What is Knowledge Sharing?

What is knowledge sharing?

Knowledge is power but only when shared — a notion underscored by the understanding that collective intelligence and collaborative efforts are more potent than individual expertise retained in isolation.

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In a TED talk, Stanley McChrystal, former commander of U.S. and International forces in Afghanistan, presents a compelling argument for knowledge-sharing based on his military background. He said, 

“Information only has value if you give it to the people who have the ability to do something with it. The fact that I know something has zero value if I’m not the person who can actually make better use of it. Consequently, we changed the idea to sharing is power instead of knowledge is power.”

It’s clear that the way we share, access, and apply knowledge has evolved dramatically. The complexity of knowledge today presents unique challenges and opportunities. Knowledge silos are one of the prevalent problems in many organizations that can be traced to team structuring or the lack of effective internal communications. Let’s find out what knowledge sharing actually is, why it’s essential, and how best to develop a knowledge sharing culture in the modern workplace.

A brief introduction to knowledge sharing

Knowledge sharing definition

Knowledge sharing is simply the act of people teaching each other what they know. It involves exchanging formal and informal information, ideas, skills and experiences across teams, departments and individuals within an organization. It helps employees to improve output quality, solve challenges and drive innovation. By fostering a knowledge-sharing culture, organizations enhance collaboration, minimize redundancies, and preserve valuable institutional knowledge, ultimately improving decision-making and boosting employee performance.

Why is knowledge sharing important?

Knowledge sharing is important because it leads to greater creativity, more collaboration and better overall productivity. 

Organizations encourage employees to share knowledge with their peers, but individuals withhold valuable information — a phenomenon known as knowledge hoarding or knowledge hiding. They may act dumb or deliberately withhold insights to maintain a sense of control or job security, resulting in knowledge silos. A knowledge silo occurs when one individual or team holds information that is not shared with others. 

Impact of knowledge silos

• Lower productivity and efficiency 
• Slow decision-making
• Reduce employee engagement 
• Prevent innovation and collaboration
• Limit career development opportunities
• Lower company trust

The consequences of knowledge silos can be costly. A study of a 200-agent call center estimated that knowledge silos cost $1.5 million to the company, as employees spent significant time searching for information instead of assisting customers. 

Therefore, tear down knowledge silos by encouraging a knowledge-sharing culture within your organization. Organizations with effective knowledge sharing see improvements in communication, cross-departmental collaboration and speed at which information flows. It minimizes redundancies and preserves valuable institutional knowledge, resulting in a more engaged and informed workforce.

Who should participate in knowledge sharing?

A knowledge sharing process is incomplete without the collaboration and creative input of the HR and IT teams.

HR practitioners are responsible for fostering a culture of continuous learning, encouraging employees to share insights, and implementing training programs that support knowledge retention. They also ensure that employees have access to the right resources for professional development and collaboration.

And IT professionals are charged with delivering frictionless access to every bit of information relevant to employees. IT ensures that everyone finds the support they need to succeed at every step of the way, from onboarding through to knowledge capture as workers retire.

Types of knowledge sharing

The three major types of organizational knowledge are:

• Explicit knowledge: Explicit knowledge is formal, easily articulated, and can be documented. It is typically shared through written or digital formats, making it accessible to others across the organization. Examples include:

1. Corporate wiki
2. Standard operating procedures (SOPs)
3. Reports, articles, and research papers
4. Databases and knowledge management system

• Implicit knowledge: This is the kind of knowledge you know but might not be able to explain. It’s based on your personal experiences, instincts, or things you’ve learned over time without thinking too much about it. Common examples are: 

1. Learning through observation or practice
2. Best practices shared through experience
3. Mental models or frameworks used to make decisions

• Tacit knowledge: Tacit knowledge is personal, subjective, and rooted in experience. It is deeply ingrained in individual expertise and is often difficult to transfer. Tacit knowledge sharing occurs through direct interaction, collaboration, and engagement. Examples include:

1. Problem-solving approaches based on past experience
2. Skills and insights gained through hands-on work
3. Intuition or “gut feeling” in decision-making

Benefits of knowledge sharing

Knowledge sharing offers numerous benefits for an organization. It enables employees and organizations to make the best use of their knowledge by encouraging continuous learning and driving innovation. It also boosts productivity, increases customer satisfaction, and meets other key performance indicators (KPIs) and benchmarks.

Organizational transparency

Knowledge sharing fosters transparency to ensure critical information is accessible across all levels of an organization. When employees have insight into company goals, strategies, and decision-making processes, they feel more engaged and aligned with the organization’s mission. A transparent work environment builds trust, encourages accountability, and reduces misinformation, ultimately strengthening workplace culture.

Related: Explore how Simpplr makes cultural transparency happen

Streamlines internal communication

Internal communications is the foundation that unites a strong organization. When employees have the information they need to efficiently and effectively complete their tasks, move forward on a project, or make decisions, it leads to better communication and collaboration across HR, IT and leadership.

A 2022 study conducted by Grammarly and The Harris Poll revealed that U.S. businesses lost about $1.2 trillion annually because of poor internal communications. That’s more than $12K per employee per year.
Therefore, using the best internal communication tool to simplify the knowledge sharing process is more crucial than ever.

Improved collaboration capabilities

When employees collaborate, tasks are often completed more efficiently as knowledge and expertise are shared seamlessly. According to a Stanford study, employees in a collaborative environment saw a 50% increase in productivity compared to similar employees working individually. In addition, these employees were more motivated and engaged with their tasks.

Increases workplace productivity

To increase employee productivity while preventing burnout, you need to rethink the ways you support your team. Knowledge sharing is key to this process.  When employees learn from each other, share best practices and have easy access to institutional knowledge, they become more effective in their roles. This not only increases overall productivity but also reduces individual workloads, preventing burnout by distributing knowledge and responsibilities more evenly across the team.

Pick the right knowledge sharing tool 

In today’s digitally transformed workplace, collaboration between people and technology is paramount, especially in a distributed workforce. And a well-designed knowledge sharing tool is crucial to fostering effective collaboration and cooperation in the organization.

AI-driven intranet

Modern workplaces require intelligent solutions to simplify search and information access. There are diverse solutions in the market; however, adopting a modern intranet like Simpplr is all you need. It centralizes and streamlines all essential company information and extends into other organizational use cases to help improve the employee experience and productivity. 
While organizations have a dedicated knowledge management system with different tools or solutions, Simpplr ties it all together under a secure portal. At Simpplr, we incorporate advanced generative AI, including large language models, to enhance content creation and information retrieval.

How Simpplr enhances knowledge sharing

Simpplr enhances knowledge sharing by integrating with all your data, knowledge, and document systems, giving employees a single source of truth for all their knowledge needs. And with AI-powered Smart Search, employees get accurate, conversational-style responses to their search queries, while auto-governance ensures that content remains up to date.

Simpplr’s lightning-fast, AI-powered virtual assistant delivers instant answers, enabling employees to access crucial knowledge in seconds. This not only boosts individual efficiency but also enhances productivity across support teams like IT and HR, ensuring a smoother, more connected workplace experience.

Related: Explore Simpplr’s latest product features and updates 

Virtual communication and collaboration tools

Effective knowledge sharing thrives on seamless communication and collaboration. Whether through email, Zoom, or Slack, 45% of workers feel more connected to their teams when using digital collaboration tools. These platforms enable real-time discussions, file sharing, and project updates, ensuring employees can easily exchange insights and stay aligned, regardless of location.

Learning management system

A learning management system (LMS) can significantly enhance knowledge sharing in an organization by serving as a centralized digital hub. This platform allows for the seamless upload and dissemination of training materials, best practices, and relevant updates, breaking down traditional silos and ensuring that knowledge is not confined to specific departments or individuals.

Ways to improve knowledge sharing in your company

Here are a few best practices to promote knowledge sharing in your organization: 

Create a single source of truth

To ensure relevant information finds its way to the right person at the right time, use a modern intranet. Simpplr puts everything employees need to do their work more efficiently, with less friction and frustration, in one place. It’s a centralized repository for company information.
You can create a knowledge base with your own information and integrate it with the rest of the digital workplace for quick access to resources that aren’t directly uploaded to the intranet. These intranets use APIs to sync with other databases, like SharePoint, DropBox, Google Drive, Box, Office 365, ServiceNow and Confluence.

Encourage a culture of knowledge sharing

Slash the time employees spend looking for and resending information they need to do their work by creating a culture where knowledge is easily accessible and actively shared. When knowledge is shared openly across teams, employees no longer need to waste time duplicating efforts or searching for answers. Instead, they can leverage the organization’s collective expertise to create a more productive and inclusive work environment overall.

Incentivize knowledge sharing

Recognize and reward employees who consistently contribute valuable knowledge and ideas by giving them the spotlight they deserve. Whether it’s a shoutout in a team meeting, a company-wide email highlight, or a newsletter feature, make sure you make your employees feel noticed and valued for their contributions. Additionally, consider implementing formal rewards like bonuses, extra time off, or professional development opportunities to motivate others as well.

Standardize knowledge sharing workflows

Valuable information can become scattered, outdated, or lost due to a lack of standardized processes. This leads to inefficiencies and miscommunication. Standardizing the process of how knowledge should be shared and received is crucial. While every organization’s workflow is unique, a few key principles guide the development of standard operating procedures. To build a structured approach and automate workflows, consider the following steps:

• Determine what information is critical and should be shared
• Know who is involved in the sharing process and their specific contributions
• Establish consistent channels and formats for distributing knowledge
• Ensure knowledge is received
• Address knowledge gaps 

Plan targeted communications 

Instead of overwhelming employees with an information overload, it is more effective to plan targeted communications that revolve around a shared vision of the change, its process, and any revised goals. Simpplr’s EX platform provides custom content and recommendations tailored to employees’ roles and interests. With Simpplr’s user-driven adaptive personalization, you can learn user preferences over time and fine-tune your employee experience.

Related: Use AI to personalize and target internal communications

Lead by example

Employees constantly look to leadership to lead by example. When leaders communicate openly and transparently, employees feel encouraged to share their perspectives and ideas without fear of judgment. As employees observe their leaders engaging in knowledge sharing, they are more likely to emulate these behaviors, leading to a more informed and cohesive workforce.

Here are some ways leaders can lead by example:

• Participate in forums: Engage in knowledge-sharing platforms or forums within the organization. Contribute to discussions, answer questions, and offer your expertise.
• Encourage questions: Create a safe space where employees feel comfortable asking questions and seeking clarification. Respond thoughtfully and provide guidance whenever possible.
• Document and share best practices: Take the initiative to document and share best practices, successful strategies, and innovative ideas that have worked for you or your team.

How Simpplr can help

Simpplr can help transform the employee experience by connecting distributed workforces, unifying information silos, and giving employees instant access to news and information. Simpplr is AI-powered to deliver seamless and personalized employee experiences at scale and is the only solution to unify employee engagement, enablement, and services on one platform.

Get a live demo to learn how Simpplr’s employee experience platform connects different elements to create optimal knowledge sharing and improve communications that move the business forward.