5 ways to improve knowledge sharing in your organization

1. Make sure you have the right space for sharing knowledge 

If your organization has knowledge sharing tools in place, be sure to check their status. You may not have been made aware of problems with them. Talk to all team leaders to see if employees have reported any problems with the knowledge base, instant messaging, or other digital tools. If it’s not technical issues that are getting in the way, talk to your team leaders about what they think about the situation within their teams. Gather feedback from them, which will give you valuable insight into the issues the teams are facing.  

Remember that any technical problems are easier to fix than difficult situations between employees. There may be many reasons why they are not willing to share information or answer questions. Sometimes the complexity of the situation requires a more comprehensive approach. 

Also, consider whether the pathways for employees to share knowledge are accessible to all of them. This doesn’t just mean a platform to publish documents or processes but also places to talk. Try to ensure that no employee feels excluded, watch for abusive practices that result in some employees being treated unfairly. 

Sometimes the problem is not having enough time to talk during a break. Encourage employees to take advantage of their break time and consider how you can set up a space for quiet conversations over coffee. 

2. Get rid of all barriers between employees to improve knowledge sharing 

The best technology is of no use if employees are not willing to share their knowledge. So, if technically all the tools are working, consider what might not be working between employees. Some obstacles may stem from personality diversity. Some are extroverts who have no problem making friends and interacting with large numbers of unknown people, while such activities for others are extremely challenging and can be a source of anxiety. In this case, think about how you can help teams integrate and get to know each other. And there are many opportunities to do so.  

Offer teams to meet regularly as a group to agree on tasks to be completed and exchange current information. The constant conversation will not only allow you to exchange ideas but also to get to know your team and build a sense that each employee is an important part of it. Employees should see for themselves that a better flow of information within the team affects everyone’s functioning and translates into better results…and everyone’s well-being. Corporate events such as picnics, and company parties also help to integrate teams. 

There are also critical situations in which rivalry or various conflicts between employees cause an employee to deliberately avoid sharing information with a colleague. That in turn can lead to a toxic workplace. You must set clear rules that hoarding knowledge is not acceptable, and there are huge benefits for those that collaborate and share important knowledge with others. Try mediating between employees, and don’t be afraid to use consequences if they don’t strive to improve behavior. 

3. Lead by example 

As the person responsible for knowledge management in an organization, you have a powerful weapon in your hands. What is this weapon? You and your authority. Of course, your job comes with great responsibility, but treat the tasks that await you like a challenge. If you want to improve the knowledge sharing culture, start with yourself and your team!  

When it comes to authority, do not forget about the invaluable role of C-suite executives or senior members in setting a good example! Let’s not kid ourselves – if the key executives and team leaders won’t promote a healthy attitude towards information exchange among their team members, you won’t succeed. The example comes from the top and every new employee will conform to the rules set forth and promoted by supervisors. What’s more, the supervisors can also enforce the performance of certain activities, and reward or admonish their employees. 

4. Reward the employees that improve knowledge sharing culture 

What is the best way to encourage people to take action? Reward them! Appreciate the best actions and set them as a good example for others. You can even promise a big annual award for those who have distinguished themselves in promoting your approach. However, be careful to assure only healthy competition. The knowledge-sharing culture is after all about sharing, interaction, integration, and openness to the needs of others. Rivalry is not meant to spoil relationships within teams, but to strengthen them! 

5. Stress the importance of sharing when onboarding  

Be consistent from the very beginning of the employee journey in your company. Already during the recruitment process emphasize how important is the knowledge sharing culture for your company. Look for points of agreement with the prospective employees in this regard. Prepare future employees that they have the right to look for relevant information not only on their own but also ask seniors or experts. Emphasize the ability to give feedback to the content published on the platform. Try to choose a perfect buddy for the newbie – a person who would put him on the duty roll and be always there to help. 

As you can see a small effort can bring big changes and improve knowledge sharing. It’s not easy, but everything comes in time. Always be consistent and don’t give up even if something is not going as you planned. If any of your actions have failed, keep trying. We are sure that our tips will be a great help to you and will contribute to building an open space for information exchange and you will improve knowledge sharing in your organization. 

How does Workai help you improve the knowledge sharing culture in your organization? 

Workai knows the importance of free and quick access to the latest information. Using our experience gained over the years of working with corporations and best practices in streamlining information flow, we have created a new generation knowledge base, equipped with AI. An advanced intelligent search engine helps you find what you need most. Our knowledge base is a convenient space for collaboration without the risk of losing data – it automatically saves document versions. With Workai, you can work efficiently, quickly, and in a perfectly organized way.