How to create a knowledge-sharing culture (a step-by-step guide)

How important is knowledge to your business? According to a Deloitte survey, 75% of surveyed organizations say it’s important or very important to their success. Unsurprising, considering its many benefits, including improved efficiency and a more motivated workforce. But here’s the thing: almost a third of businesses rate their knowledge-sharing culture as a 5 or below out of ten. For something so important, most of us aren’t doing it very well.

If knowledge sharing in your workplace could do with a little TLC, then you’re not alone. In this guide, you’ll find everything you need to improve that all-important information flow starting today. 

What is knowledge sharing?

Knowledge sharing is more than passing along facts. It’s a culture of sharing information that helps people do their jobs better. It can happen through formal methods, like meetings, documents, and training sessions — or it can happen informally, via conversations and emails. 

The different types of knowledge in the workplace

Each type of knowledge has specific features and calls for a slightly different approach when it comes to sharing. Here’s a breakdown.

Type of knowledge	Definition	Characteristics	Examples
Explicit	Information that is easily documented and shared	Structured, formal, and easily codified and communicated	Manuals, reports, guidelines, standard operating procedures
Implicit	Knowledge that is applied but not always documented	Practical, task-based, inferred from actions and behaviors	Best practices, workflows, organizational culture
Tacit	Personal insights and intuitions that are hard to express	Subjective, experience-based, deeply rooted in context	Personal expertise, problem-solving skills, intuitive insights
Procedural	Know-how on how to perform specific tasks	Step-by-step, action-oriented, often documented in instructions	Process maps, step-by-step guides, technical instructions
Declarative	Facts and information that are known and stated	Clear, factual, often static, and easily communicated	Data, factual statements, memos, policy documents
Relational	Understanding of relationships and interactions	Contextual, dynamic, involves understanding connections	Network of contacts, stakeholder relationships, team dynamics
Embedded	Knowledge that is part of organizational routines and systems	Institutionalized, often not explicitly documented	Organizational routines, software code, embedded practices
Contextual	Information that depends on the specific context in which it is used	Situational, adaptive, often requires contextual understanding	Local market insights, specific project details, situational strategies
Cultural	Shared values, beliefs, and norms within an organization	Informal, often unwritten, influences behavior and practices	Organizational culture, shared rituals, corporate values

The benefits of encouraging knowledge sharing

Here’s how it enriches your workplace. 

It boosts productivity

Knowledge is power! And when employees share it, it empowers others to solve similar problems in less time without getting bogged down trying to acquire information. This streamlined approach to information helps people work better without having to reinvent the wheel each time. 

It fuels innovation

Collaborative environments where team members share diverse perspectives tend to be more creative. With knowledge, they can build on each other’s ideas, often resulting in more effective outcomes and driving the organization forward.

Employees stick around longer 

It’s nice to contribute and know your efforts make a difference. Employees who feel their knowledge is valued are more engaged. This sense of appreciation and inclusion can boost morale, job satisfaction, and loyalty, leading to lower turnover rates and a more stable, motivated workforce.

It leads to better decision-making

Decisions informed by a wide range of information tend to be more effective. Knowledge sharing gives decision-makers access to rich data and insights, lowering the chance of errors while improving results. 

It promotes continuous learning

A knowledge-sharing culture supports ongoing learning. Employees learn from each other’s experiences and expertise on a rolling basis, expanding their own knowledge base. This helps them (and the business) stay adaptable in the face of changing industry demands. 

It gives teamwork a boost

Knowledge sharing breaks down silos. This means information can move more freely, and employees can build stronger relationships. This sets the stage for a harmonious team and effective collaboration. 

It speeds up onboarding and lowers training costs

Access to information and the expert guidance of more seasoned colleagues helps newbies get up to speed faster. This lowers the learning curve and associated training costs, transforming new hires into productive members of the team.

The biggest barriers to knowledge sharing

Here are the main culprits when it comes to a lack of information sharing in the workplace.

• Silos: Organizational silos stop departments or teams from communicating and sharing information.
• Knowledge hoarding: Some employees withhold information for added job security or a competitive edge, undermining collaboration. 
• Lack of opportunity: Without structured opportunities or platforms, employees tend not to share their insights and expertise.
• Lack of trust: People may not share knowledge if they’re worried about criticism or repercussions. 
• Bad technology: Outdated or inadequate tools make it harder to share info. 
• Busy schedules: Demanding workloads can leave employees with little time to share what they know, even if it’s beneficial and they want to do it.
• Cultural resistance: A preference for traditional ways of working can slow the uptake of new knowledge-sharing practices and tech.

What’s your company’s relationship to information sharing?

Now you know the barriers to knowledge sharing, let’s delve into some questions. These are designed to help you evaluate your organization’s relationship with information. Be honest! 

• Are teams encouraged to be secretive or generous with what they’re learning? 
• Are employees knowledge hoarders? Job stability plays a role here.
• Are lines of communication open? Can employees reach others higher up or on different teams?
• Do office politics play a major role in who is privy to which conversations or what information? Hierarchical organizations tend to fare worse, with big disparities in knowledge ownership.
• Is there a structured approach to knowledge sharing? For example, processes and platforms.
• Do employees feel safe sharing what they know? Or is there an intimidating boss waiting to cut them down?
• Are there opportunities for informal knowledge sharing? Breakout spaces and casual meet-ups all count.
• Is there adequate technology to support knowledge sharing? Chat apps and project management tools are a must.

10 ways to share knowledge in the workplace 

Now you know the whys and whats, let’s take a look at 10 practical ways you can share information starting today. 

1. Mentorship

Mentorship programs pair less experienced employees with seasoned pros who can offer guidance and support. 

This one-on-one relationship helps mentees learn from their mentors’ experiences while developing their skills faster. It also gives the teacher an additional sense of purpose. 

2. Training programs

Workshops, seminars, and online courses offer structured learning opportunities for employees. 

They’re designed to equip workers with the skills and knowledge necessary to thrive in their role and the wider organization. Training can also boost motivation — we all like to feel empowered to do our best work! 

3. Collaboration

Through regular interaction and cooperation, team members exchange knowledge and develop new ideas, boosting the overall productivity and creativity of the group.

4. Informal sharing

Informal knowledge sharing happens spontaneously through casual chats and social interactions. These exchanges can be just as valuable as formal methods, because they blend information dissemination with camaraderie. 

5. Communities of practice

A slightly lesser-known method, but a good one. Communities of practice are groups of people who share a common interest or profession and come together to exchange knowledge and experiences. Village (or office) elders, if you will.

These groups can exist within an organization or extend across different companies and industries, offering a wellspring of collective wisdom. 

6. Documentation and knowledge bases

Creating and monitoring broad documentation means all that gold is easily accessible. This includes manuals, FAQs, how-to guides, and internal wikis that employees can refer to when they need to be in the know.

7. Cross-functional teams

Think of this as an employee swap. One person from a team joins another team from a different department to observe, work on projects, or solve problems. 

It can be a massive boon to knowledge sharing. And after the exchange, that employee brings all their know-how back to their own team to share, leading to higher cross-team empathy and more well-rounded solutions.

8. Job rotations and shadowing

Letting employees rotate through different roles or shadow colleagues in other departments gives them a broader understanding of the organization and its goings-on. This hands-on experience speeds up knowledge transfer while building a more versatile workforce.

The ultimate guide to creating a knowledge-sharing culture

To take things up a notch, combine methods for knowledge sharing with a long-term plan to make it a part of your culture. 

1. Reconsider your culture

To change the way things are, you’ve got to focus on the culture you already have. Be honest when you assess it, then do the following if you haven’t already. 

• Articulate a clear mission and vision: Create a vision that emphasizes the importance of collective learning and continuous improvement. 
• Promote a growth mindset: Recognize that everyone has valuable knowledge to share and that continuous learning benefits everyone. Shine a spotlight on inspiring success stories. 
• Build the workplace community: Foster a sense of belonging among employees. Make opportunities for social interaction with breakout areas and team-building activities.
• Encourage collaboration: Break down silos by encouraging cross-departmental teamwork. Use collaborative platforms to make communication easy.
• Recognize and reward knowledge-sharing behaviors: Publicly acknowledge and reward employees who actively share their knowledge. 
• Try communities of practice: Establish groups focused on specific skills or areas of expertise where employees can regularly meet to share best practices and insights. 
• Offer training and resources: Show you care about knowledge sharing. Provide resources like templates and access to collaboration tools to make the process simpler.

2. Create a single source of truth

Knowledge isn’t streamlined when one person’s working from one document, another from a different one. Creating a single source of truth (SSoT) is essential for keeping everyone singing from the same hymn sheet. This centralized repository reduces confusion and streamlines processes. 

• Choose the right platform: You want a cloud-based platform that’s intuitive. You also want scalability so it can flex with your business. 
• Consolidate information: Documents, data, standard operating procedures (SOPs) and training materials — put it all in the platform and label it so it’s easy to find.
• Focus on accuracy and consistency: Regularly update the information in your SSoT to keep it accurate. Assign specific roles or teams to oversee the maintenance. This might involve routine audits and reviews.
• Make access easy: The SSoT should be accessible to all employees. This might involve integrating the repository with other tools and systems.
• Promote adoption: Encourage employees to use the SSoT by integrating it into daily workflows and training programs. Give training sessions to get people up to speed with any changes.
• Add access controls: To keep security and integrity high, set up access controls that allow only authorized personnel to edit or delete information.

3. Define roles

Clear roles help everyone understand their responsibilities in the knowledge-sharing process, which boosts efficiency and accountability. 

• Identify key roles: Common roles include knowledge managers, knowledge champions, mentors, and subject matter experts (SMEs). 
• Assign knowledge managers and champions: These people oversee and advocate for the overall knowledge-sharing strategy and keep it aligned with the business’ goals. They’re responsible for a knowledge repository, coordinating sessions, and generally facilitating smooth communication across the board. Give these people tools, training and ongoing support.
• Create mentors and subject matter pros: Mentors offer guidance to less experienced employees. SMEs contribute their specialized knowledge to the repository and serve as go-to resources for specific topics or projects.
• Integrate roles into performance evaluations: Recognize and reward employees who excel in their knowledge-sharing roles, and give feedback to help others improve.
• Encourage collaboration: Support teamwork between different knowledge-sharing roles. For example, knowledge managers might work with knowledge champions to find areas for improvement. 

4. Make it easy 

People adapt to change faster when it’s easy. Simplify the process of knowledge sharing to encourage widespread participation.

• Choose user-friendly tools: Why stick to email? Chat apps, virtual whiteboards, project management tools — offer a range, and integrate them into your current processes. 
• Streamline documentation processes: Develop simple templates and guidelines for documenting knowledge, and train employees to use them. Organize repositories logically and add a solid search functionality. Tagging docs with keywords can help.
• Encourage informal sharing: Create opportunities for informal knowledge sharing, like after-work drinks, casual meetups, coffee breaks, or virtual water cooler chats. 
• Integrate knowledge sharing into daily activities: For example, start team meetings with a brief knowledge-sharing session where employees can share insights. 
• Give ongoing training and support: Offer continuous support through user guides and FAQs.
• Automate where possible: For example, set up automated reminders for employees to update project documentation or share meeting notes. 
• Gather feedback and improve: Use this feedback to find areas for improvement. Reflect and refine to keep the process efficient. 
• Rearrange your office space: Information displays, breakout zones, quiet areas, and flexible work zones mean everyone can share ideas, work, and collaborate on their terms.

5. Standardize knowledge sharing

Standardizing the process gives consistency across your organization. Wave goodbye to confusion with these tips.

• Create clear guidelines: These should include the whats, hows, whys and wheres of information, including sharing, labeling, and uploading processes.
• Use standardized templates: Create standardized templates for various types of documentation, e.g. meeting notes, project reports, training materials, and process manuals. 
• Review workflows: information should be reviewed and approved by relevant experts before being added to the repository. 
• Standardize communication channels: Define which channels people can use.
• Regularly update and audit: Audits help you spot outdated or redundant information you need to revise/remove.
• Give training on standardized processes: This helps reinforce these practices and upholds compliance.

6. Reward effort

When employees see their hard work pay off, they’re more likely to keep up the good work. 

• Create recognition programs: Knowledge sharer of the month? Public acknowledgments celebrate good work and inspire others to follow suit. Gamification like points and leaderboards are a good option here.
• Offer tangible rewards: We’re not talking about a packet of Haribo here. Give bonuses, gift cards, or extra vacation days to employees who go above and beyond in their knowledge-sharing efforts. 
• Highlight success stories: Whether it’s through internal newsletters, company meetings, or social media, showcasing these success stories recognizes effort and demonstrates the value of knowledge sharing to all. 
• Create a feedback loop: Set up a system where employees can give feedback on their peers’ contributions. Peer recognition can be a powerful motivator.
• Offer professional development opportunities: Reward active knowledge sharing with opportunities for professional development, like attending conferences, workshops, or advanced training programs.
• Incorporate knowledge sharing into performance evaluations: Linking knowledge sharing to performance appraisals reinforces its importance.
• Celebrate milestones and achievements: Host events or celebrations to recognize significant milestones in knowledge sharing. 
• Create a culture of appreciation: Build a culture where appreciation and gratitude are the norm. Encourage managers and team leaders to thank employees for their efforts, both publicly and privately. 

7. Use the right tools

Investing in the right tech can be a game changer when it comes to sharing knowledge. 

• Define your needs: Think about the size of your team, the nature of the work, and the types of information you need to share. For example, if you’re in product development, diagramming tools are a must. 
• Choose platforms that make it easy: Instant messaging, file sharing, commenting, and real-time updates are all a must. As are integrations that team up with the tools you already use.
• Don’t forget project management software: Look beyond email and chat apps. Project management tools let team members track progress, assign tasks, and share documents in real-time.
• And document collaboration tools: Google Docs, Microsoft Office 365, and Dropbox Paper allow multiple users to work on the same document simultaneously. 
• Use social intranet platforms: Social intranet platforms like Yammer, Jive, and Workplace by Facebook offer a space for employees to connect.
• Create wikis: Wikis are collaborative websites where users can create and share information. Think Wikipedia, but office edition.
• Go mobile: Choose tools teams can access on mobile devices. This is especially useful for remote and mobile workers. 
• Give training and support: Give ongoing support through help desks, user guides, and FAQs so everyone can hit the ground running. Then gather feedback and monitor usage to catch issues and keep the tools relevant to your organization and its goals. 

Collaboration is easier with the right tools

Whether you’re in marketing or product design, getting kitted out with the right tools is a must. Gone are the days when teams struggled with badly labeled files or had to rely on email alone. Collaboration tools make working together and sharing information easy like never before. 

With Backlog, our own tool, you get a central real-time repository for all your project information. This includes Gantt charts, Wikis, and workflows that update in real-time. Best of all, you can invite remote freelancers and stakeholders in, letting them see progress, add comments, and share docs along the way. Ready to take your team collaboration up a notch? Try it for free today.