Knowledge Sharing Best Practices

10 Best Practices & Tools to Enhance Knowledge Sharing within the Organization

There are endless number of business challenges across the world, but the solutions mostly remain localized – not learning from the experiences. So, what is the major difference between the companies that progress and fall? The answer to this complex question is rather simple – knowledge sharing within organizations, i.e., captured knowledge needs to be disseminated, scaled up and replicated.

Incorporating a knowledge sharing culture is mandatory for organizations to succeed because there is always a risk of losing or forgetting the acquired knowledge. The conduit of knowledge sharing needs to be shared rather than just storing or documenting it because when your staff struggles to access information employees need and can’t find it on time, the bottom line of your company suffers. 

Now when you know the importance of knowledge sharing, now is the time to make it happen. Watch this video to learn 10 knowledge management best practices to bring you success.

Whether it is verbal or digital, sharing leads to a better knowledge base of employees and fosters a culture of knowledge management. Hence, it is crucial to boost such a culture that facilitates employees to use digital platforms for sharing best knowledge and practices.

The ultimate key is developing a knowledge sharing platform where employees feel comfortable in putting up their opinions, ideas, personal viewpoints, and seek assistance of peers/seniors/experts when needed.

Knowledge Sharing Best Practices

Considering the huge benefits of sharing knowledge in the workplace, it is no secret that it is one of the best ways to improve the productivity and performance of an organization. Sharing best practices helps in filling the knowledge gaps and improving efficiency at the workplace. 

The question here is, how to improve knowledge sharing in the organization? Here are some of the most effective practices to encourage knowledge sharing.

  • Establish knowledge sharing habits

The key to effective knowledge sharing practices is not just to educate about sharing practices but help them understand the potential benefits from their fellow worker’s experience. The knowledge sharing methods helps in automating and standardizing the knowledge management, but the most prominent challenge is to create a knowledge sharing culture. A knowledge lifecycle helps in building the processes and stimulate knowledge transfer within the organization. Let’s understand the lifecycle of knowledge first.

Knowledge Management Lifecycle

The lifecycle of knowledge is mainly concerned with the organization of data and outlines the building, storing, pooling, and extending the knowledge. Here, the role of technology becomes very important to support this learning community. Employing technology helps you streamline internal communication, discussions, knowledge dissemination, and much more.

  • Go cloud to share best practices 

Accessibility is the key to the best knowledge management. And by keeping the resources on the cloud can help you make the knowledge easily accessible across the organization. Some of the key features of your content management system includes:

  • Online or cloud access that allows you to access the resources anytime, anywhere. 
  • Intuitive user experience that tunes with the employees and does not require intensive training
  • Defined authoring process and direct link sharing
  • Mobile-friendly
  • Manage multiple roles and permissions for content access within the organization
  • Integrate seamlessly with social and collaboration tools.

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  • Incentivize the knowledge sharing activities

Now, who does not love rewards? There are many different ways to reward your team members who embody the knowledge sharing practices. To start with, a social media post on the company page, an appreciation email, or an announcement can be done for the team member. Their valuable contribution needs to be valued as it benefits the fellow-workers as well as the organization. 

Specify the content that has been shared by the team member with some tangible benefits that encourages everyone to make their part of the contribution. You can also consider giving a bonus to the employee who share the most important information in the quarter or year.

  • Enhance onboarding and training practices

The onboarding and training seem to be unrelated here at first glance. However, knowledge sharing platform is one of the most useful resources for new hires. Often, they spend a lot of time to contribute their ideas and feel nervous to express in the group setting. As a result, they lose their interactive skills and knowledge over time.

The contribution and collaboration of new hires are as important as existing employees. And knowledge management can fulfill this purpose. For example, a mentor can be allocated for each hire so that they feel empowered to speak up in the group. Never assume that they don’t want to contribute but always encourage them to provide their opinion.  

  • Use state-of-the-art knowledge sharing tool 

The selection of a knowledge sharing platform is one of the major business decisions as it directly impacts the productivity of employees and business performance. The utilization effective knowledge sharing tools allow you to streamline the business processes, search for content quickly, store documents and media content easily, locate experts, ask questions, and much more. The right selection of a knowledge sharing platform can maximize the impact of valuable contributions made by every employee in the organization.

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Top Knowledge Sharing Tools

1. Project portfolio solution to manage projects

Most businesses juggle endless tasks, people, projects, and goals. Having an integrated portfolio management solution ensures that everything is organized while planning and implementing the projects. It helps a team share best practices and project related knowledge and stay on the same page. BizPortals 365 portfolio management solution supports the ever-changing needs of the project management environment. The ready-to-use features and capabilities of Microsoft 365 help in streamlining key activities of project portfolios. It also offers seamless real-time integration with external systems like ERP, CRM, and line of business applications

2. Re-usable templates for link management

We will start this with an analogy here – 

Despite having feature rich DSLR camera, why most people take photographs using their mobile phones? The reason is accessibility and serving the purpose of capturing the moment.

Same goes with the knowledge sharing platforms. When you select a knowledge management tool, concentrate on the must-have features like quick link sharing, accessibility, responsiveness, social collaboration, authoring, role-based access permissions and, rest all is a bonus. Like, BizPortals 365 platform offers multiple content options like resources, modules, courses, knowledge sheets, etc. across different subject genres. These templates are re-usable, saves time and provide an overview of possibilities to the organization.

3. Meetings for Knowledge Sharing

Meetings like sales calls, team meetings get conducted on a regular basis. The right knowledge sharing tools can help you manage and schedule the tasks, discuss projects, share ideas in real-time. With BizPortals 365, you can leverage Microsoft Teams for 1:1 chat, group chat, calls, meetings, or screen share at any time, from any device. The knowledge sharing tool offers excellent collaboration features and team meetings. It can also integrate with other Microsoft programs. 

4. Digital Asset Management

Never let your essential files go missing in email threads, old task management software, or communication channels. The integrated Microsoft 365 platform provides searchable phrases and tags and a centralized repository to manage documents efficiently. The employees can search, tag, categorize, and find the digital assets they need without any hassles.

Why adopt a knowledge sharing platform?

  • Reuse the best problem-solving experiences

Reusing what others have already learned and created can save a lot of time and money, increase work productivity, and minimize risks. Sharing best practices helps in streamlining the work and increasing the productivity of employees. Some knowledge sharing examples include user manuals, training documents, used methodologies, best-proven practices, storytelling, lessons learned, e-learning.

  • Boosts competence and efficiency

Did you know that your employees could take a substantial amount of time to look for the right information or locate the relevant search result? It means that a lot of productive time is spent unproductively to seek information. 

The knowledge management practices in an organization shrink most of the unproductive time spent in searching for the information. And at the same time, all the employees will have easy access to the right information, whenever and wherever they need it.

  • Stimulate workplace innovation

Sharing the best knowledge management practices encourage your employees to share their innovative ideas and help deliver better results. The stimulation of knowledge and increased idea sharing helps the employees to be more productive and on the cusp of new trends and markets. 

  • Faster and better decision making

Sharing best practices across teams is not only beneficial to your employees but also fruitful for business performance. When all the tasks are performed efficiently in the organization and every member works in a streamlined manner, it ensures faster, better decision making and eventually improves the productivity and performance of the organization.

  • Improve sales and customer relationships

The importance of customer cannot be overstated as it is ranked before finance and product to achieve business success. Knowledge management plays a crucial role in managing customer relations. For example, when a customer service agent spends a lot of time to search for the relevant information to resolve a problem or answer a question, customers will end up being frustrated and ultimately dissatisfied. With a knowledge-sharing platform, the search effort and time can be reduced drastically. It provides access to consolidated information, making it easier to use.

  • Reduce know-how losses

Know-how is a very important asset for the organization and its management directly impacts the business performance. The knowledge sharing practices can capture best of the knowledge and make it accessible to employees. 

It makes scarce resources readily available across the organization. Earlier, the presentations, trainings, white papers and case studies fulfilled these needs but now, central streamline internal communication are the necessity to make information accessible.

  • Build a corporate community

Sharing knowledge is one of the best intuitive ways to form a closely-knit community. A dedicated platform for information sharing and management helps businesses to capture and store knowledge in the most accessible ways. Building a community also ensures the consistency of knowledge sharing within the organization.

  • Reduce cost and time

Knowledge sharing best practices allows employees to share important information they have along with their achievements and experience. It eliminates the redundant effort of employees and saves them from committing the same mistakes. Moreover, they can get the ready solution at the right time. In addition to saving time, it also reduces the cost that your business may incur to solve the problems.

The last word

Developing a knowledge sharing platform and building a knowledge sharing culture looks different at initial stages. Implementing these best practices and tools can act as a launchpad for your organization. And soon, your organization will start maximizing the benefits from the knowledge sharing and valuable contributions of the team members. Finally, the selection of the right knowledge sharing platform is the first step towards creating a knowledge culture in the organization.

The right knowledge sharing platform allows you to access the information anytime and anywhere, quickly search relevant information, ask questions, chat with team members, store the content securely, streamline onboarding, training, and other HR processes, encourage everyone to contribute ideas and create synergy.

Is your information also scattered across disparate systems like most of the organizations? If you don’t want any further worries of content management and knowledge sharing, using  BizPortals 365 can help by unifying the relevant results in one place, providing easy access to information to employees, and sharing best practices Schedule a DEMO to see it in action.

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