Top Knowledge Sharing Methods to Use Right Now!

Does your organization have an unorganized collection of knowledge? 

Does it have a knowledge hoarding problem?

Most companies fail when it comes to managing their knowledge. How will your employees perform their tasks if they struggle to access the information? If a company doesn’t have proper knowledge management, its bottom line will ultimately suffer. 

Another issue that organizations face is knowledge hoarding. It occurs when colleagues intentionally withhold information that can benefit the team. Knowledge hoarding is about purposefully making it difficult to access information.

It is common among companies but ultimately affects their productivity. Knowledge hoarding creates friction between teams, hinders collaboration, eventually costing valuable time and resources to an organization. 

Knowledge workers can’t get anything done if there are no systems in place for knowledge sharing. Effective knowledge sharing enables employees to gain access to data from which they can make accurate decisions and get their work done.

Knowledge sharing contributes towards the growth of your organization, both in terms of revenue and workforce.  However, the essential question is, what are the best knowledge-sharing methods? Let us find that out.


Basics About Knowledge Sharing

Knowledge sharing is about sharing data, insights, and information by employees with each other. Although, it is not as simple as it sounds. 60% of employees have faced difficulty from their colleagues to get the information required to complete the task. 

Sharing knowledge becomes more challenging when companies grow in size.

If the knowledge is not shared and preserved, it may forever become lost if the employee leaves the organization. 


Knowledge Sharing: Challenges

Many employees believe that transferring company-specific data and knowledge is a big challenge. Such knowledge can’t be found anywhere else, not even in Google.

Problems associated with knowledge sharing aren’t easy to solve. All the issues fall into two main categories.

  • Lack of knowledge-sharing systems in the office. There is no proper procedure for an employee to log and store knowledge. It could also be that they are using ineffective knowledge management software.
  • Lack of adoption for knowledge sharing systems. Teams are clueless about the internal knowledge-sharing methods they need to use. Even if they do know about these methods, it could be that they don’t like such methods and prefer not using them. 

These are the issues that companies need to focus on solving. 

How to Build a Culture of Effective Knowledge Sharing?

knowledge sharing procedure statistics

Only 20% of organizations feel that their knowledge-sharing procedures are efficient. 

Having transparency, collaboration, and communication between teams will make it easier to adopt knowledge-sharing methods and technology. The staff needs to get accustomed to sharing knowledge for all this to work.

Organizations need to provide incentives to their employees to share knowledge. They need to be encouraged to avoid working in silos and share knowledge with other employees. An employee should talk about the experience with the team to foster an environment of knowledge sharing.

Take the help of company culture advocates for deciding which incentives will encourage your employees to share knowledge with everyone. It is more than just storing knowledge. The approach should focus on building a culture where employees support each other.

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Knowledge Sharing Methods You Need to Know

10 Best Knowledge Sharing Methods
  1. Proprietary Online Training

    The Internet cannot provide information about your business to your employees. That’s why many organizations have developed a proprietary training program for their staff. It helps individuals learn about their company’s products and its roadmap for the future.

    Suggested Tools to use: 

    • Lessonly: LMS provides training and practice sessions for the customer and sales representatives. It focuses on the best practices to serve your customers.    
    • Eloomi: Eloomi can provide a detailed performance review of your staff. It will also help you improve the employee engagement of your company.
    • Cloud Tutorial: CloudTutorial’s knowledge management system can help the employees get answers to their questions quickly. It has a quick smart search to browse the knowledge they need.   
  2. AI-Powered Decision Making

    AI can deliver better insights about the business and market to the employees.  

    Often new employees face difficulty in decision-making due to their lack of experience. In such situations, AI can guide them in deciding which project they should work for in the office.  

    Suggested Tools to Use: 

    • Faraday: It’s a platform for AI predictions and decisions. Faraday focuses on B2C growth. 
    • Element AI Knowledge Scout: AI decision-making platform for software and tech organizations.
  3. Link Management

    A Knowledge worker visits many websites seeking knowledge to complete their project. An organization may leave it up to the employee to manage these resources through bookmarks. At some point, such bookmarks will become unscalable and ineffective.

    Link management can solve this issue by providing access to essential resources faster and can expand across the organization.  

    Suggested Tools to Use:

    • Go Links: It’s enterprise-grade software for secure short links. These links are easy to remember for a team. They will be able to find and share information quickly with such links. 
    • Workona: It’s a link management dashboard. If your activities get scattered across the browser, Workona will organize them with one-click collaboration. It keeps a team project well organized.  
  4. Project Management Software

    Project Management Software helps a team exchange knowledge and stay on the same page in a specific project. It has individual task cards where everyone finds relevant data and files for that particular project. 

    Suggested Tools to Use: 

    • Asana: A task management tool for marketing teams. 
    • Jira: It is software that keeps every department and team of a company on the same tool. 
    • Clickup: A project management software with spreadsheets, chat, and docs.  
  5. Meetings and Verbal Knowledge Sharing

    Meetings such as sales calls, project meetings, and team meetings get conducted regularly in the office. These tools can help you schedule and manage all of these with ease. 

    Suggested Tools to Use: 

    • Zoom: Webinar and Web conferencing software for all types of teams. 
    • Wingman: The platform offers call feedback and conversation intelligence for a company. It is essential for the sales team.   
    • Panopto: It’s a platform that fulfills all kinds of video requirements such as video management, hosting, video search, and live streaming. 
  6. Chat Platforms

    Chat is useful if it gets organized into channels with different sections. Here, essential files can be shared and discovered. 

    Suggested software to Use:

    • Slack: Communication and Chat platform with video and voice calling. It also has useful integrations and file sharing. 
    • Microsoft Teams: It is a group chat software that offers collaboration features for everyone and team meetings. It can also integrate with other Microsoft programs. 
  7. Digital Asset Management

    What if your essential files go missing in email threads, slack channels, or in old task management software? It can get prevented with a digital asset management system. This system provides searchable phrases and tags, which is essential for a big company. Employees will be able to search and find the required assets they need quickly.  

    Suggested Tools to Use: 

    • Box: It’s a digital asset management system for all types of files. Box comes with features such as searching, permissions, and tagging.
    • Canto: It’s a platform for storing and sharing brand assets.
    • Aprimo: For managing work and digital assets, primarily meant for the digital marketing department.   
  8. Standard Operating Procedures and Project Documentation

    Any process used by an organization needs to get documented. These tools can help you develop and share such SOPs with your employees.  

    Suggested Software to Use:

    Build an advanced knowledge base for your customers and give them answers fast – real fast.

    Take your app and help center to the next level with CloudTutorial.

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  9. Screen Recordings

    Video meetings, email, or chat aren’t always necessary. Screen recordings can also help for communication purposes. One can create short video content and share it with everyone in the team. It can also get added in SOPs and other documentation.

    Suggested Software to Use: 

    • Loom: It’s an easy tool for sharing screen recordings with others. You can use it for training, feedback, and for assigning tasks to everyone. 
    • Vidyard: It’s an excellent screen recording tool for connecting remote employees. Also useful for marketing and sales objectives.  
  10. Shared Digital Whiteboards

    Whiteboards can get used in creating a visual representation of processes and requirements. It’s an excellent tool for brainstorming sessions and to keep visual work on track.  

    Suggested Software to Use: 

    • Miro: It’s an online whiteboard platform with canvases. You can use it to create anything, such as mind maps and wireframes.  
    • Sketchboard: It’s a collaborative online whiteboard. One can use it to sketch UX flows and give presentations.

FAQs

A knowledge base is a collection of documentation that has answers for FAQs, troubleshooting instructions, and how-to-guides. Its purpose is to help customers find solutions to their problems without having to depend on others.
Knowledge sharing is essential for an organization to become successful. It can facilitate decisions, bring change in the office culture, and encourage learning and innovation.
CloudTutorial is a knowledge base software that helps you facilitate knowledge sharing for your organization. Through CloudTutorial, you can:
  • Segregate data by category and sub-category
  • Customize domain, fonts, theme, and contact form
  • Generate content and documents on-the-go

Conclusion

Through these tools, you could create an environment of knowledge sharing in your company. It will make sure that your employees work faster, smarter, and are more productive.

So, if you are looking for a platform that can save you time on answering questions, go for CloudTutorial. It is one of the best software that can handle your customers’ repetitive queries. CloudTutorial will save 80% of the time your employees spend answering questions to any queries.

We can help you develop a user-friendly FAQ site and provide quick solutions to any queries through our knowledge base. Visit our website to know more about us.

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