Glossary Item

Knowledge Sharing

Knowledge sharing is a vital practice for any organization aiming to maintain a competitive edge and foster a collaborative, innovative, and efficient work environment. Team leaders should regularly encourage, and possibly incentivize, knowledge sharing to make it part of a culture of learning within their organization. McKinsey report found that knowledge-sharing practices can increase productivity by up to 35% as it improves access to expertise and reduces time spent searching for information. By investing in the right tools and cultivating a culture that values shared knowledge, companies can unlock tremendous growth and ensure long-term success. 



Knowledge Sharing

Table of Contents


What is Knowledge Sharing?

Knowledge sharing, or knowledge transfer, is the practice of exchanging information, skills, and expertise among members of an organization. It involves both the dissemination and absorption of knowledge in a way that can aid in making informed decisions and improving efficiency.

For entrepreneurs and growing businesses, knowledge sharing is not just about distributing information but also about creating an ecosystem where innovation thrives.

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What are the benefits of knowledge sharing?

The advantages of implementing knowledge sharing within an organization are extensive:

Enhanced Innovation

Sharing knowledge fosters a culture of innovation and continuous improvement. When employees share insights and solutions, it encourages creativity and problem-solving across the organization.

Increased Efficiency

By sharing knowledge, employees can avoid duplicating efforts and can learn from each other’s experiences, leading to faster problem-solving and project completion.

Improved Employee Engagement and Satisfaction

Employees who feel their knowledge is valued are more engaged and have a higher job satisfaction level. This can lead to lower turnover rates and a more motivated workforce.

Better Decision Making

When knowledge is freely shared, all team members have access to the full spectrum of information needed to make informed decisions. This leads to better outcomes for projects and strategies.

Competitive Advantage

Companies that effectively manage and share knowledge often outperform their competitors in terms of innovation, efficiency, and employee strength.

A study by the Institute for Corporate Productivity (i4cp) found that organizations that promoted collaborative working were 5 times as likely to be high performing.

What is knowledge sharing software?

Knowledge sharing software, often referred to as knowledge management tools, are systems designed to help organizations create, store, and share information. These tools are built to handle various forms of data including documents, videos, how-to guides, and FAQs.

Common features include content management, search functionality, collaboration tools, and access controls.

Examples of such software include Whale, Confluence, and Microsoft SharePoint, where information can be centralized and made easily accessible to all employees.

How to Encourage Knowledge Sharing in the Workplace?

Encouraging knowledge sharing in a business environment requires both cultural and procedural adjustments:

  • Cultivate an Open Culture: Encourage an environment where sharing information is seen as a benefit to all, not just a task for the individual. Recognize and reward collaboration and the exchange of ideas.

  • Leverage Technology: Implement knowledge sharing platforms that are user-friendly and integrate smoothly with the tools your employees already use.

  • Create Knowledge Sharing Policies: Develop clear policies that outline how information should be shared, who can access it, and the benefits of sharing knowledge.

  • Offer Training and Support: Provide training sessions that teach employees how to effectively use knowledge sharing tools and why it’s important.

  • Lead by Example: Management should actively participate in knowledge sharing, demonstrating its value and encouraging others to do the same.

What are types of knowledge sharing?

Knowledge sharing can take many forms within an organization, each playing a crucial role in disseminating information and expertise among employees. Here are the main types of knowledge sharing typically employed in businesses:

1. Tacit to Tacit (Socialization)

This form of knowledge-sharing occurs through social interactions and shared experiences. It involves the transfer of tacit knowledge, which is personal, context-specific, and often hard to formalize. Examples include mentoring, on-the-job training, and informal conversations where insights and know-how are passed on through personal communication.

2. Tacit to Explicit (Externalization)

In this process, tacit knowledge is converted into explicit knowledge, meaning it is articulated into formal, systematic language and can be easily shared with others. This often involves creating documentation such as manuals, reports, whitepapers, or blogs that capture an individual’s insights and experiences in a format that others can understand and use.

3. Explicit to Explicit (Combination)

This type of knowledge sharing involves the combination of different pieces of explicit knowledge to create new knowledge. It happens when information is collected from various sources, such as databases, documents, and previous projects, and then combined to generate new reports, presentations, or strategic plans.

4. Explicit to Tacit (Internalization)

Internalization is the process by which explicit knowledge is absorbed and converted back into tacit knowledge by individuals. This often happens through learning by doing, where individuals read, reflect on, and apply written information to acquire new skills or enhance their understanding. This type is essential for training and development programs.

5. Electronic Sharing

Utilizing digital tools and platforms to share knowledge is increasingly prevalent. This includes the use of intranets, content management systems, social media tools, collaborative software like Slack or Microsoft Teams, and knowledge bases to disseminate information quickly and efficiently across an organization.

6. Community of Practice

A community of practice involves a group of people who share a common interest or profession. These communities come together to share information, solve problems, and disseminate best practices. These can be formalized within a company or arise organically and can take place both in-person and virtually.

7. Structured Workshops and Seminars

Organizations often organize workshops, seminars, and training sessions where experts share their knowledge on specific topics. These are structured events that are designed to transfer knowledge in a more formal educational setting.

8. Documentation and Databases

Creating and maintaining comprehensive documentation and databases is a foundational method of knowledge sharing. This includes everything from technical manuals and FAQ sections to databases containing templates, past project reviews, and case studies.

By employing these various types of knowledge sharing, organizations can ensure that valuable insights and information circulate freely, supporting innovation, efficiency, and competitive advantage in today’s fast-paced business environment.

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