharePoint communication site / team site home page on Microsoft 365.
- **Content:** one shared drive (Google) or one document library (SharePoint) called `Wiki`. Docs, not pages, hold the content.
- **Rule:** every wiki doc lives in `Wiki`, never in someone's My Drive / OneDrive. Personal drafts move in when they're ready.

## Folder tree (max 2 levels deep)
Wiki/
├── 00 Start here/            → Welcome, How this wiki works, Who to ask for what, Glossary
├── 01 Company/               → Mission & values, Org chart, Holidays & time off, Benefits, Expenses
├── 02 Policies/              → Security & passwords, Data handling, Remote work, Code of conduct
├── 03 How we work/           → Meetings & rituals, Tools we use (and who owns each), Writing guide
├── 04 Teams/
│   ├── Sales/                → Playbook, Pricing rules, Proposal templates
│   ├── Delivery/             → Project kickoff checklist, QA checklist, Client handover
│   └── Ops & Finance/        → Month-end close, Invoicing, Vendor list
├── 05 Onboarding/            → First day, First week, Role checklists
├── 06 Templates/             → Meeting notes, Project brief, Decision record, Post-mortem
├── 07 Decisions/             → YYYY-MM-DD decision records (one doc each)
└── 99 Archive/               → Outdated docs (moved, never deleted, prefix "ARCHIVED – ")

## Naming conventions
- Doc titles are questions or nouns people search for: "How do I submit expenses?", "Expense policy".
- No dates in titles except decision records and meeting notes: `2026-10-13 – Decision – Switch wiki to Google Drive`.
- No "final", "v2", "new" in titles. Version history handles that.

## Every doc starts with this header block
| Owner | Last reviewed | Review every | Status |
|---|---|---|---|
| @name | YYYY-MM-DD | 6 months | Current / Draft / Archived |

## Front page (Google Sites / SharePoint) sections
1. Search box (Sites search, or SharePoint search)
2. "Start here" button → 00 Start here
3. Top 8 most-used docs (embed or link) — check the list quarterly
4. Team sections → link to each 04 Teams subfolder
5. "Recently changed" — a manually updated list or an embedded Drive folder view
6. "Can't find it? Ask in {{chat_channel}}" with the wiki owner's name

## Permissions
- Shared drive / library members: everyone in the company as Contributor (Google) or Member (SharePoint); 2 people as Managers/Owners.
- Sensitive areas (HR cases, salaries) do NOT go in the wiki. Use a separate restricted shared drive or library.
- Guests/contractors: share individual folders, not the whole wiki.

## Ownership & upkeep
- Wiki owner: {{wiki_owner}} — runs a 30-minute review each quarter.
- Each folder has an owner listed in "00 Start here/Who to ask for what".
- Docs not reviewed in 12 months get flagged; owner updates or archives.

# Notion → Google Workspace migration checklist

## A. Before exporting (week 1)
- [ ] List every Notion top-level page and teamspace; mark each: migrate / archive only / delete.
- [ ] List every Notion **database**. For each: is it a document list (fine as a folder) or an app (relations, rollups, formulas, boards people update daily)? Apps need a separate plan (Google Sheets, AppSheet, or keep Notion for that team).
- [ ] List integrations, automations, embeds and forms that point at Notion.
- [ ] Note who has private pages they want to keep (exports skip other people's private pages).
- [ ] Freeze big restructures in Notion until the move is done.

## B. Export
- [ ] Workspace owner: Settings → export **entire workspace** (desktop or web only) as **Markdown & CSV**, with subpages. Also export as **HTML** as an archival copy that keeps the look.
- [ ] Download promptly: Notion's export links expire after 7 days, and a large export can take up to 30 hours to arrive.
- [ ] Each member exports their own private pages they want kept.
- [ ] Unzip into a local folder; keep the original zip in a restricted "Notion archive" shared drive.

## C. Prepare files
- [ ] Rename files to drop the long ID suffix Notion adds (ask an AI assistant or use a bulk-rename tool).
- [ ] Map Notion's folder tree to the new IA (see IA template). Move files locally first.
- [ ] Databases: open each CSV in Google Sheets; delete columns nobody uses; keep the CSV as the record.
- [ ] Images and attachments: check they're in the export folder next to each page.

## D. Import into Google Docs
- [ ] Small batches: Google Docs → File → Open → Upload the `.md` file (it converts to a Google Doc). Or upload to Drive, right-click → Open with → Google Docs.
- [ ] Large batches: upload `.md` files to the shared drive and convert the most-used ones first; leave rarely used pages as Markdown files (Drive can preview and Docs can now open .md files without converting, rolling out from October 2026).
- [ ] Spot-check 10 converted docs: headings, tables, code blocks, images, callouts (Notion exports callouts as HTML).
- [ ] Re-insert images that didn't come across.

## E. Fix links
- [ ] Internal links in the export point at local files, not Google Docs. Search each doc for links ending in `.md` and replace them with links (or @-mention smart chips) to the new Google Docs. Start with "Start here" and the top 20 docs.
- [ ] Update links in chat tools, email signatures, bookmarks and other docs that pointed at Notion URLs.

## F. Build the front page
- [ ] Create the internal Google Site; add the sections from the IA template; restrict it to your organisation.
- [ ] Add the shared drive folders and top docs.

## G. Cut over
- [ ] Announce the date; for 2 weeks, add a banner at the top of the Notion home page: "Moved to <link>. Read-only from <date>."
- [ ] Run the verification checklist with 3 colleagues who weren't involved.
- [ ] Downgrade or cancel Notion at the renewal date; keep the export archive.