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15. August 2015

6 good tips for ensuring optimal knowledge sharing

More and more employees in companies work across the organizational chart and have the same customers at different times during a case or project. But how has knowledge been transferred internally? There are a lot of reasons to put knowledge sharing in a system with a platform like SharePoint. It controls the collaboration and efficiency throughout the organization.

Add structure to Teams

We sometimes see companies investing in new knowledge sharing platforms with high ambitions, but a lot of SharePoint projects failed on the road because the implementation of the system does not propagate into the organization and the practical use of the tool. Therefore, I have put together six good tips to ensure a better implementation of a new knowledge sharing system such as SharePoint.

1. The leaders must express the meaning of the project

The leaders should go ahead and set forth the higher purpose of knowledge sharing. Why are we doing this? What benefits can we reap? What value does it have for the organization and for the individual in everyday life? Create an internal campaign and convince people that this is the foundation of the future of business. Many people find that systematics and systems make their work difficult. Others feel they are being monitored. It nourishes a natural resistance. Take care of the problems from the start and make sure the new approach makes sense.

2. Create a steering group

Set up a working group that can help ensure the roll-out process with, among other things, ongoing information, video guides, courses, etc. The working group can also act as super users and local ambassadors and motivators for the project throughout the process..

3. Create an understanding of knowledge sharing as a shared benefit

It is important to ensure that no one inside the organization is a block of knowledge sharing. Everyone must see knowledge sharing as a common goal and for shared joy and benefit. If, for example, there are departments that want to keep the knowledge secret, you have to locate the cause immediately. Collaboration is the whole basis of knowledge sharing.

4. Create a tool anyone can use

Make sure that the employees receive the right training so that they can make the most of the tools. Find out which tools are important for each department or for individual employees. If necessary, do an in-house investigation into the company and identify the need. Many people are used to using Skype, Dropbox or something like that, so here it can be an advantage to ensure that they achieve the same dynamic form of work at work.

5. Stay focused and motivate the employees

During the run-in period, the value of the new habits and routines with knowledge sharing will be perceived as very small and perhaps more onerous than before, because it requires cleaning up and that you get used to new ways of doing things. Therefore, it is important to stay focused and motivate to continue the new track. Keep everyone firmly on the goal and value of the organization and the individual.

6. Evaluate the project over time and tell about the positive progress

Do not release focus when the project is rolled out. Continuously evaluate and communicate progress. Make sure that the organization experiences the value of sharing knowledge and that the system evolves with you and your needs. Italicize the concrete value, show the good examples, and maintain motivation. Involve the employees’ publishers in the further development of the system according to their specific needs.