Knowledge Management | ProcedureFlow Blog

How to Improve Knowledge Sharing in the Workplace

Written by ProcedureFlow | July 7, 2025

The success of an organization hinges on how effectively knowledge is shared among its employees. Whether it’s onboarding new team members, solving complex problems, or driving innovation, knowledge sharing at work is the key to building a resilient, efficient, and collaborative workforce as knowledge-sharing cultures improve team collaboration by 30%. 

 

 

Why you should share knowledge at work 

Instead of knowledge being locked away in emails or trapped in one person’s head, it becomes a collective resource that everyone can draw from. Here are some of the biggest ways knowledge sharing drives success at work: 

Supercharge team collaboration 

Collaboration thrives when people openly share what they know. Whether it’s during a brainstorming session, a project kickoff, or daily team communication, shared knowledge helps teams align faster and work more cohesively. It breaks down silos and encourages everyone to contribute, leading to better ideas and stronger outcomes. 

Boost productivity and efficiency 

Employees waste countless hours searching for the right information or figuring out how to do something that someone else already knows. Knowledge sharing eliminates this wasted time. With accessible resources, templates, and best practices, teams can work more efficiently, avoid rework, and get more done with less effort. 

Prevent knowledge loss 

Every time someone leaves your organization—whether through a role change, retirement, or resignation—there’s a risk of losing valuable knowledge. By encouraging documentation and regular sharing, you reduce this risk significantly. Institutional memory stays intact, and other employees can build on what’s already been learned rather than starting from scratch. 

 

5 proven ways to improve knowledge sharing at work 

Creating a workplace where knowledge flows freely doesn’t happen overnight. It takes a combination of the right tools, habits, and leadership to break down silos and encourage open communication. Here are 10 impactful strategies to help your organization foster a culture of knowledge sharing that actually sticks. 

1. Build a knowledge-sharing culture 

A culture that values transparency, learning, and collaboration lays the foundation for successful knowledge sharing. When employees feel psychologically safe and encouraged to share, they’re more likely to contribute ideas and experiences—even if they’re still learning. Leaders play a critical role in shaping this culture by modeling knowledge sharing themselves. 

Tips: 

  • Encourage leaders and managers to regularly share insights and lessons learned 
  • Normalize learning from mistakes instead of penalizing them 
  • Celebrate knowledge-sharing behaviors in team meetings or company-wide shoutouts 

2. Centralize your knowledge in one hub 

When information is scattered across documents, emails, and people’s heads, it’s hard to find what you need—let alone share it. A centralized knowledge hub ensures everyone knows where to go for the latest updates, processes, and resources. The easier it is to access, the more likely employees are to use and contribute to it. 

Tips: 

  • Organize content by role, department, or process to make navigation intuitive 
  • Use automation and search features to help people find answers fast 

3. Identify and empower knowledge champions 

Every team has natural communicators and subject matter experts. These individuals can serve as “knowledge champions,” helping to encourage others, organize content, and drive adoption of tools and best practices. They can also act as the bridge between leadership and frontline employees. 

Tips: 

  • Nominate champions across departments to lead knowledge-sharing efforts 
  • Give them access to training and early features of your knowledge tools 
  • Empower them to mentor others and promote knowledge-sharing initiatives 

4. Keep knowledge up to date 

A knowledge base filled with outdated or irrelevant information can quickly lose credibility. Keeping content fresh and accurate ensures employees continue to trust and use the resources available. Assign ownership and build routines around content updates to keep everything relevant. 

Tips: 

  • Review and update documentation regularly 
  • Archive or remove old content to avoid confusion 

5. Track and measure knowledge sharing 

You can’t improve what you don’t measure. Tracking how knowledge is shared, accessed, and used across your organization can reveal gaps and opportunities. Use this data to refine your strategy, identify active contributors, and understand which content is truly valuable. 

Tips: 

  • Monitor analytics like page views, search queries, and contribution rates 
  • Send regular feedback surveys to users of your knowledge tools 
  • Adjust your strategy based on what people are engaging with 

 

Ready to start a culture of knowledge sharing in your workplace?  

If your organization struggles with knowledge silos, inefficient training, or repeated mistakes, now is the time to invest in a better way to capture and share what your team knows. Start small by picking one strategy from this list and build from there. 

Visit our features page to learn more about how you can improve knowledge sharing in your workplace. And remember, small actions lead to big changes. When everyone contributes what they know, everyone wins.